General Provisions of Narrative reporting Joint Technical Secretariat

General Provisions of Narrative reporting Joint Technical Secretariat

Contractual obligations Special conditions Art. 4 Reporting and payment arrangements - Narrative and financial reports shall be produced in support of payment requests, in compliance with Articles 2 and 15. 1 of Annex II Art. 7. 2. 3. modifying GC Art. 2. 1 - In case, where no expenditure verification report is required the Beneficiary has to provide a list of the financial and supporting documents covering the respective period and a printout of the project account showing project's income and expenditure and payments received in the period of the current Interim Report. General conditions Art. 2 Obligation to provide information and financial and narrative reports - Must provide the Contracting Authority with all required information on the implementation of the Action - Interim and final reports (narrative and financial section) - Annex VI - Intervals for submission of reports Art. 15. 2 Approval of report - Report is approved if there is no written reply from the Contracting Authority within 45 days of its receipt; - Suspension of the time-limit for approval of a report 2

Contractual obligations Special conditions Art. 7. 2. 4. modifying GC Art. 2. 2 - additional information to the JMA and the JTS must be supplied within 30 days Art. 7. 2. 5. modifying GC Art. 2. 3 - Supporting documents can be submitted in national languages; - Frequency of interim reports: - Payment Option 1 – with every request for payment; - Payment Option 2 - no later than one month after each six month period Art. 7. 2. 13 modifying GC Art. 15. 1 - Payment options and supporting documents to reports Art. 7. 2. 14 modifying GC Art. 15. 6 - Cases when expenditure verification report has to be submitted 3

What is narrative reporting? Ø A contractual obligation designed to - inform the JMA on progress in project implementation; - request further pre-financing or the payment of the balance. Ø A monitoring tool to ensure reliable, relevant and timely information about activities, outputs and outcomes of the project. Ø A communication tool that – if report is jointly agreed – allows all partners - to be aware of each others activities, joint project results; - to communicate externally with one voice. 4

General provisions ü The narrative report must support and demonstrate the eligibility of costs included in the financial report! ü Reporting should cover the whole of the project, not only the part financed by the grant; ü Though the Beneficiary is responsible for submission of reports, ALL partners must input to project reporting; ü The framework for narrative reporting is set forth in Article 4 “Narrative and Financial Reporting” and complemented by Article 2 “Obligation to provide information and financial and narrative Report” and Article 15 “Payment and interest on late payment” of General Conditions to Grant Contract; ü Templates for reporting are provided in Annex VI of Grant Contract. ü Both interim and final reports consist of narrative and financial components integrated in one document. 5

When and whom to report? Reporting scheme set forth in the Article 7. 3. 4 of Special Conditions to Grant Contract depends on the payment option applicable to the project. Ú Option 1 (≤ 18 months AND ≤EUR 300 000, 00); Ú Option 2 (≥ 18 months [max 36 months] OR ≥EUR 300 000, 00). Report is submitted to JTS both – by post in paper version (JTS postal address), and – by e-mail to responsible Project Manager. 6

Timeline of reporting Option 1 Contract execution period Reporting, closure activities, warranty period (supply), defects liability period (works), etc. Costs noneligible 3 months Implementation period Timeline START GC signature (provision of services, delivery if supplies, works, execution of activities, etc. ) Interim report Request for payment Expenditure Verification Report Interim Report Yes No Yes (balance payment) Yes Final Report Interim report (optional) END (provisional acceptance of supplies and works) Final report Final payment and/or final acceptance (the latter only for supplies and works) 7

Timeline of reporting Option 2 Contract execution Period Costs noneligible GC signature Implementation period 6 months START (provision of services, delivery if supplies, works, execution of activities, etc. ) 6 months Interim report 1 6 months Interim report 2 6 months Interim report … Timeline Final report END Report Request for payment Expenditure Verification Report Interim Report … Yes Interim Report … No No Yes (balance payment) Yes Final Reporting, closure activities, warranty period (supply), defects liability period (works), etc. 3 months (provisional acceptance of supplies and works) Final payment and/or final acceptance (the latter only for supplies and works) 8

Supporting documents to the reports Financing Option 1 Finansējuma saņēmējs: Financing Option 2 Interim Report and Ú Saturiskā atskaite ir visu projekta partneru with Request • request for payment (t. sk. vadošā partnera) apkopots dokuments. for Payment • list of the financial and • expenditure verification supporting documents report Ú Obligāts • formāts atskaites iesniegšanai Programmai printout of the project account • financial guarantee • financial pievienots Grantaguarantee Līgumam (Pielikums VI) Interim Report without Request for Projekta Payment saturiskajai - Report tādu Final - Interim Report and • list of the financial and supporting documents partneriem nav standarta formas of the project atskaite, var izmantot: • printout account pašu struktūru VI; Report and Final Report and kā PielikumāFinal request for payment • request for payment jebkādu formu, ko izstrādājuši un verification par kuru expenditure verification report • expenditure report vienojušies partneri. • • 9

Content of narrative report - 1 Beneficiary: Ú Contents of narrative report is a consolidated input of all project partners (including lead partner). partner Ú Compulsory form attached to Grant Contract (Annex VI) serves to submit narrative report to the Programme. Project partners have no standard form for narrative reporting. They may follow: - same structure as in Annex VI; - any template developed and agreed within the partnership. 10

Content of narrative report - 2 The minimum information each partner should include into interim and/or final narrative report: Ú A description of all activities carried out and all outputs (materials, etc. ) produced during the reporting period; Ú An assessment of the results of the activities during the reporting period; Timeline of reporting Optionsupplies 2 Ú A list of all contracts (services, and works) awarded above € 10, 000; Ú A description of fulfillment of visibility and communication requirements with relevant attachments (such as copies of publications); Ú Information, which allows the Programme (and external assessors) to evaluate the project impact. 11

Review and approval of reports • One month before the end of current reporting period the pre -filled reporting form is sent to the Beneficiary; • One month after the end of the reporting period the interim report has to be submitted to the JTS; • If report is not received in time, PM sends a reminder and sets new deadline; • NB! Any report shall be considered approved if there is no written reply from the Contracting Authority within 45 days of its receipt accompanied by the required documents! • In case clarifications are needed, Beneficiary has to provide them within 30 days; • In case there are doubts on quality and efficiency of project implementation, an on-the-spot visit is carried out. 12

Joint Technical Secretariat Thank you! 13