Project & finance management

Kick-off meeting Interreg IVB Raingain

Paris, 17th & 18th November 2011

IntroductionLuc van Raaij• Since 2006 involved in European programmes and projects. Working for

European and Regional Affairs Consultants (ERAC). • Appointed by TU Delft as project and finance manager;

Role in project (monitor, control and report)• Project & finance manager;• To draw up the project manual;• Make available Interreg expertise & knowledge;• Guide you through the reporting process;• Answer questions on Interreg, project – finance management;• To safeguard the “contract” (compliance, progress activities vs expenditure).

Focus on rules…• FLC designation• Evidence of tendering procedures (comply to internal, national and EU rules);• Documentation: evidence must be kept until 2023;• Partners must be able to explain:

• Why they took certain contracting decisions;• How they calculated hourly rates for staff costs;• Why person x traveled to y and stayed for z days;• Project relevance;

• Documentation of events (signed participation lists, programme, agenda, minutes);

• Any changes in budget should be communicated upfront and approved by JTS;

• Spend your project money as underspending can lead to cutting of project money

… and procedures• Financial management structure is characterised as decentralised, relying on

devolved responsibility;

• Bi-annual reporting (april & october);• 2 kinds of reports (progress on activities and results, financial)

• Common mistakes• VAT miscalculations;• Missing invoices;• Tendering procedures;• No explanation of calculations

• Partners will be advised to prepare a draft report before the first claim in april 2012.

Project so far….

• Distributed the signed subsidy contract to the partners;• Set up the project administration;• Developed and distributed a project manual guide (PMG) to the partners

• The manual should be seen as a first reference for questions and guidance.• It includes the most important documents from NWE and EC and moreover it

covers subjects such as: regulations, project details, budget, principles of EU funding, auditing, reporting, eligibility, modifications, procurement and publicity.

• Partners are advised to read it carefully!

Short term actions

• Appoint first level control;

• Sign partnership agreement

• Set up project administration

• Set up a monitor, control and report system

• Planning partner visits

• Prepare for first progress report (april 2012)

• Develop a time schedule

Questions?

L.L.W.M.vanRaaij@tudelft.nl

+31 6 511 611 70