1. Chisinau, Republic of Moldova 2017
Reporting
INTERIM AND FINAL REPORTS
Training on Project Management and Implementation
for Grant Beneficiaries and Partners TC Programme MD-UA
Tatiana Udrea, EaPTC MA, GIZ
Chisinau, Republic of Moldova 2017

2. REPORTING:
Legal basis. Types of reports with payment request
Contract provisions - reporting obligations
Content & Supporting documents
Submission of interim and final reports

3. 1. LEGAL BASIS:
Grant contract – Special conditions (art.4 and )
Annex II General conditions (art. 2)
Annex X – Partnership ageement (art. 6.4)
TYPES OF REPORTS with payment request
Interim report – accompanying each interim payment request (if Option 2)
Final report - with the final payment request, within 2 months after the implementation period ends

4. 2. Contract provisions - reporting obligations

5. Grant contract – Special conditions
Special Conditions, art. 4.2
Interim reports should cover 6 months period (for projects under the Option 2 of payment).
Interim reports (Annex VI) shall be submitted in support of payment requests.
Final financial and final narrative reports (Annex VI) shall be submitted in support of balance payment.

6. Interim and final reports (Annex VI) shall be drafted in English.
Special Conditions, art
Interim and final reports (Annex VI) shall be drafted in English.
Interim report shall be submitted no later than 30 days after the above period has elapsed (Option 2 for payment).
Final report (Annex VI) shall be submitted no later than 2 months after the implementation period of the action has elapsed.
In case the deadlines for interim and final reports overlap each other only the final report shall be submitted.
All supporting documents shall be submitted to the Contracting Authority as photocopy (electronic copy) in the national language and in English translation.

7. Annex II General conditions
General Conditions, art. 2.1
These reports shall:
consist of a narrative and a financial report drafted using the templates provided in Annex VI
provide a full account of all aspects of the Action's implementation for the period covered
be drafted in the currency and language of this Contract;
include any update on the Communication plan as provided by Article 6.2

8. cover any period not covered by the previous reports
General Conditions, art. 2.2
Final report shall:
cover any period not covered by the previous reports
include the proofs of the transfers of ownership as referred to in Article 7.5.

9. The Special Conditions may set out additional reporting requirements.
General Conditions, art. 2.3
The Special Conditions may set out additional reporting requirements.
General Conditions, art. 2.4
The Contracting Authority may request additional information at any time.
The Coordinator shall provide this information within 30 days of the request, in the language of the Contract.

10. General Conditions, art. 2.4
If the Coordinator fails to provide any report or fails to provide any additional information requested by the Contracting Authority within the set deadline without an acceptable and written explanation of the reasons, the Contracting Authority may terminate this Contract according to Article 12.2 (a) and (f).

11. Annex IX – Partnership agreement (art. 6)
The Partner shall provide the Lead Partner with the following reports :
Interim/Final reports 20 days after the reporting period has elapsed;
Final financial reports 30 days after the reporting period has elapsed;
The project partner shall keep all records, accounting and supporting documents related to this Contract for the time period as defined under General Conditions the Annex II, clause 16.7.

12. 3. Content & Supporting documents

13. Narrative report Content: 1. Description
2. Assessment of implementation of Action activities
3. Beneficiaries/affiliated entities and other Cooperation
4. Visibility

14. INTERIM/ FINAL REPORTS – TECHNICAL SECTION
Standard template (Annex VI)
Report stamped and signed by the legal representative ;
Supporting documents justifying technical implementation
RECOMMENDATIONS:
Check the reporting period to be appropriate.
Use the standard template.
Do not make unauthorized changes to the grant contract. If so, for sure you will be requested to revise and re-submit your report !
Organize the documents distinctly per group of activities/activity
Check documents to be submitted in national language with an English translation (electronic version)

15. Standard template (Annex VI) Consolidated payment request
INTERIM/ FINAL REPORT
FINANCIAL SECTION
Standard template (Annex VI)
Consolidated payment request
Consolidated expenditure verifications report signed by national controller/auditor
Individual payment requests
Individual expenditure verification reports for each partner signed by the national controller/auditor
Supporting documents justifying financial implementation

16. Recommendations for the financial section !!
Use the standard template. Check it to be fully filled in.
Check the reporting period to be appropriate.
Do not make unauthorized changes to the budget.
Organize supporting documents per budget headings and sub-headings, considering the project as a whole, no matter which partner has made a certain expenditure.
Check accounts indicated in the requests for payment (individual, per partner, or consolidated, per project) to be the same as those indicated in the Financial Identification Forms.
Do not attach supporting documents which were already attached to the technical section !!

17. SUPPORTING DOCUMENTS TO JUSTIFY THE PROJECT PROGRESS (examples)
Human resources:
Timesheets
Project management:
agenda and minutes of the project meetings
correspondence
action plans
minutes of the meetings

18. SUPPORTING DOCUMENTS TO JUSTIFY THE PROJECT PROGRESS (examples)
Training activities:
curricula
training materials
agenda
attendance lists
evaluation questionnaires
diplomas / certificates granted
relevant photos
Counseling activities:
questionnaires
assistance forms

19. SUPPORTING DOCUMENTS TO JUSTIFY THE PROJECT PROGRESS (examples) – (4)
Promotion or information materials:
promotion / information material
Events (e.g. conferences)
agenda
invitations
attendance lists
photos
press releases, press articles
Research studies:
the material

20. 4. Submission of interim and final reports

21. LSP project management, structure and organization
Where to submit the Interim/Final report?
At the Management Authority attention/Technical Secretariat (Chisinau)
How to submit the report?
By hand delivery, postal or courier services.
Along with an official letter from the beneficiary about the submission of the report.
Supporting documents in electronic copy.

22. ACTIONS & RESPONSIBILITIES (1)
EXIT DOCUMENTS
RESPONSIBILITY
1) Preparation of the individual report showing the part of Action implemented
narrative and financial Interim/ Final individual report- Annex VI
Lead partner & partners
2) Requesting verification of expenditures from the auditor
3) Presenting conclusions on the verification of expenditures
Report on factual findings (Annex VII )
Auditor(s)
4) Submitting individual report and payment request to the Lead Partner
- Interim/ Final individual report (narrative and financial)
- Report on factual findings
- Individual payment request
- Supporting documents
Partners
5) Compiling the consolidated Interim/ Final report
- Interim/ Final consolidated financial and narrative report
- Interim/ Final consolidated payment request
Lead partner

23. ACTIONS & RESPONSIBILITIES (2)
EXIT DOCUMENTS
RESPONSIBILITY
6) Compiling the Consolidated report of factual findings
Annex VII to the contract
Lead partner’
7) Organizing the Interim/ Final report
Interim/ Final report with:
technical section, financial section, the payment request dossier
Lead partner
8) Submitting the Interim/ Final report to the MA
Interim/Final report
9) Verifying the report, asking clarifications/supplementary information, if the case
Letter to request clarifications/supplementary information MA
10) Answer to the request of clarifications
Written answer within the deadline indicated (usually, max. 10 working days)
Lead partner (partners may also be involved)
11) On-site visit
On-site visit report
JTS/JMA
12) Making an analysis on project implementation (technical and financial)
JTS analysis
JTS

24. ACTIONS & RESPONSIBILITIES (3)
EXIT DOCUMENTS
RESPONSIBILITY
12) Forwarding Interim/ Final report to the GIZ country office MA
13) Verifying the report, asking clarifications/supplementary information, if the case
clarifications/supplementary information
Country office
14) Answer to request of clarifications
Written answer within the deadline indicated
TS / Lead partner (partners may also be involved)
15) Authorizing the interim/ final payment
Notification informing about the amount authorized for payment
16) Informing about the obligation to transfer funds to his project partners
Notification setting a deadline for funds transfer (as provided by the Partnership Agreement) TS
17) Providing proofs showing funds transfer towards project partners
Notification to TS and proofs of transfer (in copy)
Lead partner

25. MA/TS GIZ Office FLOW OF REPORTS WITH PAYMENT REQUEST LEAD PARTNER
max. 10 working days
FLOW OF REPORTS WITH PAYMENT REQUEST
DOCUMENT SIGNED BY THE HEAD OF INTERVETION (Leistungsbestatigung)
OFFICIAL LETTER MA TEAM LEADER
OFFICIAL LETTER BENEFICIARY
REPORT
OFFICIAL LETTER BENEFICIARY
REPORT
Partner 1…n
MA/TS
GIZ Office
LEAD PARTNER
Request for clarifications
Request for clarifications
Answer to request for clarifications
Answer to request for clarifications

26. Thank You for Your Attention !