PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

Alenka Vodoncnik Agencija Ave

Project Financial Project Financial management systemmanagement system

CENTRALISEDCENTRALISEDA CENTRALISATION of the local financial contribution at LPCollection of partnersrsquo cofinancings1048766 Payment or reimbursement of the organization costs related to the project implementationAccounting and certifying procedures through PRESAGE-CTECentralised financial responsibility at LP level

Project Financial Project Financial management systemmanagement system

DECENTRALISEDDECENTRALISEDA keeping of the financial contribution at PPs who Spends accounts and certifies its own contribution (liability for its own actions)Provides the LP with the certificate of expenditure signed by the appointed CB at the end of each reporting period LP shall ensure thatThe expenditure is accounted by the PPs in the correct budget lines without exceeding the max available amount (flexibility of 20) and has been certified by the appointed CB

Budget and timelineBudget and timeline

To prevent project budget danger signs

1048766 Detailed costed workplan1048766 Realistic estimate of the resources required

1048766 Realistic annual financial plan1048766 Respect of deadlines

1048766 Follow up of PP expenditure by the LP1048766 Management of PP financial contributions

Sound financial Sound financial management principlesmanagement principles

When projects are approved they agreeto act in accordance with

1048766 the approved application1048766 the approved partnership

1048766 the approved budget and timeline1048766 the relevant rules and regulations

Sound financial Sound financial management principlesmanagement principles

The LP acts as an administrative link between the project and the programme

1048766 joint decision on the desirable project financial management structure realistic spending plans1048766 ready to start project activities very quickly1048766 deadlines for reporting and certification1048766 strong management and control systems set up at LP and PPsrsquo level

Reporting responsibilities Reporting responsibilities and tasksand tasks

The Lead Partner shall report to the URBACT Secretariat aboutprogress of the whole project with particular reference to

outputs and resultsDocuments related to reporting

ndash Certificates of Expenditurendash Payment Claim

ndash Progress Report (Activity and Financial Sections)

Reporting periodsReporting periods

1 Development phasebull The project duration is subdivided into 46-month reporting

periods running fromndash 21st April to 21st October 2008 (TN)

2 Implementation phasebull The project duration is subdivided into 6-month reporting

periods running fromndash January to June

ndash July to December

Reporting periodsReporting periods

For each period the reporting documents has to besubmitted to the Secretariat - using the format

available in the web-based monitoring and accounting system PRESAGE-CTE

The documents have to be signed and sent to theSecretariat within 3 months after the end of the

reporting period ie

Reporting periodsReporting periodsDuring development phase

ndash within 21 January 2009 (TN) extended 31March 2009

1048766 During implementation phase

ndash within the 30 September for the reporting period January to June

ndash within the 31 March for the reporting period July to December

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure must be accounted by LP and PP in PRESAGE-CTE (with personal login and password) The expenditure that has been validated by the LP can be certified by the first level controller of the PP in PRESAGE-CTE (with personal login and password) The LP shall submit the certificates and statements of expenditure signed by the PPsrsquo and LPrsquos certifying bodies plus a global projectrsquos payment claim (within 3 months after the end of each reporting period)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure actually paid out (starting point of the project ndash end of the 3 months after the project closing date) that complies with all

of the relevant rules 1048766 EU (EC)10802006 Art 7+13+21

(EC)10832006 Art 56(EC)18282006 Art 48 to 53

1048766 National eligibility rules laid down by MS within 12 months of OPapproval (national contacts in description of management and control

systems)1048766 Programme Programme Manual (TWD) Section 4 of Fact Sheet 6b

In case of complicated or unclear eligibility criteria the Secretariat can answer eligibility question (even via its contact to EC)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

1) Project coordination (incl Overheads) - General costs administrative costs legal costs etc

2) Personnel - Costs for the personnel employed by the partnerlead partnerrsquos institutions officially listed in the AF

3) Meeting organisation - Costs for the organization of meetings conferences and seminars (venueinterpretation catering etc)

4) Travel and accommodation - Costs for travel and accommodation of personnel and experts involved in

project activities

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

5 Communication and Dissemination - Costs for newsletter brochures other communication and dissemination tools

6 External expertise - Costs for external experts (excluding thematic experts)

7 EquipmentSmall scale investments in equipment that is strictly necessary for the implementation of the project

8 ULSGCosts for funding the ULSG (meetings training sessions etc)

9 Managing AuthoritiesCosts for the participation of the Managing Authorities taking part to the network activities

and especially to the milestones meetings

Eligibility periodEligibility period

Projectsrsquo costs are eligible FROM the date of approval of the DoIFA by the Monitoring

Committee or the date of formal submission of the DoIFA by the Lead

Partner to the SecretariatTO

the end of the 3 months following the project closing date indicated in the approved DoIFA

Approbriation of first Approbriation of first level controllerslevel controllers

Each first level controller has to be approved at national level1) The first level controller of PPLP is proposed in the DoIAF

and in the audit trail2) The PPLP fills in a checklist with the information concerning

the proposed controller and sends it duly signed to its national contact (soon available on URBACT website)

3) The national contact confirms the proposal by sending a letter to the URBACT Secretariat and to the concerned Project Partner with the filled in and signed laquochecklist for approbation of first level controller raquoin annex

4) The approved first level controller is given an access to Presage- CTE

Certificate amp statement of Certificate amp statement of expendituresexpenditures

It is a different document than the global projectpayment claim

bull It is signed by the first level controller of PPLPbull It certifies the eligibility of the declared

expenditurebull It is produced in PRESAGE-CTE by the first levelcontroller on a PDF model (with a checklist filled

in by the first level controller in annex)

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Project Financial Project Financial management systemmanagement system

CENTRALISEDCENTRALISEDA CENTRALISATION of the local financial contribution at LPCollection of partnersrsquo cofinancings1048766 Payment or reimbursement of the organization costs related to the project implementationAccounting and certifying procedures through PRESAGE-CTECentralised financial responsibility at LP level

Project Financial Project Financial management systemmanagement system

DECENTRALISEDDECENTRALISEDA keeping of the financial contribution at PPs who Spends accounts and certifies its own contribution (liability for its own actions)Provides the LP with the certificate of expenditure signed by the appointed CB at the end of each reporting period LP shall ensure thatThe expenditure is accounted by the PPs in the correct budget lines without exceeding the max available amount (flexibility of 20) and has been certified by the appointed CB

Budget and timelineBudget and timeline

To prevent project budget danger signs

1048766 Detailed costed workplan1048766 Realistic estimate of the resources required

1048766 Realistic annual financial plan1048766 Respect of deadlines

1048766 Follow up of PP expenditure by the LP1048766 Management of PP financial contributions

Sound financial Sound financial management principlesmanagement principles

When projects are approved they agreeto act in accordance with

1048766 the approved application1048766 the approved partnership

1048766 the approved budget and timeline1048766 the relevant rules and regulations

Sound financial Sound financial management principlesmanagement principles

The LP acts as an administrative link between the project and the programme

1048766 joint decision on the desirable project financial management structure realistic spending plans1048766 ready to start project activities very quickly1048766 deadlines for reporting and certification1048766 strong management and control systems set up at LP and PPsrsquo level

Reporting responsibilities Reporting responsibilities and tasksand tasks

The Lead Partner shall report to the URBACT Secretariat aboutprogress of the whole project with particular reference to

outputs and resultsDocuments related to reporting

ndash Certificates of Expenditurendash Payment Claim

ndash Progress Report (Activity and Financial Sections)

Reporting periodsReporting periods

1 Development phasebull The project duration is subdivided into 46-month reporting

periods running fromndash 21st April to 21st October 2008 (TN)

2 Implementation phasebull The project duration is subdivided into 6-month reporting

periods running fromndash January to June

ndash July to December

Reporting periodsReporting periods

For each period the reporting documents has to besubmitted to the Secretariat - using the format

available in the web-based monitoring and accounting system PRESAGE-CTE

The documents have to be signed and sent to theSecretariat within 3 months after the end of the

reporting period ie

Reporting periodsReporting periodsDuring development phase

ndash within 21 January 2009 (TN) extended 31March 2009

1048766 During implementation phase

ndash within the 30 September for the reporting period January to June

ndash within the 31 March for the reporting period July to December

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure must be accounted by LP and PP in PRESAGE-CTE (with personal login and password) The expenditure that has been validated by the LP can be certified by the first level controller of the PP in PRESAGE-CTE (with personal login and password) The LP shall submit the certificates and statements of expenditure signed by the PPsrsquo and LPrsquos certifying bodies plus a global projectrsquos payment claim (within 3 months after the end of each reporting period)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure actually paid out (starting point of the project ndash end of the 3 months after the project closing date) that complies with all

of the relevant rules 1048766 EU (EC)10802006 Art 7+13+21

(EC)10832006 Art 56(EC)18282006 Art 48 to 53

1048766 National eligibility rules laid down by MS within 12 months of OPapproval (national contacts in description of management and control

systems)1048766 Programme Programme Manual (TWD) Section 4 of Fact Sheet 6b

In case of complicated or unclear eligibility criteria the Secretariat can answer eligibility question (even via its contact to EC)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

1) Project coordination (incl Overheads) - General costs administrative costs legal costs etc

2) Personnel - Costs for the personnel employed by the partnerlead partnerrsquos institutions officially listed in the AF

3) Meeting organisation - Costs for the organization of meetings conferences and seminars (venueinterpretation catering etc)

4) Travel and accommodation - Costs for travel and accommodation of personnel and experts involved in

project activities

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

5 Communication and Dissemination - Costs for newsletter brochures other communication and dissemination tools

6 External expertise - Costs for external experts (excluding thematic experts)

7 EquipmentSmall scale investments in equipment that is strictly necessary for the implementation of the project

8 ULSGCosts for funding the ULSG (meetings training sessions etc)

9 Managing AuthoritiesCosts for the participation of the Managing Authorities taking part to the network activities

and especially to the milestones meetings

Eligibility periodEligibility period

Projectsrsquo costs are eligible FROM the date of approval of the DoIFA by the Monitoring

Committee or the date of formal submission of the DoIFA by the Lead

Partner to the SecretariatTO

the end of the 3 months following the project closing date indicated in the approved DoIFA

Approbriation of first Approbriation of first level controllerslevel controllers

Each first level controller has to be approved at national level1) The first level controller of PPLP is proposed in the DoIAF

and in the audit trail2) The PPLP fills in a checklist with the information concerning

the proposed controller and sends it duly signed to its national contact (soon available on URBACT website)

3) The national contact confirms the proposal by sending a letter to the URBACT Secretariat and to the concerned Project Partner with the filled in and signed laquochecklist for approbation of first level controller raquoin annex

4) The approved first level controller is given an access to Presage- CTE

Certificate amp statement of Certificate amp statement of expendituresexpenditures

It is a different document than the global projectpayment claim

bull It is signed by the first level controller of PPLPbull It certifies the eligibility of the declared

expenditurebull It is produced in PRESAGE-CTE by the first levelcontroller on a PDF model (with a checklist filled

in by the first level controller in annex)

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Project Financial Project Financial management systemmanagement system

DECENTRALISEDDECENTRALISEDA keeping of the financial contribution at PPs who Spends accounts and certifies its own contribution (liability for its own actions)Provides the LP with the certificate of expenditure signed by the appointed CB at the end of each reporting period LP shall ensure thatThe expenditure is accounted by the PPs in the correct budget lines without exceeding the max available amount (flexibility of 20) and has been certified by the appointed CB

Budget and timelineBudget and timeline

To prevent project budget danger signs

1048766 Detailed costed workplan1048766 Realistic estimate of the resources required

1048766 Realistic annual financial plan1048766 Respect of deadlines

1048766 Follow up of PP expenditure by the LP1048766 Management of PP financial contributions

Sound financial Sound financial management principlesmanagement principles

When projects are approved they agreeto act in accordance with

1048766 the approved application1048766 the approved partnership

1048766 the approved budget and timeline1048766 the relevant rules and regulations

Sound financial Sound financial management principlesmanagement principles

The LP acts as an administrative link between the project and the programme

1048766 joint decision on the desirable project financial management structure realistic spending plans1048766 ready to start project activities very quickly1048766 deadlines for reporting and certification1048766 strong management and control systems set up at LP and PPsrsquo level

Reporting responsibilities Reporting responsibilities and tasksand tasks

The Lead Partner shall report to the URBACT Secretariat aboutprogress of the whole project with particular reference to

outputs and resultsDocuments related to reporting

ndash Certificates of Expenditurendash Payment Claim

ndash Progress Report (Activity and Financial Sections)

Reporting periodsReporting periods

1 Development phasebull The project duration is subdivided into 46-month reporting

periods running fromndash 21st April to 21st October 2008 (TN)

2 Implementation phasebull The project duration is subdivided into 6-month reporting

periods running fromndash January to June

ndash July to December

Reporting periodsReporting periods

For each period the reporting documents has to besubmitted to the Secretariat - using the format

available in the web-based monitoring and accounting system PRESAGE-CTE

The documents have to be signed and sent to theSecretariat within 3 months after the end of the

reporting period ie

Reporting periodsReporting periodsDuring development phase

ndash within 21 January 2009 (TN) extended 31March 2009

1048766 During implementation phase

ndash within the 30 September for the reporting period January to June

ndash within the 31 March for the reporting period July to December

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure must be accounted by LP and PP in PRESAGE-CTE (with personal login and password) The expenditure that has been validated by the LP can be certified by the first level controller of the PP in PRESAGE-CTE (with personal login and password) The LP shall submit the certificates and statements of expenditure signed by the PPsrsquo and LPrsquos certifying bodies plus a global projectrsquos payment claim (within 3 months after the end of each reporting period)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure actually paid out (starting point of the project ndash end of the 3 months after the project closing date) that complies with all

of the relevant rules 1048766 EU (EC)10802006 Art 7+13+21

(EC)10832006 Art 56(EC)18282006 Art 48 to 53

1048766 National eligibility rules laid down by MS within 12 months of OPapproval (national contacts in description of management and control

systems)1048766 Programme Programme Manual (TWD) Section 4 of Fact Sheet 6b

In case of complicated or unclear eligibility criteria the Secretariat can answer eligibility question (even via its contact to EC)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

1) Project coordination (incl Overheads) - General costs administrative costs legal costs etc

2) Personnel - Costs for the personnel employed by the partnerlead partnerrsquos institutions officially listed in the AF

3) Meeting organisation - Costs for the organization of meetings conferences and seminars (venueinterpretation catering etc)

4) Travel and accommodation - Costs for travel and accommodation of personnel and experts involved in

project activities

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

5 Communication and Dissemination - Costs for newsletter brochures other communication and dissemination tools

6 External expertise - Costs for external experts (excluding thematic experts)

7 EquipmentSmall scale investments in equipment that is strictly necessary for the implementation of the project

8 ULSGCosts for funding the ULSG (meetings training sessions etc)

9 Managing AuthoritiesCosts for the participation of the Managing Authorities taking part to the network activities

and especially to the milestones meetings

Eligibility periodEligibility period

Projectsrsquo costs are eligible FROM the date of approval of the DoIFA by the Monitoring

Committee or the date of formal submission of the DoIFA by the Lead

Partner to the SecretariatTO

the end of the 3 months following the project closing date indicated in the approved DoIFA

Approbriation of first Approbriation of first level controllerslevel controllers

Each first level controller has to be approved at national level1) The first level controller of PPLP is proposed in the DoIAF

and in the audit trail2) The PPLP fills in a checklist with the information concerning

the proposed controller and sends it duly signed to its national contact (soon available on URBACT website)

3) The national contact confirms the proposal by sending a letter to the URBACT Secretariat and to the concerned Project Partner with the filled in and signed laquochecklist for approbation of first level controller raquoin annex

4) The approved first level controller is given an access to Presage- CTE

Certificate amp statement of Certificate amp statement of expendituresexpenditures

It is a different document than the global projectpayment claim

bull It is signed by the first level controller of PPLPbull It certifies the eligibility of the declared

expenditurebull It is produced in PRESAGE-CTE by the first levelcontroller on a PDF model (with a checklist filled

in by the first level controller in annex)

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Budget and timelineBudget and timeline

To prevent project budget danger signs

1048766 Detailed costed workplan1048766 Realistic estimate of the resources required

1048766 Realistic annual financial plan1048766 Respect of deadlines

1048766 Follow up of PP expenditure by the LP1048766 Management of PP financial contributions

Sound financial Sound financial management principlesmanagement principles

When projects are approved they agreeto act in accordance with

1048766 the approved application1048766 the approved partnership

1048766 the approved budget and timeline1048766 the relevant rules and regulations

Sound financial Sound financial management principlesmanagement principles

The LP acts as an administrative link between the project and the programme

1048766 joint decision on the desirable project financial management structure realistic spending plans1048766 ready to start project activities very quickly1048766 deadlines for reporting and certification1048766 strong management and control systems set up at LP and PPsrsquo level

Reporting responsibilities Reporting responsibilities and tasksand tasks

The Lead Partner shall report to the URBACT Secretariat aboutprogress of the whole project with particular reference to

outputs and resultsDocuments related to reporting

ndash Certificates of Expenditurendash Payment Claim

ndash Progress Report (Activity and Financial Sections)

Reporting periodsReporting periods

1 Development phasebull The project duration is subdivided into 46-month reporting

periods running fromndash 21st April to 21st October 2008 (TN)

2 Implementation phasebull The project duration is subdivided into 6-month reporting

periods running fromndash January to June

ndash July to December

Reporting periodsReporting periods

For each period the reporting documents has to besubmitted to the Secretariat - using the format

available in the web-based monitoring and accounting system PRESAGE-CTE

The documents have to be signed and sent to theSecretariat within 3 months after the end of the

reporting period ie

Reporting periodsReporting periodsDuring development phase

ndash within 21 January 2009 (TN) extended 31March 2009

1048766 During implementation phase

ndash within the 30 September for the reporting period January to June

ndash within the 31 March for the reporting period July to December

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure must be accounted by LP and PP in PRESAGE-CTE (with personal login and password) The expenditure that has been validated by the LP can be certified by the first level controller of the PP in PRESAGE-CTE (with personal login and password) The LP shall submit the certificates and statements of expenditure signed by the PPsrsquo and LPrsquos certifying bodies plus a global projectrsquos payment claim (within 3 months after the end of each reporting period)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure actually paid out (starting point of the project ndash end of the 3 months after the project closing date) that complies with all

of the relevant rules 1048766 EU (EC)10802006 Art 7+13+21

(EC)10832006 Art 56(EC)18282006 Art 48 to 53

1048766 National eligibility rules laid down by MS within 12 months of OPapproval (national contacts in description of management and control

systems)1048766 Programme Programme Manual (TWD) Section 4 of Fact Sheet 6b

In case of complicated or unclear eligibility criteria the Secretariat can answer eligibility question (even via its contact to EC)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

1) Project coordination (incl Overheads) - General costs administrative costs legal costs etc

2) Personnel - Costs for the personnel employed by the partnerlead partnerrsquos institutions officially listed in the AF

3) Meeting organisation - Costs for the organization of meetings conferences and seminars (venueinterpretation catering etc)

4) Travel and accommodation - Costs for travel and accommodation of personnel and experts involved in

project activities

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

5 Communication and Dissemination - Costs for newsletter brochures other communication and dissemination tools

6 External expertise - Costs for external experts (excluding thematic experts)

7 EquipmentSmall scale investments in equipment that is strictly necessary for the implementation of the project

8 ULSGCosts for funding the ULSG (meetings training sessions etc)

9 Managing AuthoritiesCosts for the participation of the Managing Authorities taking part to the network activities

and especially to the milestones meetings

Eligibility periodEligibility period

Projectsrsquo costs are eligible FROM the date of approval of the DoIFA by the Monitoring

Committee or the date of formal submission of the DoIFA by the Lead

Partner to the SecretariatTO

the end of the 3 months following the project closing date indicated in the approved DoIFA

Approbriation of first Approbriation of first level controllerslevel controllers

Each first level controller has to be approved at national level1) The first level controller of PPLP is proposed in the DoIAF

and in the audit trail2) The PPLP fills in a checklist with the information concerning

the proposed controller and sends it duly signed to its national contact (soon available on URBACT website)

3) The national contact confirms the proposal by sending a letter to the URBACT Secretariat and to the concerned Project Partner with the filled in and signed laquochecklist for approbation of first level controller raquoin annex

4) The approved first level controller is given an access to Presage- CTE

Certificate amp statement of Certificate amp statement of expendituresexpenditures

It is a different document than the global projectpayment claim

bull It is signed by the first level controller of PPLPbull It certifies the eligibility of the declared

expenditurebull It is produced in PRESAGE-CTE by the first levelcontroller on a PDF model (with a checklist filled

in by the first level controller in annex)

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Sound financial Sound financial management principlesmanagement principles

When projects are approved they agreeto act in accordance with

1048766 the approved application1048766 the approved partnership

1048766 the approved budget and timeline1048766 the relevant rules and regulations

Sound financial Sound financial management principlesmanagement principles

The LP acts as an administrative link between the project and the programme

1048766 joint decision on the desirable project financial management structure realistic spending plans1048766 ready to start project activities very quickly1048766 deadlines for reporting and certification1048766 strong management and control systems set up at LP and PPsrsquo level

Reporting responsibilities Reporting responsibilities and tasksand tasks

The Lead Partner shall report to the URBACT Secretariat aboutprogress of the whole project with particular reference to

outputs and resultsDocuments related to reporting

ndash Certificates of Expenditurendash Payment Claim

ndash Progress Report (Activity and Financial Sections)

Reporting periodsReporting periods

1 Development phasebull The project duration is subdivided into 46-month reporting

periods running fromndash 21st April to 21st October 2008 (TN)

2 Implementation phasebull The project duration is subdivided into 6-month reporting

periods running fromndash January to June

ndash July to December

Reporting periodsReporting periods

For each period the reporting documents has to besubmitted to the Secretariat - using the format

available in the web-based monitoring and accounting system PRESAGE-CTE

The documents have to be signed and sent to theSecretariat within 3 months after the end of the

reporting period ie

Reporting periodsReporting periodsDuring development phase

ndash within 21 January 2009 (TN) extended 31March 2009

1048766 During implementation phase

ndash within the 30 September for the reporting period January to June

ndash within the 31 March for the reporting period July to December

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure must be accounted by LP and PP in PRESAGE-CTE (with personal login and password) The expenditure that has been validated by the LP can be certified by the first level controller of the PP in PRESAGE-CTE (with personal login and password) The LP shall submit the certificates and statements of expenditure signed by the PPsrsquo and LPrsquos certifying bodies plus a global projectrsquos payment claim (within 3 months after the end of each reporting period)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure actually paid out (starting point of the project ndash end of the 3 months after the project closing date) that complies with all

of the relevant rules 1048766 EU (EC)10802006 Art 7+13+21

(EC)10832006 Art 56(EC)18282006 Art 48 to 53

1048766 National eligibility rules laid down by MS within 12 months of OPapproval (national contacts in description of management and control

systems)1048766 Programme Programme Manual (TWD) Section 4 of Fact Sheet 6b

In case of complicated or unclear eligibility criteria the Secretariat can answer eligibility question (even via its contact to EC)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

1) Project coordination (incl Overheads) - General costs administrative costs legal costs etc

2) Personnel - Costs for the personnel employed by the partnerlead partnerrsquos institutions officially listed in the AF

3) Meeting organisation - Costs for the organization of meetings conferences and seminars (venueinterpretation catering etc)

4) Travel and accommodation - Costs for travel and accommodation of personnel and experts involved in

project activities

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

5 Communication and Dissemination - Costs for newsletter brochures other communication and dissemination tools

6 External expertise - Costs for external experts (excluding thematic experts)

7 EquipmentSmall scale investments in equipment that is strictly necessary for the implementation of the project

8 ULSGCosts for funding the ULSG (meetings training sessions etc)

9 Managing AuthoritiesCosts for the participation of the Managing Authorities taking part to the network activities

and especially to the milestones meetings

Eligibility periodEligibility period

Projectsrsquo costs are eligible FROM the date of approval of the DoIFA by the Monitoring

Committee or the date of formal submission of the DoIFA by the Lead

Partner to the SecretariatTO

the end of the 3 months following the project closing date indicated in the approved DoIFA

Approbriation of first Approbriation of first level controllerslevel controllers

Each first level controller has to be approved at national level1) The first level controller of PPLP is proposed in the DoIAF

and in the audit trail2) The PPLP fills in a checklist with the information concerning

the proposed controller and sends it duly signed to its national contact (soon available on URBACT website)

3) The national contact confirms the proposal by sending a letter to the URBACT Secretariat and to the concerned Project Partner with the filled in and signed laquochecklist for approbation of first level controller raquoin annex

4) The approved first level controller is given an access to Presage- CTE

Certificate amp statement of Certificate amp statement of expendituresexpenditures

It is a different document than the global projectpayment claim

bull It is signed by the first level controller of PPLPbull It certifies the eligibility of the declared

expenditurebull It is produced in PRESAGE-CTE by the first levelcontroller on a PDF model (with a checklist filled

in by the first level controller in annex)

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Sound financial Sound financial management principlesmanagement principles

The LP acts as an administrative link between the project and the programme

1048766 joint decision on the desirable project financial management structure realistic spending plans1048766 ready to start project activities very quickly1048766 deadlines for reporting and certification1048766 strong management and control systems set up at LP and PPsrsquo level

Reporting responsibilities Reporting responsibilities and tasksand tasks

The Lead Partner shall report to the URBACT Secretariat aboutprogress of the whole project with particular reference to

outputs and resultsDocuments related to reporting

ndash Certificates of Expenditurendash Payment Claim

ndash Progress Report (Activity and Financial Sections)

Reporting periodsReporting periods

1 Development phasebull The project duration is subdivided into 46-month reporting

periods running fromndash 21st April to 21st October 2008 (TN)

2 Implementation phasebull The project duration is subdivided into 6-month reporting

periods running fromndash January to June

ndash July to December

Reporting periodsReporting periods

For each period the reporting documents has to besubmitted to the Secretariat - using the format

available in the web-based monitoring and accounting system PRESAGE-CTE

The documents have to be signed and sent to theSecretariat within 3 months after the end of the

reporting period ie

Reporting periodsReporting periodsDuring development phase

ndash within 21 January 2009 (TN) extended 31March 2009

1048766 During implementation phase

ndash within the 30 September for the reporting period January to June

ndash within the 31 March for the reporting period July to December

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure must be accounted by LP and PP in PRESAGE-CTE (with personal login and password) The expenditure that has been validated by the LP can be certified by the first level controller of the PP in PRESAGE-CTE (with personal login and password) The LP shall submit the certificates and statements of expenditure signed by the PPsrsquo and LPrsquos certifying bodies plus a global projectrsquos payment claim (within 3 months after the end of each reporting period)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure actually paid out (starting point of the project ndash end of the 3 months after the project closing date) that complies with all

of the relevant rules 1048766 EU (EC)10802006 Art 7+13+21

(EC)10832006 Art 56(EC)18282006 Art 48 to 53

1048766 National eligibility rules laid down by MS within 12 months of OPapproval (national contacts in description of management and control

systems)1048766 Programme Programme Manual (TWD) Section 4 of Fact Sheet 6b

In case of complicated or unclear eligibility criteria the Secretariat can answer eligibility question (even via its contact to EC)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

1) Project coordination (incl Overheads) - General costs administrative costs legal costs etc

2) Personnel - Costs for the personnel employed by the partnerlead partnerrsquos institutions officially listed in the AF

3) Meeting organisation - Costs for the organization of meetings conferences and seminars (venueinterpretation catering etc)

4) Travel and accommodation - Costs for travel and accommodation of personnel and experts involved in

project activities

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

5 Communication and Dissemination - Costs for newsletter brochures other communication and dissemination tools

6 External expertise - Costs for external experts (excluding thematic experts)

7 EquipmentSmall scale investments in equipment that is strictly necessary for the implementation of the project

8 ULSGCosts for funding the ULSG (meetings training sessions etc)

9 Managing AuthoritiesCosts for the participation of the Managing Authorities taking part to the network activities

and especially to the milestones meetings

Eligibility periodEligibility period

Projectsrsquo costs are eligible FROM the date of approval of the DoIFA by the Monitoring

Committee or the date of formal submission of the DoIFA by the Lead

Partner to the SecretariatTO

the end of the 3 months following the project closing date indicated in the approved DoIFA

Approbriation of first Approbriation of first level controllerslevel controllers

Each first level controller has to be approved at national level1) The first level controller of PPLP is proposed in the DoIAF

and in the audit trail2) The PPLP fills in a checklist with the information concerning

the proposed controller and sends it duly signed to its national contact (soon available on URBACT website)

3) The national contact confirms the proposal by sending a letter to the URBACT Secretariat and to the concerned Project Partner with the filled in and signed laquochecklist for approbation of first level controller raquoin annex

4) The approved first level controller is given an access to Presage- CTE

Certificate amp statement of Certificate amp statement of expendituresexpenditures

It is a different document than the global projectpayment claim

bull It is signed by the first level controller of PPLPbull It certifies the eligibility of the declared

expenditurebull It is produced in PRESAGE-CTE by the first levelcontroller on a PDF model (with a checklist filled

in by the first level controller in annex)

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Reporting responsibilities Reporting responsibilities and tasksand tasks

The Lead Partner shall report to the URBACT Secretariat aboutprogress of the whole project with particular reference to

outputs and resultsDocuments related to reporting

ndash Certificates of Expenditurendash Payment Claim

ndash Progress Report (Activity and Financial Sections)

Reporting periodsReporting periods

1 Development phasebull The project duration is subdivided into 46-month reporting

periods running fromndash 21st April to 21st October 2008 (TN)

2 Implementation phasebull The project duration is subdivided into 6-month reporting

periods running fromndash January to June

ndash July to December

Reporting periodsReporting periods

For each period the reporting documents has to besubmitted to the Secretariat - using the format

available in the web-based monitoring and accounting system PRESAGE-CTE

The documents have to be signed and sent to theSecretariat within 3 months after the end of the

reporting period ie

Reporting periodsReporting periodsDuring development phase

ndash within 21 January 2009 (TN) extended 31March 2009

1048766 During implementation phase

ndash within the 30 September for the reporting period January to June

ndash within the 31 March for the reporting period July to December

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure must be accounted by LP and PP in PRESAGE-CTE (with personal login and password) The expenditure that has been validated by the LP can be certified by the first level controller of the PP in PRESAGE-CTE (with personal login and password) The LP shall submit the certificates and statements of expenditure signed by the PPsrsquo and LPrsquos certifying bodies plus a global projectrsquos payment claim (within 3 months after the end of each reporting period)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure actually paid out (starting point of the project ndash end of the 3 months after the project closing date) that complies with all

of the relevant rules 1048766 EU (EC)10802006 Art 7+13+21

(EC)10832006 Art 56(EC)18282006 Art 48 to 53

1048766 National eligibility rules laid down by MS within 12 months of OPapproval (national contacts in description of management and control

systems)1048766 Programme Programme Manual (TWD) Section 4 of Fact Sheet 6b

In case of complicated or unclear eligibility criteria the Secretariat can answer eligibility question (even via its contact to EC)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

1) Project coordination (incl Overheads) - General costs administrative costs legal costs etc

2) Personnel - Costs for the personnel employed by the partnerlead partnerrsquos institutions officially listed in the AF

3) Meeting organisation - Costs for the organization of meetings conferences and seminars (venueinterpretation catering etc)

4) Travel and accommodation - Costs for travel and accommodation of personnel and experts involved in

project activities

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

5 Communication and Dissemination - Costs for newsletter brochures other communication and dissemination tools

6 External expertise - Costs for external experts (excluding thematic experts)

7 EquipmentSmall scale investments in equipment that is strictly necessary for the implementation of the project

8 ULSGCosts for funding the ULSG (meetings training sessions etc)

9 Managing AuthoritiesCosts for the participation of the Managing Authorities taking part to the network activities

and especially to the milestones meetings

Eligibility periodEligibility period

Projectsrsquo costs are eligible FROM the date of approval of the DoIFA by the Monitoring

Committee or the date of formal submission of the DoIFA by the Lead

Partner to the SecretariatTO

the end of the 3 months following the project closing date indicated in the approved DoIFA

Approbriation of first Approbriation of first level controllerslevel controllers

Each first level controller has to be approved at national level1) The first level controller of PPLP is proposed in the DoIAF

and in the audit trail2) The PPLP fills in a checklist with the information concerning

the proposed controller and sends it duly signed to its national contact (soon available on URBACT website)

3) The national contact confirms the proposal by sending a letter to the URBACT Secretariat and to the concerned Project Partner with the filled in and signed laquochecklist for approbation of first level controller raquoin annex

4) The approved first level controller is given an access to Presage- CTE

Certificate amp statement of Certificate amp statement of expendituresexpenditures

It is a different document than the global projectpayment claim

bull It is signed by the first level controller of PPLPbull It certifies the eligibility of the declared

expenditurebull It is produced in PRESAGE-CTE by the first levelcontroller on a PDF model (with a checklist filled

in by the first level controller in annex)

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Reporting periodsReporting periods

1 Development phasebull The project duration is subdivided into 46-month reporting

periods running fromndash 21st April to 21st October 2008 (TN)

2 Implementation phasebull The project duration is subdivided into 6-month reporting

periods running fromndash January to June

ndash July to December

Reporting periodsReporting periods

For each period the reporting documents has to besubmitted to the Secretariat - using the format

available in the web-based monitoring and accounting system PRESAGE-CTE

The documents have to be signed and sent to theSecretariat within 3 months after the end of the

reporting period ie

Reporting periodsReporting periodsDuring development phase

ndash within 21 January 2009 (TN) extended 31March 2009

1048766 During implementation phase

ndash within the 30 September for the reporting period January to June

ndash within the 31 March for the reporting period July to December

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure must be accounted by LP and PP in PRESAGE-CTE (with personal login and password) The expenditure that has been validated by the LP can be certified by the first level controller of the PP in PRESAGE-CTE (with personal login and password) The LP shall submit the certificates and statements of expenditure signed by the PPsrsquo and LPrsquos certifying bodies plus a global projectrsquos payment claim (within 3 months after the end of each reporting period)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure actually paid out (starting point of the project ndash end of the 3 months after the project closing date) that complies with all

of the relevant rules 1048766 EU (EC)10802006 Art 7+13+21

(EC)10832006 Art 56(EC)18282006 Art 48 to 53

1048766 National eligibility rules laid down by MS within 12 months of OPapproval (national contacts in description of management and control

systems)1048766 Programme Programme Manual (TWD) Section 4 of Fact Sheet 6b

In case of complicated or unclear eligibility criteria the Secretariat can answer eligibility question (even via its contact to EC)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

1) Project coordination (incl Overheads) - General costs administrative costs legal costs etc

2) Personnel - Costs for the personnel employed by the partnerlead partnerrsquos institutions officially listed in the AF

3) Meeting organisation - Costs for the organization of meetings conferences and seminars (venueinterpretation catering etc)

4) Travel and accommodation - Costs for travel and accommodation of personnel and experts involved in

project activities

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

5 Communication and Dissemination - Costs for newsletter brochures other communication and dissemination tools

6 External expertise - Costs for external experts (excluding thematic experts)

7 EquipmentSmall scale investments in equipment that is strictly necessary for the implementation of the project

8 ULSGCosts for funding the ULSG (meetings training sessions etc)

9 Managing AuthoritiesCosts for the participation of the Managing Authorities taking part to the network activities

and especially to the milestones meetings

Eligibility periodEligibility period

Projectsrsquo costs are eligible FROM the date of approval of the DoIFA by the Monitoring

Committee or the date of formal submission of the DoIFA by the Lead

Partner to the SecretariatTO

the end of the 3 months following the project closing date indicated in the approved DoIFA

Approbriation of first Approbriation of first level controllerslevel controllers

Each first level controller has to be approved at national level1) The first level controller of PPLP is proposed in the DoIAF

and in the audit trail2) The PPLP fills in a checklist with the information concerning

the proposed controller and sends it duly signed to its national contact (soon available on URBACT website)

3) The national contact confirms the proposal by sending a letter to the URBACT Secretariat and to the concerned Project Partner with the filled in and signed laquochecklist for approbation of first level controller raquoin annex

4) The approved first level controller is given an access to Presage- CTE

Certificate amp statement of Certificate amp statement of expendituresexpenditures

It is a different document than the global projectpayment claim

bull It is signed by the first level controller of PPLPbull It certifies the eligibility of the declared

expenditurebull It is produced in PRESAGE-CTE by the first levelcontroller on a PDF model (with a checklist filled

in by the first level controller in annex)

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Reporting periodsReporting periods

For each period the reporting documents has to besubmitted to the Secretariat - using the format

available in the web-based monitoring and accounting system PRESAGE-CTE

The documents have to be signed and sent to theSecretariat within 3 months after the end of the

reporting period ie

Reporting periodsReporting periodsDuring development phase

ndash within 21 January 2009 (TN) extended 31March 2009

1048766 During implementation phase

ndash within the 30 September for the reporting period January to June

ndash within the 31 March for the reporting period July to December

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure must be accounted by LP and PP in PRESAGE-CTE (with personal login and password) The expenditure that has been validated by the LP can be certified by the first level controller of the PP in PRESAGE-CTE (with personal login and password) The LP shall submit the certificates and statements of expenditure signed by the PPsrsquo and LPrsquos certifying bodies plus a global projectrsquos payment claim (within 3 months after the end of each reporting period)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure actually paid out (starting point of the project ndash end of the 3 months after the project closing date) that complies with all

of the relevant rules 1048766 EU (EC)10802006 Art 7+13+21

(EC)10832006 Art 56(EC)18282006 Art 48 to 53

1048766 National eligibility rules laid down by MS within 12 months of OPapproval (national contacts in description of management and control

systems)1048766 Programme Programme Manual (TWD) Section 4 of Fact Sheet 6b

In case of complicated or unclear eligibility criteria the Secretariat can answer eligibility question (even via its contact to EC)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

1) Project coordination (incl Overheads) - General costs administrative costs legal costs etc

2) Personnel - Costs for the personnel employed by the partnerlead partnerrsquos institutions officially listed in the AF

3) Meeting organisation - Costs for the organization of meetings conferences and seminars (venueinterpretation catering etc)

4) Travel and accommodation - Costs for travel and accommodation of personnel and experts involved in

project activities

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

5 Communication and Dissemination - Costs for newsletter brochures other communication and dissemination tools

6 External expertise - Costs for external experts (excluding thematic experts)

7 EquipmentSmall scale investments in equipment that is strictly necessary for the implementation of the project

8 ULSGCosts for funding the ULSG (meetings training sessions etc)

9 Managing AuthoritiesCosts for the participation of the Managing Authorities taking part to the network activities

and especially to the milestones meetings

Eligibility periodEligibility period

Projectsrsquo costs are eligible FROM the date of approval of the DoIFA by the Monitoring

Committee or the date of formal submission of the DoIFA by the Lead

Partner to the SecretariatTO

the end of the 3 months following the project closing date indicated in the approved DoIFA

Approbriation of first Approbriation of first level controllerslevel controllers

Each first level controller has to be approved at national level1) The first level controller of PPLP is proposed in the DoIAF

and in the audit trail2) The PPLP fills in a checklist with the information concerning

the proposed controller and sends it duly signed to its national contact (soon available on URBACT website)

3) The national contact confirms the proposal by sending a letter to the URBACT Secretariat and to the concerned Project Partner with the filled in and signed laquochecklist for approbation of first level controller raquoin annex

4) The approved first level controller is given an access to Presage- CTE

Certificate amp statement of Certificate amp statement of expendituresexpenditures

It is a different document than the global projectpayment claim

bull It is signed by the first level controller of PPLPbull It certifies the eligibility of the declared

expenditurebull It is produced in PRESAGE-CTE by the first levelcontroller on a PDF model (with a checklist filled

in by the first level controller in annex)

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Reporting periodsReporting periodsDuring development phase

ndash within 21 January 2009 (TN) extended 31March 2009

1048766 During implementation phase

ndash within the 30 September for the reporting period January to June

ndash within the 31 March for the reporting period July to December

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure must be accounted by LP and PP in PRESAGE-CTE (with personal login and password) The expenditure that has been validated by the LP can be certified by the first level controller of the PP in PRESAGE-CTE (with personal login and password) The LP shall submit the certificates and statements of expenditure signed by the PPsrsquo and LPrsquos certifying bodies plus a global projectrsquos payment claim (within 3 months after the end of each reporting period)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure actually paid out (starting point of the project ndash end of the 3 months after the project closing date) that complies with all

of the relevant rules 1048766 EU (EC)10802006 Art 7+13+21

(EC)10832006 Art 56(EC)18282006 Art 48 to 53

1048766 National eligibility rules laid down by MS within 12 months of OPapproval (national contacts in description of management and control

systems)1048766 Programme Programme Manual (TWD) Section 4 of Fact Sheet 6b

In case of complicated or unclear eligibility criteria the Secretariat can answer eligibility question (even via its contact to EC)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

1) Project coordination (incl Overheads) - General costs administrative costs legal costs etc

2) Personnel - Costs for the personnel employed by the partnerlead partnerrsquos institutions officially listed in the AF

3) Meeting organisation - Costs for the organization of meetings conferences and seminars (venueinterpretation catering etc)

4) Travel and accommodation - Costs for travel and accommodation of personnel and experts involved in

project activities

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

5 Communication and Dissemination - Costs for newsletter brochures other communication and dissemination tools

6 External expertise - Costs for external experts (excluding thematic experts)

7 EquipmentSmall scale investments in equipment that is strictly necessary for the implementation of the project

8 ULSGCosts for funding the ULSG (meetings training sessions etc)

9 Managing AuthoritiesCosts for the participation of the Managing Authorities taking part to the network activities

and especially to the milestones meetings

Eligibility periodEligibility period

Projectsrsquo costs are eligible FROM the date of approval of the DoIFA by the Monitoring

Committee or the date of formal submission of the DoIFA by the Lead

Partner to the SecretariatTO

the end of the 3 months following the project closing date indicated in the approved DoIFA

Approbriation of first Approbriation of first level controllerslevel controllers

Each first level controller has to be approved at national level1) The first level controller of PPLP is proposed in the DoIAF

and in the audit trail2) The PPLP fills in a checklist with the information concerning

the proposed controller and sends it duly signed to its national contact (soon available on URBACT website)

3) The national contact confirms the proposal by sending a letter to the URBACT Secretariat and to the concerned Project Partner with the filled in and signed laquochecklist for approbation of first level controller raquoin annex

4) The approved first level controller is given an access to Presage- CTE

Certificate amp statement of Certificate amp statement of expendituresexpenditures

It is a different document than the global projectpayment claim

bull It is signed by the first level controller of PPLPbull It certifies the eligibility of the declared

expenditurebull It is produced in PRESAGE-CTE by the first levelcontroller on a PDF model (with a checklist filled

in by the first level controller in annex)

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure must be accounted by LP and PP in PRESAGE-CTE (with personal login and password) The expenditure that has been validated by the LP can be certified by the first level controller of the PP in PRESAGE-CTE (with personal login and password) The LP shall submit the certificates and statements of expenditure signed by the PPsrsquo and LPrsquos certifying bodies plus a global projectrsquos payment claim (within 3 months after the end of each reporting period)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure actually paid out (starting point of the project ndash end of the 3 months after the project closing date) that complies with all

of the relevant rules 1048766 EU (EC)10802006 Art 7+13+21

(EC)10832006 Art 56(EC)18282006 Art 48 to 53

1048766 National eligibility rules laid down by MS within 12 months of OPapproval (national contacts in description of management and control

systems)1048766 Programme Programme Manual (TWD) Section 4 of Fact Sheet 6b

In case of complicated or unclear eligibility criteria the Secretariat can answer eligibility question (even via its contact to EC)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

1) Project coordination (incl Overheads) - General costs administrative costs legal costs etc

2) Personnel - Costs for the personnel employed by the partnerlead partnerrsquos institutions officially listed in the AF

3) Meeting organisation - Costs for the organization of meetings conferences and seminars (venueinterpretation catering etc)

4) Travel and accommodation - Costs for travel and accommodation of personnel and experts involved in

project activities

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

5 Communication and Dissemination - Costs for newsletter brochures other communication and dissemination tools

6 External expertise - Costs for external experts (excluding thematic experts)

7 EquipmentSmall scale investments in equipment that is strictly necessary for the implementation of the project

8 ULSGCosts for funding the ULSG (meetings training sessions etc)

9 Managing AuthoritiesCosts for the participation of the Managing Authorities taking part to the network activities

and especially to the milestones meetings

Eligibility periodEligibility period

Projectsrsquo costs are eligible FROM the date of approval of the DoIFA by the Monitoring

Committee or the date of formal submission of the DoIFA by the Lead

Partner to the SecretariatTO

the end of the 3 months following the project closing date indicated in the approved DoIFA

Approbriation of first Approbriation of first level controllerslevel controllers

Each first level controller has to be approved at national level1) The first level controller of PPLP is proposed in the DoIAF

and in the audit trail2) The PPLP fills in a checklist with the information concerning

the proposed controller and sends it duly signed to its national contact (soon available on URBACT website)

3) The national contact confirms the proposal by sending a letter to the URBACT Secretariat and to the concerned Project Partner with the filled in and signed laquochecklist for approbation of first level controller raquoin annex

4) The approved first level controller is given an access to Presage- CTE

Certificate amp statement of Certificate amp statement of expendituresexpenditures

It is a different document than the global projectpayment claim

bull It is signed by the first level controller of PPLPbull It certifies the eligibility of the declared

expenditurebull It is produced in PRESAGE-CTE by the first levelcontroller on a PDF model (with a checklist filled

in by the first level controller in annex)

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

Expenditure actually paid out (starting point of the project ndash end of the 3 months after the project closing date) that complies with all

of the relevant rules 1048766 EU (EC)10802006 Art 7+13+21

(EC)10832006 Art 56(EC)18282006 Art 48 to 53

1048766 National eligibility rules laid down by MS within 12 months of OPapproval (national contacts in description of management and control

systems)1048766 Programme Programme Manual (TWD) Section 4 of Fact Sheet 6b

In case of complicated or unclear eligibility criteria the Secretariat can answer eligibility question (even via its contact to EC)

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

1) Project coordination (incl Overheads) - General costs administrative costs legal costs etc

2) Personnel - Costs for the personnel employed by the partnerlead partnerrsquos institutions officially listed in the AF

3) Meeting organisation - Costs for the organization of meetings conferences and seminars (venueinterpretation catering etc)

4) Travel and accommodation - Costs for travel and accommodation of personnel and experts involved in

project activities

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

5 Communication and Dissemination - Costs for newsletter brochures other communication and dissemination tools

6 External expertise - Costs for external experts (excluding thematic experts)

7 EquipmentSmall scale investments in equipment that is strictly necessary for the implementation of the project

8 ULSGCosts for funding the ULSG (meetings training sessions etc)

9 Managing AuthoritiesCosts for the participation of the Managing Authorities taking part to the network activities

and especially to the milestones meetings

Eligibility periodEligibility period

Projectsrsquo costs are eligible FROM the date of approval of the DoIFA by the Monitoring

Committee or the date of formal submission of the DoIFA by the Lead

Partner to the SecretariatTO

the end of the 3 months following the project closing date indicated in the approved DoIFA

Approbriation of first Approbriation of first level controllerslevel controllers

Each first level controller has to be approved at national level1) The first level controller of PPLP is proposed in the DoIAF

and in the audit trail2) The PPLP fills in a checklist with the information concerning

the proposed controller and sends it duly signed to its national contact (soon available on URBACT website)

3) The national contact confirms the proposal by sending a letter to the URBACT Secretariat and to the concerned Project Partner with the filled in and signed laquochecklist for approbation of first level controller raquoin annex

4) The approved first level controller is given an access to Presage- CTE

Certificate amp statement of Certificate amp statement of expendituresexpenditures

It is a different document than the global projectpayment claim

bull It is signed by the first level controller of PPLPbull It certifies the eligibility of the declared

expenditurebull It is produced in PRESAGE-CTE by the first levelcontroller on a PDF model (with a checklist filled

in by the first level controller in annex)

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

1) Project coordination (incl Overheads) - General costs administrative costs legal costs etc

2) Personnel - Costs for the personnel employed by the partnerlead partnerrsquos institutions officially listed in the AF

3) Meeting organisation - Costs for the organization of meetings conferences and seminars (venueinterpretation catering etc)

4) Travel and accommodation - Costs for travel and accommodation of personnel and experts involved in

project activities

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

5 Communication and Dissemination - Costs for newsletter brochures other communication and dissemination tools

6 External expertise - Costs for external experts (excluding thematic experts)

7 EquipmentSmall scale investments in equipment that is strictly necessary for the implementation of the project

8 ULSGCosts for funding the ULSG (meetings training sessions etc)

9 Managing AuthoritiesCosts for the participation of the Managing Authorities taking part to the network activities

and especially to the milestones meetings

Eligibility periodEligibility period

Projectsrsquo costs are eligible FROM the date of approval of the DoIFA by the Monitoring

Committee or the date of formal submission of the DoIFA by the Lead

Partner to the SecretariatTO

the end of the 3 months following the project closing date indicated in the approved DoIFA

Approbriation of first Approbriation of first level controllerslevel controllers

Each first level controller has to be approved at national level1) The first level controller of PPLP is proposed in the DoIAF

and in the audit trail2) The PPLP fills in a checklist with the information concerning

the proposed controller and sends it duly signed to its national contact (soon available on URBACT website)

3) The national contact confirms the proposal by sending a letter to the URBACT Secretariat and to the concerned Project Partner with the filled in and signed laquochecklist for approbation of first level controller raquoin annex

4) The approved first level controller is given an access to Presage- CTE

Certificate amp statement of Certificate amp statement of expendituresexpenditures

It is a different document than the global projectpayment claim

bull It is signed by the first level controller of PPLPbull It certifies the eligibility of the declared

expenditurebull It is produced in PRESAGE-CTE by the first levelcontroller on a PDF model (with a checklist filled

in by the first level controller in annex)

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Declaration amp cerification Declaration amp cerification of the expendituresof the expenditures

5 Communication and Dissemination - Costs for newsletter brochures other communication and dissemination tools

6 External expertise - Costs for external experts (excluding thematic experts)

7 EquipmentSmall scale investments in equipment that is strictly necessary for the implementation of the project

8 ULSGCosts for funding the ULSG (meetings training sessions etc)

9 Managing AuthoritiesCosts for the participation of the Managing Authorities taking part to the network activities

and especially to the milestones meetings

Eligibility periodEligibility period

Projectsrsquo costs are eligible FROM the date of approval of the DoIFA by the Monitoring

Committee or the date of formal submission of the DoIFA by the Lead

Partner to the SecretariatTO

the end of the 3 months following the project closing date indicated in the approved DoIFA

Approbriation of first Approbriation of first level controllerslevel controllers

Each first level controller has to be approved at national level1) The first level controller of PPLP is proposed in the DoIAF

and in the audit trail2) The PPLP fills in a checklist with the information concerning

the proposed controller and sends it duly signed to its national contact (soon available on URBACT website)

3) The national contact confirms the proposal by sending a letter to the URBACT Secretariat and to the concerned Project Partner with the filled in and signed laquochecklist for approbation of first level controller raquoin annex

4) The approved first level controller is given an access to Presage- CTE

Certificate amp statement of Certificate amp statement of expendituresexpenditures

It is a different document than the global projectpayment claim

bull It is signed by the first level controller of PPLPbull It certifies the eligibility of the declared

expenditurebull It is produced in PRESAGE-CTE by the first levelcontroller on a PDF model (with a checklist filled

in by the first level controller in annex)

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Eligibility periodEligibility period

Projectsrsquo costs are eligible FROM the date of approval of the DoIFA by the Monitoring

Committee or the date of formal submission of the DoIFA by the Lead

Partner to the SecretariatTO

the end of the 3 months following the project closing date indicated in the approved DoIFA

Approbriation of first Approbriation of first level controllerslevel controllers

Each first level controller has to be approved at national level1) The first level controller of PPLP is proposed in the DoIAF

and in the audit trail2) The PPLP fills in a checklist with the information concerning

the proposed controller and sends it duly signed to its national contact (soon available on URBACT website)

3) The national contact confirms the proposal by sending a letter to the URBACT Secretariat and to the concerned Project Partner with the filled in and signed laquochecklist for approbation of first level controller raquoin annex

4) The approved first level controller is given an access to Presage- CTE

Certificate amp statement of Certificate amp statement of expendituresexpenditures

It is a different document than the global projectpayment claim

bull It is signed by the first level controller of PPLPbull It certifies the eligibility of the declared

expenditurebull It is produced in PRESAGE-CTE by the first levelcontroller on a PDF model (with a checklist filled

in by the first level controller in annex)

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Approbriation of first Approbriation of first level controllerslevel controllers

Each first level controller has to be approved at national level1) The first level controller of PPLP is proposed in the DoIAF

and in the audit trail2) The PPLP fills in a checklist with the information concerning

the proposed controller and sends it duly signed to its national contact (soon available on URBACT website)

3) The national contact confirms the proposal by sending a letter to the URBACT Secretariat and to the concerned Project Partner with the filled in and signed laquochecklist for approbation of first level controller raquoin annex

4) The approved first level controller is given an access to Presage- CTE

Certificate amp statement of Certificate amp statement of expendituresexpenditures

It is a different document than the global projectpayment claim

bull It is signed by the first level controller of PPLPbull It certifies the eligibility of the declared

expenditurebull It is produced in PRESAGE-CTE by the first levelcontroller on a PDF model (with a checklist filled

in by the first level controller in annex)

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Certificate amp statement of Certificate amp statement of expendituresexpenditures

It is a different document than the global projectpayment claim

bull It is signed by the first level controller of PPLPbull It certifies the eligibility of the declared

expenditurebull It is produced in PRESAGE-CTE by the first levelcontroller on a PDF model (with a checklist filled

in by the first level controller in annex)

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Payment ClaimPayment ClaimIt is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Claim deadlines Claim deadlines It is a different document than the certificate

and statement of expenditurebull It is signed by the Lead Partner

bull It claims globally the expenditure incurred bythe project within the end of the reporting

periodbull It is produced in PRESAGE-CTE by the LP on a

PDF model

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Claim deadlines Claim deadlines During implementation phase

1048766 Two claim deadlines per year + an extra claim round

ndash within 30 September of year N for the expenditure paid before 30 June of year N

ndash within 31 March of year N+1 for the expenditure paid before 31 December of year N

ndash within the 31 November of year N for the expenditure paid before 31 October of year N

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Progres report Progres report 1 The main aim of the Progress Report is to ensure

that the projectrsquos activities are progressing in accordance with the work plan and the budget

approved by the Monitoring2 Committee It includes sections mainly related to

activities and finances but also to communication and expertise

3 It is signed both by the Lead Partnerrsquos responsible person and by the Lead Partnerrsquos

first level controller

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Activity section ndash minor Activity section ndash minor changes changes

1 Change in contact information2 Small rescheduling of activities

3 Othershellip

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Activity section ndash minor Activity section ndash minor changes changes

1048766Reporting per objectivesactionsThe link between activities and expenditure is fundamental for

any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure)

1048766 Information on the total budget consumption1048766 Follow up of the consumption of PPsrsquo contributions1048766 Information on the distribution of ERDF by LP to PPs1048766 Particular decisions undertaken by the LP during project financial management

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Financial section Financial section Progress on FinancesFinancial reporting on Objective X ndashAction Y

1 Update on bank accountrsquos information (important for a quick ERDF refunding)

2 Budget of a main category is exceeded (lt20 ie 20 flexibility rule)

3 Change on the contact details of the first level controllers

4 Othershellip

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Reprogramming Reprogramming

Major changes

1 Drop out or replacement of partners2 Extension of duration

3 Othershellip

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Reprogramming Reprogramming

Major changes1 Changes in the budget (gt20)2 Financial changes in the work plan(costs do not correspond to activities)

3 Changes in the partnership(co-financingERDF)

4 Othershellip

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Reprogramming Reprogramming

Only once a year normally in September

1 Changes on the Application Formbudget through PRESAGE-CTE

2 A new signed Application Form must be sent to the Managing Authority

3 Approval of the Monitoring Committee4 Amendment of Subsidy Contracts (if it is the

case)

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Project closure Project closure Final documents and reports (to be sent

within 3 months after the end date)1 1048766 Final Progress Report (activity and finance)

2 1048766 Final Certificates and Statements of Expenditure

3 1048766 Final Payment Claim4 1048766 Final Administrative Closure Report

5 1048766 Match Funding Sheet6 1048766 Projectrsquos final outputs

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

Project closure Project closure The Lead Partner has to respect

bull the end date for eligibility of expenditure (inorder to have the final claim eligible)

bull the information and publicity requirements(further information available in the TWD

section 5 of Fact Sheet 6a and in Articles 8 amp 9of Reg (EC) 18282006

bull the rules and procedure for archiving ofdocuments

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL MANAGEMENT AND REPORTING PROCESURES

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

The first step to account your project The first step to account your project expenditure in PRESAGE-CTE consists expenditure in PRESAGE-CTE consists in going into the following web-site in going into the following web-site httpsurbactpresage-cteorg httpsurbactpresage-cteorg You will be asked to enter your login You will be asked to enter your login and password Please use the login and password Please use the login and password that the URBACT and password that the URBACT Secretariat has sent to you by email Secretariat has sent to you by email After having entered your login and After having entered your login and password the screen that you should password the screen that you should see at this stage will be the following see at this stage will be the following oneone

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION

PRESAGE CTEPRESAGE CTEFINANCIAL ADMINISTRATION