Programme Closure: key pointers for projects Alex Findlay GONW Head of Programme Management Objective 2.

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Presentation transcript:

Programme Closure: key pointers for projects Alex Findlay GONW Head of Programme Management Objective 2

Presentation will cover Programme level context on closure What it means for projects Checklist for closure

Programme level context 31Dec 08 – deadline for defrayment of all expenditure 31 March 2010 – absolute deadline for submission of final report and closure docs to EC

Programme level context Between now and Dec 08…. 30 June 08 - Complete all Article 4 audit activity & resolve issues found Maximise spend Secure outcomes Adjust the programme financial tables

Programme level context Between Dec 08 and March 2010….. 31 March 09 – NWDA to submit to GONW all Plan Measure level final claims and audit certificates 30 April 09 – GONW process for payment all final claims, having resolved qualifications on audit certificates 30 June 09 – all irregularities concluded 30 June 09 – Closure Information Sheets completed

Programme level context Between Dec 08 and March 2010….. 30 Aug 09 – Final Report completed and signed off by PMC 30 Sept 09 – Submission of Final Report, Certified Statement of Expenditure, Final Payment Application and Final Closure Information Sheets to CLG’s Internal Audit Service (IAS) 31 Dec 09 – IAS complete winding up statement 31 Jan 2010 – Submission of Final Report & Closure docs to EC

Programme level context During which time……. CLG’s Internal Audit Service carry out further audit visit to study Closure Sheets, carry out further tests if necessary After which time…. EC auditors may conduct further audit at project level before settling the final payment Retention of all docs: 3 years beyond the final payment date (earliest 2013)

What it means for projects Projects closing before programme end date Projects closing at same time as programme

Project closure Before closure 1. Resolve, with RAP Accountable Body: Variations to financial make up of project ie match funding, grant rate, expenditure types Variations in output performance Issues associated with Article 4 and 10 checks Outstanding irregularities 2. Plan for the final audit – early engagement of auditors

Project closure At closure stage - Final audit & final claim timetable resolving any qualifications

Project closure After closure Potential EC scrutiny Retention of documents

Project closure After closure – checklist for archive Complete Audit Trail Project files including copy claims Outputs Evidence Payroll records Apportionment & overhead calculations Bank Statements Match funds evidence

Project closure After closure – checklist for archive Publicity evidence Procurement documentation Capital Asset Register State Aid Requirements