Certification & Declaration

honeydewscreenManagement

Nov 9, 2013 (3 years and 7 months ago)

58 views

First Level Control

Certification & Declaration

Procedure for the AAP






Presented by: Joe Flynn

First Level Control

Presentation Outline


Grant Claim Process



Eligibility Rules



Other Key Areas

Grant Claim Process



Preparation & Certification



To be complete
one month

after the period end


FLC should have received claim at the latest two weeks after p/e


Consider preparing and submitting claim two weeks prior to p/e



Option to submit claims quarterly or bi
-
annually


Advisable to submit financial claim bi
-
annually and zero claim for
requested quarterly claims


No requirement for FLC on zero claims



Grant claim process


Step 1: Project Partner inputs data on execution report


Scan support documentation for each transaction


Enter declared amounts and attach scans in “Annex 11” of the execution
report


Complete section 6 regarding project activity and FLC details in Section 8



Step 2: Upload execution report to AAP website


Follow “Add a controller” document provided


Please ensure the following:


Report is uploaded in the “Financial Control” file of execution report and payment
folder of the project area


When adding “Joe Flynn” as controller, select “
JFlynn
” not “JFLYNN” or “
jfylnn




Grant claim process


Step 3: Project Partner notifies the FLC that execution report has
been uploaded



Send email to FLC stating execution report has been uploaded


Amounts entered on report are declared amounts and should not change



Step 4: FLC carries out Article 13 check on claim



On
-
site or Administrative (Desk based) check


Verifications to be based on declared amounts



Step 5: FLC issues certificate of expenditure, checklists, etc



Certificate of expenditure


Certified checklist


Certified Annex 11 “Financial Annexes”


Certified Transaction list


List of Controlled Documents

Grant claim process


Step 6: Project Partner uploads issued documents on
execution report and enters certified amounts in:


Section 8.5 for Administrative Verification


Section 8.7 for On
-
Site Verification



Step 7: Allocation of certified expenditure:


Section 11


Financial Annex’s, transcribe Certified Annex 11 to Annex
11 on uploaded execution report


Section 13
-

Declaration of Expenditure, allocate certified expenditure
per Annex 11 items to the relevant activity and budget line


Section 14


Declaration of Resources, allocate certified expenditure
between ERDF (65%) and self financing (35%)



Step 8: Upload execution report for LP


Upload execution report on platform in “Partner report” section for LP to
access and process


Local Authority Verifications

Eligibility rules

-
National

Rules

applicable


-
Human

Resource


Hourly

Rate

=

Gross

Salary

+

ER

PRSI

/

((
365
days



104

Weekends



9

Bank

Holidays



Annual

Leave)

x

7

hours)


Timesheets



Monthly

Basis,

Signed

by

both

Employee

and

person

responsible


Submit

contract

of

employment

where

employee

is

employed

wholly

and

exclusively

for

the

project


Attach

Hourly

rate

calculation

with

HR

costs

to

Annex

11

-
Services

Supply


Consultants

&

external

experts,

also

allows

for

FLC

costs

if

not

already

provided

for

in

other

expenditure

budget

line


Procurement



Ensure

competition

rules

have

been

complied

with


Ensure

Invoice

has

been

incurred

and

paid

Eligibility rules

-
Operational

costs

i
.
e
.

Overheads


Direct

v

Indirect


Direct

costs

must

be

directly

attributable

to

the

project

e
.
g
.

Courier



Indirect

costs

must

be

shown

to

have

been

used

in

the

implementation

of

the

project


Indirect

costs

must

be

allocated

pro
-
rata

using

a

justified

and

equitable

method


Submit

Overhead

calculation

and

workings

with

each

claim


-
Travel

and

accommodation


Travel

claim

forms

and

support

to

be

submitted

with

claim


Was

foreign

travel

outside

of

the

programme

area

approved

by

LP


Ensure

correct

rated

have

been

applied


Minutes

and

attendance

sheets

retained

as

evidence

for

travel

to

meetings


Eligibility

-
Meetings

and

seminars


Were

the

meetings

included

in

Approved

Application

form


Retain

Minutes

&

Attendance

list


Ensure

costs

are

reasonable

and

have

been

incurred

and

paid



-
Promotions

and

publications


Logo’s

both

AAP

and

EU


Reference

to

Fund


Evidence

of

event



Eligibility rules

-
Equipment


The full purchase cost of an asset may be charged to the project
only where
:



The asset is purchased within the period of co
-
financing;



The asset has a useful economic life
less than or equal

to the remaining life of the project;
and



Expenditure relates to the purchase or construction of plant and equipment that is to be
permanently installed and fixed in the project



In all other cases, the depreciation method for claiming expenditure should be used.

-
Other

expenditure


FLC

costs

-


500

for

desk

based,


750

for

on
-
site

check


Purchase

of

materials

and

other

costs

which

do

not

relate

to

the

other

budget

lines


Other Key Areas

-

Other Key Areas



Procurement



Publicity



Audit Trail



Receipts



Other Key Areas

Procurement



Must

ensure

competitive

process

was

engaged



Value

for

money

is

respected




Project

objectives

have

been

achieved


Thresholds
:



Less

than


5
,
000



One

or

more

verbal

quotes



5
,
000

-


50
,
000



Send

brief

specifications

to

at

least

three

suppliers

seeking

written

quotes



50
,
000



EU

threshold

Advertise

on

etenders


www
.
bmwassembly
.
ie/regulations/regulations
.
html

for

procurement

guidelines


Other Key Areas

Publicity




Ensure

all

published

material

have

logo’s

presented



Any

project

website

should

have

logo’s

embedded


Penalties

for

non
-
compliance

Once

off
:



Disallow

publication

costs

for

ineligible

item

Systemic
:


Financial

correction

across

grant

amount


www
.
bmwassembly
.
ie/regulations/regulations
.
html

for

publicity

regulations

Other Key Areas

Audit

Trail




Must be able to show amounts certified to the Commission have been
reconciled to accounting records and support documentation



Must be able to show proof of payment



Must be able to show the project has complied with the application as
laid out in the conditions of offer



Must be able to show all documents relating to the project i.e. Progress
reports, Procurement procedures, Grant approval etc.




Documents must be retained for three years after closure, i.e. last
drawdown of payment from the Commission to the Certifying Authority,
approximately 2020



Documents can be retained electronically as per E
-
Commerce Act 2000


Other Key Areas

Receipts


Where

could

this

issue

arise?

-
Conference

fee’s

-
Publications

-
Admissions


Receipts

must

be

netted

off

against

outlay

costs


Q&A


Contact Details

BMW Regional Assembly

The Square

Ballaghaderreen

Co. Roscommon


Tel. + 353 (0) 94 9862970


Email:

jflynn@bmwassembly.ie

Website:
www.bmwassembly.ie