2. Financial status and reporting DaHar project 2nd PCT meeting 08. 03. 2012. Ennshafen

3. Content Programme requirements – Decommitment Financial status Financial monitoring of the project Reporting Conclusion

4. Programme requirements project spending forecast is fixed in Article 4.12 of the Subsidy Contract in case of underspending the MA is entitled to decommit the project by reducing the original project budget and the corresponding ERDF contribution Reduced budget decreased same tasks

5. Financial status The project is close to the end of its first year and to the mid-term of the implementation: 1st reporting period: – 1 April – 31 May 2011 2nd reporting period: – 1 June – 30 November 2011 3rd reporting period: – 1 December 2011 – 31 May 2012

6. Financial status – 1. reporting period

7. Financial status – 2. reporting period

8. Financial status – 1-2. reporting period

9. Financial status – 3. reporting period

10. Financial status – 1-2-3. reporting period

11. Financial monitoring In order to avoid underspending and potential decommitment: TIMELY IMPLEMENTATION ”=”to be in line with the spending forecast Implementation plan

12. Financial monitoring Timely implementation: Carry out activities in time & pay in time Learn to report! Please, inform the LP/us: – Bi-monthly reporting – Budget modification needs BUT: Partner change (possible risk >managed by LP) External experts costs (possible risk > to be managed by all PPs)

13. Financial monitoring – Bi-monthly reports Paid and forecasted costs for periods of 2 months/WP/budget line Regular: deviations can be identified and thus handled in time Please, don’t forget to… – Fill in date of invoice and date of payment - so that we can check whether the costs are eligible – Add a short description of the activity linked to each cost (e.g. 3.1. SoA study) –> this is also a tool to inform the LP regularly on the status of the activities – Fill in both the PAID and FORECAST columns

14. Reporting Status of the 2nd progress report: 2 DVE’s were not received in time (Hungarian PPs: LP, PP6) >> postponement of the submission deadline: 7 March Report submitted on 6 March

15. Reporting – 1 -2 periods – Partner reports Only 44% of planned costs was reported and even less – 34% – has been validated by the NCs Reported costs Partners1. period2. period LP - Dunaújváros yes PP1 - APDF no yes PP2 - Galati yes PP3 - APDM yes PP4 - Ennshafen no yes PP5 - Vidin no PP6 - Bay- Logi no yes PP7 - Public Ports yes PP8 - Silistra no

16. Feedbacks on partner reports: to be improved Partner reports not received in time (15 days after the end of the reporting period) – Not enough time for potential clarification – What if DVE needs to be modified? >> respect deadlines (submit partner report to the LP same time when submitting it to the NCB - 15 days after the end of the period )

17. Feedbacks on partner reports: to be improved Not enough information about the activities carried out (e.g.: activities carried out in line with the AF) – Doesn’t allow the LP to monitor implementation – No information about partner level implementation >> give as much details as possible

18. Feedbacks on partner reports: to be improved Costs included in wrong WPs – Might lead to deviations in the spending forecast – If so, DVE has to be changed >> check the budget (in which activity was the given costs planned?) and report the costs accordingly (e.g.: SC participatin at the Launching Event in WP1)

19. Feedbacks on partner reports: to be improved Not enough information regarding deviations – How to justify the delays/underspending? >> give information about: what is the deviation? what is the reason? what is the effect of it? how do you plan to catch up?

20. Feedbacks on partner reports: to be improved Ouputs are not indicated correctly Indicators are not filled in >> check the AF and implementation plan (what was planned for the given period?) >> possibly give information about the reported number (e.g. in accompanying e-mail)

21. Reporting deadlines DeadlineResponsibleTask 31 MayEnd of the 3rd period 15 JuneAll PPsSubmit Partner Report to the NC and LP 15 AugAll PPsSend scanned Confirmations to the LP (after confirmation of the LP, send original to the LP) 1 SeptLPSubmission of Project Progress Report to the JTS

22. Conclusions Carry out tasks according to the plans and pay invoices in time >> 31 May is the end of the 3rd period!!! (only 3 months left) Be familiar with programme and national regulations Check AF, implementation plan, budget regularly Submit the Partner reports to the NC and LP in time: 15 days after the end of the period Be in regular contact with the NC and provide clarifications also in time Contact us, we might be able to help!

23. Do you have any questions?

24. Thank you for your attention! Czinger.erzsebet@hbhe.hu Terpak.monika@hbhe.hu HitesyBartuczHollai Euroconsulting Kft. H-1124-Budapest, Németvölgyi út 114