www.interreg-npa.eu
Overview of workflow for project
reporting.
Rachel Burn, Joint Secretariat.
Linda Wormö, Managing Authority.
September 29th Akureyri.
90 Days- Submission to payment
•
Article 132 of Regulation (EU) No 1303/ 2013- The programme has
maximum 90 days to process and pay a project claim*
JS:30 Days
MA/CA:60
Days
Claim process overview:
JS views in
eMS project
report has
been
submitted
JS Desk
Officer
performs
admissibility
check using a
checklist
installed in
eMS
JS Desk
Officer
performs
project
progress
and
financial
assessment.
MA Desk
Officer
completes
financial
checklist
and claim
review
CA Desk
Officer
completes
Certifying
Authority
checklist
Managing
Authority
completes
payment
procedure
JS Admissibility Checklist:
 5 questions & Conclusion





Authorised signatory
Annexes i.e. required publicity material
FLC Documents i.e. FLC certificate and FLC checklist attached as PDF for all partners.
Project - report is filled in completely.
Budget thresholds- The project has not exceeded the minor budget change threshold on project
level AND The project has not exceeded the total project budget.
Conclusion of Admissibility
JS Project Progress and Financial Checklist
Checklist comprises of 3 parts
Part 1: Implementation of project activities (information and publicity check,
horizontal principles, progress towards outputs, involvement of target groups,
general achievement of activities as per the original application).
Part 2: Project financial status (on track spending, deviation from budget,
budget changes, accurate project forecasting per reporting period, expenditure
corresponding to activities performed).
Part 3: Conclusion of Project Progress report: Is the project progressing
towards its objectives?
Incomplete Project Report
Options:
1. Open file upload
•
This function used if an attachment is missing from the project report i.e. a minor missing
attachment such as the Lead Partner signature template
The JS Desk Officer has option to allow a project to upload missing documents into a submitted
claim.
2.
•
Reverting a Report
This function is used if a report has a series of errors, i.e. hasn’t been filled in correctly, is missing
FLC certificates and FLC checklists printed to PDF and uploaded
NOTE: In the case of a project report which has a ‘zero claim’ for a partner (no FLC certificate
included in the report) this is only permitted with PRIOR agreement between the project and the
Desk Officer.
Incomplete Project Report
Example of an incomplete project report:
Project has forgotten to upload all of
the partner FLC certificates.
MA Checklist and assessment
Information MA review in the process of finalising a payment decision;
eMS budgets and financial sources correspond with Grant offer Letter

1st and 2nd call projects, the first report
FLC checklist/certificate

Deeper control of FLC certificate/checklist. Review any explanations to
adjustments, and a control that it does not contain any obvious errors
Financial check
 Accumulated spending vs budget on total project level and per funding source
 Private external contribution confirmed by FLC
JS checklist
 Recommendations of deductions, additional control etc
 JS comments to FLC certificate
Possible actions
If in need of a budget
change, contact your Desk
Officer before submitting
the claim for the most
effective process
Over budget, >limit 60.000€ per budget line (on a total project level)
Return to JS/LP for action (options: LP reduce cost or ask for a budget change)
Deduction or addition of expenditure;
 Deductions initiated by JS
 Deduction initiated by Second Level Control
 Deduction of cost to be investigated further
 Other e.g system generated issues
Financial corrections
”Financial corrections shall consist of cancelling all or part of the public contribution to an operation or operational
programme. The member states shall take into account the nature and gravity of the irregularities and the financial loss to
the Fund and shall apply a porportionate correction.” Article 143 of Regulation (EU) No 1303/ 2013
 Recoverys/withdrawls
Will reduce the projects budget with the same amount
Payment decision
MA checklist
Payment decision
(1 decision per funding source)
CA Checklist
Information CA review in the process of finalising a payment
MA checklist
MA Payment decision (including any recoverys/withdrawls)
Bank details (correct and confirmed)
CA checklist
Payment to Lead partner
Payment Procedure
MA
CA
LP
PP
• Managing Authority will issue a Decision of Payment
• Made in accordance with the Grant Offer Letter
• Certifying function validate the payment decision information, e.g. bank information
• The NPA-Grant will be transferred to LP:s Bank account
• A payment notification will be sent to the LP
• Lead Partner receive NPA-Grant on the bank account stated in the Project claim
• LP distribute the received NPA-Grant to the individual project partners.
• Project partner receive their share of the NPA-Grant
90 Days- Submission to payment
• Submission to payment in 90 days is dependant
on a complete claim.
• If a claim is reverted or elements of the claim
queried, then the principle of ‘stop the clock’ is
applied.
• The Lead Partner will be kept informed of their
claim status by system generated messages*.
90 Days- Submission to payment
• The end date for a main project stated in the
decision is normally 36 months after the start
date. This 36 months project period includes
submission of the final Project report .Meaning
that the last six month reporting period would
end with the submission of the final Project
report and contain all final expenditure
Thank you for
listening
• Rachel Burn
•
[email protected]
• Linda Wormö
•
[email protected]