Alpine Space Programme 2007-2013

New forms and procedures Anne-Séverine Lay, JTS

Lead Partner Seminar – 11th March 2014– Munich

HIT: Harmonized Implementation Tools

Work with the other ETC Programmes with the support of INTERACT:

+ To improve

+ To simplify

+ To harmonize

New forms

+ Online forms: e-Cohesion, e-Monitoring system

+ What? All our documents: application form, assessment, progress report, final report as well as the FLCs’ documents (also online)

New forms: Expression of Interest

and Application form

+ What remains:

- Two different forms

- Mostly the same structure and the same kind of the questions

+ What will change:

- the Expression of Interest will be a reduced version of the Application

Form

- the project logic will be more focused towards the programme

objectives

New forms: Progress report

+ What remains:

- Mostly the same structure and the same kind of the questions

+ What will change:

- a new form: the status report (a lighter version of the progress report)

- more automatically filled in cells

New rules

+ E-cohesion

+ Different cost categories and eligibility of expenditure, new harmonised financial terminology

+ Certainly slightly different procedures but should remain globally the same with the 2 steps approach

New rules: Project application

+ Standard 2-step procedure (open call)

– EoI (=reduced AF) → AF → approval

– once yearly

– fixed schedule

– relatively general terms of references (ToRs) (general requirements, info on priorities, budget, timetable, partnership (who, how many), link to factsheet „ToRs“, contact for questions)

– ToRs might be complemented by recommendations for content/expected results

+ 1-step procedure (restricted call)

– AF → approval

– specific ToRs

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+ Status report with payment claim:

– short online document + online-certifications

– general overview on project implementation, info on any deviation from plan, financial tables with forecast

– JTS monitoring check quickly performable

+ Progress report

– online document + online-certifications

– detailed information on project implementation, indicators, deviations, milestones, financial tables, forecast, project internal controlling

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New rules: Project reporting

New rules: Eligibility rules

+ The new Programme eligibility rules will be based on:

– EU Delegated Acts

– EU ERDF regulations

– Interact Harmonised Implementation Tools

– Current ASP rules

+ New: 5 cost categories:

- Staff costs

- Office and administration costs

- Travel and accommodation

- External experts & services

- Equipment / Investments

+ Some examples: draft proposals

+ Calculation options based on real costs:

– Full time: all costs (eligible components)

– Part time: # hours x hourly rate (monthly gross employment costs divided by 168)

– Timesheet for part time:

• Only the hours spent on the project and summary of other hours

• No timesheet if part-time with a fixed percentage of time worked per

month

+ Main differences with current ASP rules

- Simplified calculation of hourly rate

- Simplified timesheet or no more timesheet in specific cases

- No more distinction between the types of involvement of public employees

- The gap between reporting period and staff costs claimed disappears (monthly approach vs. 6 months)

- Travel & accommodation under specific budget line

Examples: Staff cost calculation (draft proposal)

Examples: Travel & Accommodation (draft proposal)

•Calculation: real costs or per diem (if allowed by partner organisation) + Choice led by effectiveness, cost-efficiency and eco-friendliness

+ Airfare is eligible below a distance of 400 km if it is the cheapest and fastest mean of transport

– Maximum daily subsistence allowance and rate for hotel as set by the Council Regulation n°337/2007

Costs above daily rates eligible when due to justified exceptional conditions

•Main differences with current ASP rules: – No more included under partner staff

– Maximum daily rates

CountryMaximum daily

subsistence allowance

Maximum daily

rate for hotel

Austria 95 130

Belgium 92 140

France 95 150

Germany 93 115

Italy 95 135

Slovenia 70 110

+ Definition: office and administration costs cover operating and administrative expenses of partner organisation that support the delivery of project activities. They include office rent, maintenance and cleaning, electricity, heating, water, telephone, fax, internet, IT system support, stationary, office material, photocopying, postal services, bank charges, bank transfer…

+Calculation: 15% of staff costs

+Main differences with current ASP rules: No more audit trail

Examples: Office & administration costs (draft proposal)

Thank you for your attention!

www.alpine-space.eu