This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 1 Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik Yardım Technical Assistance on Institutional Building for the Implementation of RCOP in Turkey This project is co-financed by the European Union and the Republic of Turkey Financial Management 17th April, 2013

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY CONTENT 1. Financial Management Actors 2. General Overview to IPA Funds 3. Flow of Funds and Disbursement Rules 4. Financial Management of Contracts 5. Tax Issues 2

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 1. FINANCIAL MANAGEMENT ACTORS 3

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Institutions/bodies for Financial Management European Commission (EC) National Authorizing Officer (NAO) National Fund (NF) Operating Structure/Contracting Authority (OS/CA) End Recipient of Assistance (ERA) Controctors/Consultant 4

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 2. GENERAL OVERVIEW TO IPA FUNDS 5

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Candidate Status Croatia (Hırvatistan - 1 Temmuz 2013’de tam üye) Macedonia (Makedonya) Turkey (Türkiye) Iceland (İzlanda) Montenegro (Karadağ) Potential candidate status Albania, Bosnia& Herzegovina (Arnavutluk, Bosna Hersek) Serbia, Kosovo (Sırbistan, Kosova) Budget Allocation (IPA) Instrument for Pre- Accession Assistance

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Budget Allocation (IPA) Instrument for Pre- Accession Assistance Total Budget forAmount (EUR) IPA Turkey Component III RCOP

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY YearEU Contribution (EUR) %85 National Contribution (EUR) %15 Total EUR % TOTAL Yearly Budget Allocation for RCOP Advance payment % EUR

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 3. FLOW OF FUNDS AND DISBURSEMENT RULES 9

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 10 Government Budget Ministry of Finance Releasing of Budget (RCOP) Ministry of Science, Industry and Technology Request of National Contribution from OS National Fund Transfer of National Contributi on to Sub- acc. RCOP Flow of Funds for TR Contribution

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 11 Flow of Funds for EU Contribution IPA Funds EC Advance Interim Final Payment NF Transfer of EU Contributio n to sub.acc. RCOP Request of payment Contractors

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Disbursement Rules of IPA Funds n+3 Rules; by 31 December of the third year following year n being the one in which the budget commitment should be used for the purpose of pre-financing or interim payments. Pre-financing (for OP): 30% of the total IPA contribution for the three most recent years. m+15 rules; The total amount paid as pre-financing shall be reimbursed to the Commission with all interest accrued if no payment application for the programme concerned is sent within 15 months of the date on which the Commission pays the first pre-financing amount.

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 4. FINANCIAL MANAGEMENT OF CONTRACTS 13

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Responsibilities of the Finance Division Expenditure Forecast, Management of flow of funds (request for funds, allocation of national contribution, transfer of national contribution to the NF ) Payments (check and keep of letter of guarantee, preparation of payment dossier, read&approved by ERA’s, invoice check, execution of payment, transfer of payment order, releasing of guarantee,) Reports to the NF (yearly expenditure forecast, monthly financial report, statement of expenditure, financial reports) Tax issues (VAT exemption form, tax ruling, tables for MoF) 14

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Responsibilities of the Finance Division Accounting (data entries, approvals of data entry, reconciliation, back-up), Participation to kick off meeting, provisional and final acceptances visits of supply and works contracts, Participation to Monthly Management Meetings of service and works contracts. 15

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Types of Contracts Service: Procurement of consultancy, research, know-how and training Supplies: Procurement of equipment, materials Works: infrastructure, superstructure and other engineering works 16

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 17 Payment Types of Contracts Type of Contract AdvanceInterimFinal (balance) Fee based Service %20 6 monthly installment (up to %90) % 10 Global Price Service % 40N/a%60%60 FwC%30%30N/a %60 %70 %10 Supply%40%40N/a%60%60 Works%10After 3-5 months monthly progress payment %5 retention money) %2,5 Provisional %2,5 Final acceptance

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY SERVICE CONTRACTS Budget items of the fee-based service contract: Man-day/Fees (Adam günü/Ücret) Incidentals (Arizi Bütçe) Lump Sums (Götürü Bedel Aktiviteler) (if any) Expenditure Verification (Harcama Teyidi) 18

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY AdvanceInterimFinal Signed contract Invoice / request for pre- financing payment Financial guarantee * The consultant are not obliged to ask for a/p Invoice Detailed list of expenses for fees and incidentals Interim progress report (financial and technical. Copies of Time sheets for the related period Incidental expenditure approvals, STE, NKE approvals, Working at weekend or nationals holidays approvals. Expenditure Verification Report Invoice Detailed list of expenses for fees and incidentals Final report Copies of Time sheets for the related period Incidental expenditure approvals, STE, NKE approvals, Working at weekend or nationals holidays approvals. Expenditure Verification Report Within the 30 days of receipt by the CA. Within the 60 days of receipt of invoice accompanied by an interim progress report by the CA. Within the 60 days of receipt of invoice accompanied by the final progress report by the CA. 19 Required documents for fee based service contracts payments

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY AdvanceFinal Signed contract Invoice / request for pre-financing payment Financial guarantee * The consultant are not obliged to ask for a/p Invoice Final report (subject to the approval) Within the 30 days of receipt by the CA.Within the 60 days of receipt of invoice accompanied by the final progress report by the CA. 20 Required documents for global price service contracts payments

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Documents to be Approved for Service Contracts All the approvals should be received from the relevant authority prior to the implementation 21 DocumentsERAOS Invoice 1. √ 2. √ Timesheets 1. √ STE Approval Request Non-key expert Approval Request 1. √2. √ Incidental Budget Approval 1. √2. √ Progress /final reports 1. √2. √ Weekend/national/public holiday approval 1. √

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY WORKS CONTRACTS Budget items of works contracts: Permanent works (construction, electrical, mechanical works) Contingency (%10 of the permanent works) 22

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Required documents for works contracts payments 23 AdvanceInterimFinal Signed Contracts Invoice/Request of advance payment Interim Payment Certificate (0) Guarantee letter Performance Security (%10 of the accepted contract amount) Insurance Policy (if applicable) SGK Apply Form * The consultant are not obliged to ask for a/p Invoice Interim Payment Certificate Progress report (financial and technical. Certificate of origin (materials used for construction) Insurance policy payment receipt Invoice Final Payment Certificate Final report Discharge (14.12) Certificate of Provisional Acceptance Certificate of Origin «Receipt of Discharge» from SGK Within the 56 days of receipt of IPC 0 by the Supervisor (ideally 28 days for approval of Supervisor, 28 days for payment of CA) Within the 77 days of receipt of Interim Payment Certificate by Supervisor (ideally 28 days for approval of Supervisor, 49 days for payment of CA) Within the 77 days of receipt of final Payment Certificate by of CA

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Documents to be Approved for Works Contracts All the approvals should be received from the relevant authority prior to the implementation 24 DocumentsERAOS Invoice 1. √ 2. √ Interim Payment Certificate (IPC) 1. √ Progress /final reports 1. √2. √ Provisional/Final Acceptances 1. √2. √

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY SUPPLY CONTRACTS Budget items of works contracts: Equipment 25

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY AdvanceFinal Signed Contracts Invoice/Request of advance payment Guarantee letter * The consultant are not obliged to ask for a/p Invoice Certificate of Provisional Acceptance Certificate of Origin (for each item) Copy of warranty Copy of Inspection test certificate Within the 30 days of receipt by the CA. Within the 60 days of receipt of invoice accompanied by the supporting documents by the CA. 26 Required documents for supply contracts payments

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Documents to be Approved for Supply Contracts All the approvals should be received from the relevant authority prior to the implementation 27 DocumentsERAOS Invoice 1. √ 2. √ Provisional / Final Acceptances 1. √2. √

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY The role of the End Recipient of Assistance (ERA) for invoice approval Approving the copy of invoice/s “Read and Approved” in technical terms by filling the checklist (Annex 4) which will be sent to ERA with the copy of the invoice stamped ‘Read and Approved’ by the Contracting Authority. ERA should approve the invoice within 5 calendar days following the receipt of invoice by the ERA. If “Read and Approved” is not received from the ERA in 5 calendar days following the receipt of invoice by the ERA and in the absence of any comments within that period they will be considered to be tacitly approved.

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 5. TAX ISSUES 29

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY TAX REGULATIONS To approve documents according to the IPA General Tax Exemption Communique for IPA Framework Agreement No.1 introduced by the Ministry of Finance and its annexes for Attachments: 1/a, 7, 8,10,. Please see the “Tax Exemption Guide for EU Financial Aid” published by Revenue Administration under the below link: rehberi.pdf 30

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Documents to be Approved by ERA Responsibilities and duties of the ERA related to financial implementation and tax regulations are as follows; To approve the Contracts between the Contractor and supplier/service provider for the VAT exemption for the purchases above TL and list (Ek-7) of the contracts/purchases above 2000 TL in three monthly basis; To approve the list (Ek-8) for the purchases of contractors below TL in three monthly basis; 31

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Documents to be Approved by ERA To approve (Ek-1/a) “List of goods to be imported (İthal Edilecek Mallar Listesi)” prepared by Contractor, To approve the list (Ek-10) of goods purchased with “Special Compsumption Tax” 32

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 33 Thank you...