INTERREG IVA 2 Mers Seas Zeeën Crossborder Cooperation Programme Part-financed by the European Regional Development Fund (ERDF) Project monitoring procedures Seminar for the projects approved in the seventh call for proposals JTS INTERREG IV A 2 Seas Lille, 1 st July 2011

Lead Partner Responsibilities 2 It is the responsibility of the Lead Partner : to manage, monitor and report towards the Managing Authority and the Joint Technical Secretariat to follow-up and assess the quality of project partners’ achievements to have an overview of the overall progress of the project

Reporting Periods 3 The reporting periods are the following: 1 st Reporting Period:1 st January year N - 30th June year N Reporting deadline:1 st September year N 2 nd Reporting period:1 st July year N - 31st December year N Reporting deadline:1 st March year N+1 The reporting periods are the following: 1 st Reporting Period:1 st January year N - 30th June year N Reporting deadline:1 st September year N 2 nd Reporting period:1 st July year N - 31st December year N Reporting deadline:1 st March year N+1

The project progress report includes: A PROJECT Activity Report (PROJECT Level) A PROJECT Financial Report (PROJECT Level) X PARTNER Financial REPORTS (Partner Level): According to the number of partners involved in the project At Partner level, Payment claim for each single project partner (LP+ PPs) includes:  The report itself  Lists of Expenditure  FLC Control Checklist  FLC Certificate of Validation of Expenditure  FLC Designation certificate (only with the first claim or in case of change of FLC)  Communication plan (to be provided with 2 nd claim) Templates will be prefilled by JTS and sent to the LP beforehand Project progress report 4

Programme Manual Programme Guidance on First Level Control (FLC) Descriptions of the FLC systems in UK, FR, NL, BE-FL on the Programme website Annex 4 Check list: for project partners to propose a FLC to Central Approval Body Annex 5: FLC Certificate for the validation of expenditure Annex 7: FLC Control checklist Tool kit for projects Training of the LP on financial and contractual issues by JTS Training on financial and contractual issues by the LP for its PPs Tools for the project partners 5

Reporting Process 6 JTS Lead Partner Project Partners : LP to PP x Project Financial Report Project Activity Report Partner(s) Financial Report Lists of Expenditure FLC Certificates & Checklists Project Financial Report Project Activity Report Partner(s) Financial Report Lists of Expenditure FLC Certificates & Checklists Pre-filled Template: Partner Financial Report Lists of Expenditure FLC Control Checklist + FLC Certificate Pre-filled Template: Partner Financial Report Lists of Expenditure FLC Control Checklist + FLC Certificate Partner Financial Report, including: Lists of Expenditure FLC Certificate of validation of expenditure FLC Checklist Partner Financial Report, including: Lists of Expenditure FLC Certificate of validation of expenditure FLC Checklist Pre-filled Progress Report Template: Project Financial Report Project Activity Report Partner Financial Report Lists of Expenditure FLC Control Checklist + FLC Certificate Pre-filled Progress Report Template: Project Financial Report Project Activity Report Partner Financial Report Lists of Expenditure FLC Control Checklist + FLC Certificate

Reporting Process Partner 1 Partner 2 Validation by first level control Partner N Central Approval Bodies in UK, FR, NL appoint FLC Lead Partner Validation by first level control JTS Managing Authority Payment request Certifiying Authority ERDF Validation by first level control PROJECT progress report Partner progress report Progress report Payment notification Partner progress report Certificates of all FLCs 7

Step 1 – Partners report to the Lead Partner Step 2 – The Lead Partner reports to the JTS Step 3 – Reports are assessed by the JTS, the Managing Authority and the Certifying Authority Step 4 – Payment is made by the Certifying Authority to the Lead Partner Step 5 – Funds are distributed by the Lead Partner to its partners according to their declared expenditure Project funding and payment 8

Guidance on completing the Activity report 9

The Activity part of the Progress Report should be filled at PROJECT level KISS Principle – 1000 characters per box Fill in all parts of form following the colour code Fill in overview after completion of main documents Keep in mind Programme Manual explanations Send originals to JTS Use as tool for self evaluation Instructions 10

1.Cover sheet 2.Overview of Project Implementation 3.Detailed reporting per main activity 4.Detailed reporting on investments 4 sections 11

I.1. Summary I.2. Cumulative progress I.3. Progress in the last 6 months I.4. Forecast for the next 6 months I.5. Progress evaluation I.6. Annexes I.7. Project’s website I. Overview of the project implementation 12

II.1. Preparation activities II.2. Project management and coordination II.3. Project communication II.4. Activity 1 II.5. Activity 2 II.6. Activity 3 II. Detailed reporting per main activity 13

III.1. Description III.2. Involvement of Partners III.3. Deviations III. Detailed reporting on investments 14

Contact the Project Unit Tim Caulfield Project Unit Coordinator Gianluca Ferreri Project Officer Edouard Gatineau Project Officer Lien Mensaert Project Officer Wilde Petrone Project Officer Questions ? 15

Guidance on the Financial report 16

Financial Reports 17 Financial Reports include : A PROJECT Financial Report X PARTNER Financial Reports All project partners must fill in a Partner Financial Report Including:  The financial Report: Cover sheet & Overview of expenditure  The Lists of Expenditure  The Certificate of Validation of Expenditure  The First Level Controller Checklist  + Certification of designation of the First Level Controller (only with the First Progress Report)

List of Expenditure 18 PP must list here all their costs incurred, paid and related to the project FLC must check the eligibility of 100% of the costs declared by the Partner

First Level Control Documents 19 FLC Control Checklist FLC Certificate of Validation of Expenditure Both documents must be filled in and signed by the First Level Controller

PARTNER Financial Report 20 Project Partner must select its partner number such as indicated in the AF

PARTNER Financial Report 21 Project Partner must fill in the current claimed expenditure declared eligible by the First Level Controller

22 Project Partner must fill in the current claimed expenditure per activity and must also indicate the in-kind contribution

23 Project Partner must indicate the source and the amount of Match-Funding of the current claim

PARTNER Financial Report 24 Signature of the FLC Signature of the partner legal representative

PARTNER Financial Report 25 Lead Partner Project Partners : LP to PPx Partner Financial Report, including: Lists of Expenditure FLC Certificate of validation of expenditure FLC Checklist Partner Financial Report, including: Lists of Expenditure FLC Certificate of validation of expenditure FLC Checklist

PROJECT Financial Report 26

PROJECT Financial Report 27 Lead Partner must indicate the Current Claimed Expenditure per activity at Project level

PROJECT Financial Report 28 Lead Partner must indicate the Current Claimed Expenditure per project partner

PROJECT Financial Report 29 Lead Partner must indicate the Forecast Expenditure for the coming 6 months

PROJECT Financial Report 30 Signature of the FLC Signature of the Lead partner legal representative

PROJECT Financial Report 31 JTS Lead Partner Project Financial Report Project Activity Report Partner Financial Report, including: - Lists of Expenditure - FLC Certificate of validation of expenditure - FLC Control Checklists Project Financial Report Project Activity Report Partner Financial Report, including: - Lists of Expenditure - FLC Certificate of validation of expenditure - FLC Control Checklists

Contact the Finance Unit: Davide Bergantin Finance Unit Coordinator Lyke Bosma Finance Officer Marianne Denoeu Finance Officer Emmanuel Nadaud Finance Officer Elodie Villeneuve Finance Officer Questions ? 32