HYDROCARE Financial Profile Donato Di Camillo, PhD Project Contact Person

Index  Financial flow  Financial statements  Certification  Payment claims  Questions

CINFAI: WHO IS IT?  Il C.I.N.F.A.I. is the Consortium of Universities for the Physics of the Atmospheres and Hydrospheres: there are 21 Associated Universities. C.I.N.F.A.I. is the Lead Partner for this project.  Il CINFAI, as Lead Partner, colaborates with APAT (National Agency for the Environmental Protection and Technical Services) and with many Regions as Marche, Emilia Romagna, Val D’Aosta, Trentino Alto Adige, Sardegna, Liguria to realize European Project INTERREG III B CADSES and MEDOCC.  CINFAI ADDRESS: CINFAI, Via Viviano Venanzi, n , Camerino-MC Phone: Fax:

FINANCIAL FLOW: ERDF (European Regional Development Fund) Lead Partner PP1Certificator 1 PP2 Certificator 2 PP3 Certificator 3 MA = PA : Collection of documents proving the expenditures (invoices, receipts….) 2: First level control and Certification of expenditures issue 3: Sending of original Certifications to the LP 4: Preparing and presenting of Payment Claim 5: ERDF transfer to LP 6: ERDF transfer to PPs

FINANCIAL FLOW ERDF  Each Country has an own Certificator and follows an own specific system to certificate under the National Law  Each Country has a different percentage of ERDF and National co-financing  National co-financing: - automatic process (Italy) - on demand For any questions call your National Contact Point.

FIRST LEVEL CONTROL

CERTIFICATION Certifying body issues “Certification of expenditures”. In particular it verifies that : 1.the documents submitted are complete and correct 2.the products and services to be delivered by the above-mentioned project partner have been delivered 3.the expenditure claimed has been paid and is supported by accounting documents 4.the project complies with the Subsidy contract and the applicable national and Community rules 5.the project partner carried out the activities according to the Application form 6.the auditing authority mentioned above is independent from the project implementation 7.the amount of the total eligible costs

CERTIFICATION Issues to be checked by a certifying body:  The reality of "deliverables" (services, works, supplies, etc.) against payments proving documents  The observance of conditions of grant approval (Approval Letter, Subsidy contract, Application form, Joint convention etc.)  The eligibility of amounts claimed and thecorrectness of the financial report  The adequate follow-up of all outstanding/open questions before acceptance of claim  The existence and maintenance of an adequate and reliable accounting system and the follow up of the audit trail at all levels within the project  That costs have been incurred during the eligibility lifetime of the project Also preparatory costs up to 2% of the overall budget of the project, with a maximum of EUR , can be considered eligible but they are eligible only within the framework of the budget approved by the Steering Committee, as they cannot increase the project budget as a whole. In any case costs incurred before March 12th 2001 are not eligible. Preparatory costs have to be indicated in the Payment Claim and in particular in the Demand for expenses reimbursement to the Lead Partner.

FINANCIAL STATEMENT  Reporting of all the expenses really made concerning the project activities.  It guarantees the correct execution of the financial activities forecasted by PIC Interreg III B CADSES, according to each National Law and the following EC Normatives: Regulation (EC) n. 1260/1999 Regulation (EC) n. 1260/1999 Regulation (EC) n. 438/2001 modified by Regulation (EC) n. 2355/2002 Regulation (EC) n. 438/2001 modified by Regulation (EC) n. 2355/2002 Regulation (EC) n. 448/2001 Regulation (EC) n. 448/2001 Regulation (EC) n. 1685/2000 modified by Regulation (EC) n. 448/2004 Regulation (EC) n. 1685/2000 modified by Regulation (EC) n. 448/2004 Regulation (Euratom) n. 2185/1996 Regulation (Euratom) n. 2185/1996 Regulation (Euratom) n. 2988/1995 Regulation (Euratom) n. 2988/1995 Regulation (EC) n. 1681/1994 Regulation (EC) n. 1681/1994 Regulation (EC) n. 1159/2000 Regulation (EC) n. 1159/2000 Decision (EC) of 27/12/2001 Decision (EC) of 27/12/2001

FINANCIAL STATEMENT  Eligibility of the expenditures: Period of eligibility on the Program Operative level on the Program Operative level Referring to the PIC Interreg III B CADSES: from March, to December, on the Project level on the Project level -Expenditures made during the project period -Preparatory Costs: eleggible expenditures made before the Project start (not before March, ).

FINANCIAL STATEMENT. Eligibility and admissibility criteria Eligibility Area Only the Partners who belong to the CADSES AREA and that have the possibility to access the funds of the Operating Programme Admissibility of the expenditures The expenditures: a) cannot be financed by other EC Programms or Public resources b) have to be in line with the Project budget c) have to be relevant to the realization of the Project targets d) the amount of expenses has to be of the fair value. e) has to belong to one of the budget lines; f) have to be really and definitively effected within the eligible Project period; g) have to be necessary for achieving the targets forecasted in the Subsidy Contract

FINANCIAL STATEMENT Admissibility of the expenditures: Special criteria The following expenditures are not admissible : interests; interests; tax or cash burdens; tax or cash burdens; exchange loss; exchange loss; fines, penalties and legal disputes; fines, penalties and legal disputes; realization of big infrastructure; realization of big infrastructure; marketing, sales and distribution of goods/services whether not related to the Project and specified in the Application Form. marketing, sales and distribution of goods/services whether not related to the Project and specified in the Application Form.

FINANCIAL STATEMENT The Financial Plan is divided into the following budget lines:  Project co-ordination;  Personnel (including overhead costs);  Meeting, conferences and seminars;  Travel and accomodation;  Promotion and pubblications;  External Expertise and Audit;  Small Scale Investments;  Other Costs. For further information see Commission Regulation 448/2004 Proving documents (of expenditures: invoices, receipts, etc.) have to be attached to the Financial Statement.

PAYMENT CLAIM Managing Authority :   Italian Ministry for Infrastructures and Transports.   Collects and validates the projects Payment Claims and then forwards them to the Paying Authority. Paying Authority:   regularly compiles the Payment Claims   requests the ERDF funding by the European Commission   distributes ERDF funds to the Lead Partners’ accounts. Lead partner:   is the final beneficiary of ERDF funds.   It takes the overall responsibility for the implementation of the entire project.   is responsible to collect all certifications of all project partners and to prepare and submit the Payment Claim. The Payment Claim consists of a Demand for reimbursement of expenditures, a Description of Incurred Expenditures and all the Certifications of expenditures, one per each project partner

PAYMENT CLAIM   Deadlines for submitting payment claims : April 1 st ; July 1 st ; October 1 st ; December 1 st At least one Payment Claim per year has to be done (within the 1st of December).   First Payment Claim: all the incurred expenditures since the start of the project plus the preparatory costs. Can cover also a period longer than a year; the decisive date is the project starting date in the Subsidy contract.   The Payment Claim consists of the following documents: a)Demand for reimbursement of expenditures b)Description of Incurred Expenditures c)Certifications of Expenditures (one per each project partner)

PAYMENT CLAIM Project code Project acronym Period of certificated expenditures Description of expenditures related to project actions under the Work Package Name of PP

Conclusion  The CINFAI administration takes care of payment claims and related administrative duties  Anything related to Payment Claim HAS TO be addressed to Donato Di Camillo  Original certifications and annex 2 should be send to LP (CINFAI) on the address: CINFAI Via Viviano Venanzi, – CAMERINO (MC) ITALY

ANY QUESTIONS