COMMISSION DECISION
of 19 December 2007
laying down rules for the implementation of Decision No 573/2007/EC of the European Parliament and of the Council establishing the European Refugee Fund for the period 2008 to 2013 as part of the General programme ‘Solidarity and Management of Migration Flows’ as regards Member States’ management and control systems, the rules for administrative and financial management and the eligibility of expenditure on projects co-financed by the Fund
(notified under document number C(2007) 6396)
(Only the Bulgarian, Czech, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovenian, Spanish and Swedish texts are authentic)
(2008/22/EC)
PART I
INTRODUCTION
CHAPTER 1
Subject and definitions
Article 1
Subject matter
Article 2
Definitions
PART II
PROVISIONS COMMON TO THE FOUR FUNDS
CHAPTER 1
Designated authorities
Article 3
Common authorities
Article 4
Delegated authority
Article 5
Outsourcing of tasks
CHAPTER 2
Management and control systems
Article 6
Manual of procedures
Article 7
Implementation of the Fund by the responsible authority
Article 8
Conditions under which the responsible authority acts as executing body
Article 9
Selection and award procedure when the responsible authority acts as awarding body
Article 10
Grant agreements with final beneficiaries when the responsible authority acts as awarding body
Article 11
Implementation contracts
Article 12
Determination of the final Community contribution
Article 13
Technical assistance
Article 14
Technical assistance expenditure in the case of a common authority
Article 15
Verifications by the responsible authority
Article 16
Audit trail
Article 17
Audits of systems and audits of projects
Article 18
Verifications by the certifying authority
CHAPTER 3
Information to be provided regarding use of the Fund
Article 19
Principle of proportionality
Article 20
Description of management and control systems
Article 21
Revision of the description of management and control systems
Article 22
Programming documents
Article 23
Revision of financial breakdown in annual programmes
Article 24
Progress and final reports on implementation of annual programmes
Article 25
Documents established by the audit authority
Article 26
Documents established by the certifying authority
CHAPTER 4
Reporting irregularities
Article 27
Initial reporting — derogations
Article 28
Reporting of follow-up — non-recovery
Article 29
Contacts with Member States
Article 30
Use of information
CHAPTER 5
Information and publicity
Article 31
Information for potential final beneficiaries
Article 32
Information for final beneficiaries
Article 33
Responsibilities of the responsible authority relating to information and publicity for the general public
Article 34
Responsibilities of final beneficiaries relating to information and publicity for the general public
Article 35
Technical characteristics of information and publicity for the operation
CHAPTER 6
Personal data
Article 36
Protection of personal data
CHAPTER 7
Electronic exchange of documents
Article 37
Electronic exchange of documents
Article 38
Computer system for the exchange of documents
PART III
PROVISIONS SPECIFIC TO THE EUROPEAN REFUGEE FUND
CHAPTER 1
Eligibility rules
Article 39
Eligibility rules
CHAPTER 2
Management and control systems
Article 40
Emergency measures
Article 41
Fixed amount for resettled persons
Article 42
Implementation of annual programmes
PART IV
FINAL PROVISIONS
Article 43
Addressees
ANNEXES
ANNEX 1
MODEL DESCRIPTION OF MANAGEMENT AND CONTROL SYSTEMS
1. IDENTIFICATION OF THE DESIGNATED AUTHORITIES
1.1. General information on the designated authorities
1.3. Responsible authority
1.4. The delegated authority(ies)
1.5. Certifying authority
1.6. Audit authority
2. FUNCTIONING OF DESIGNATED AUTHORITIES
2.1. Designation and supervision of the designated authorities |
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Short description of the process of setting up each of the designated authorities [The description should include all authorities] |
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|
Key targets |
Achieved? |
Comments |
1 |
Rules governing the relations of the Member State with the designated authorities identify the respective responsibilities |
Y/N |
|
2 |
Member State have provided guidance to the designated authorities to ensure sound financial management (through training and/or manuals) |
Y/N |
|
3 |
Each authority will inform their staff of the mission statement of the organisation as well as their job description and expected results |
Y/N |
|
4 |
Steps have been taken to ensure that the different authorities are adequately staffed in terms of numbers, seniority and experience in order to carry out their functions |
Y/N |
|
2.2. Separation of functions |
|||
Short description of the arrangements defined to ensure a proper separation of functions [The description should include all authorities] |
|||
|
Key targets |
Achieved? |
Comments |
1 |
Rules are defined to ensure a proper separation of functions between actors within the responsible authority for the signature of contracts/grant agreements |
Y/N |
|
2 |
Rules are defined to ensure a proper separation of functions between actors within the responsible authority for the initiation, verification and approval of financial transactions |
Y/N |
|
3 |
The audit authority will be functionally independent of the responsible authority and the certifying authority |
Y/N |
|
4 |
The certifying authority will not be involved in the selection, implementation and financial transactions related to Community resources |
Y/N |
|
2.3. Monitoring of delegated authority(ies) — if applicable |
|||
Short description of the process [This description should include the responsible authority and the delegated authority(ies)] |
|||
|
Key targets |
Achieved? |
Comments |
1 |
The tasks to be delegated are clearly defined |
Y/N |
|
2 |
Procedures are established concerning the delegated tasks and their compliance with the rules defined in the basic act/implementing rules has been checked |
Y/N |
|
3 |
Supervisory controls will take place to ensure that the tasks are carried out according to established procedures |
Y/N |
|
2.4. Monitoring of other tasks not carried out by the authorities themselves — if applicable |
|||
Short description of the process [The description should include all authorities] |
|||
|
Key targets |
Achieved? |
Comments |
1 |
In case of bodies acting under the responsibility of the responsible authority (and not considered as delegated authorities), supervisory mechanisms are in place to ensure sound financial management |
Y/N |
|
2 |
In case of outsourcing of audit activities and in case of bodies acting under the responsibility of the audit authority, supervisory mechanisms are in place to ensure a common audit methodology and consistency of the audit work |
Y/N |
|
3 |
In case of outsourcing of certifying activities and in case of bodies acting under the responsibility of the certifying authority, supervisory mechanisms are in place to ensure a common approach to certification |
Y/N |
|
4 |
In case of outsourcing to private bodies without a public-service mission, mechanisms are defined to ensure that the tasks which may be entrusted do not include the exercise of public authority or require the use of discretionary powers of judgment |
Y/N |
|
3. OPERATIONAL AND FINANCIAL PROCESSES
3.1. Establishing multiannual programmes |
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Short description of the process [This description should include the responsible authority and the delegated authority(ies)] |
|||
|
Key targets |
Achieved? |
Comments |
1 |
Arrangements are foreseen to ensure the implementation of the principle of partnership in accordance with current national rules and practices |
Y/N |
|
2 |
Procedures are defined to check that the multiannual programme is consistent with the strategic guidelines and complies with Community law, in particular with Community law aiming at ensuring the free movement of persons in conjunction with the directly related flanking measures with respect to external border controls, asylum and immigration |
Y/N |
|
3 |
The multiannual programme will be approved by a duly authorised person |
Y/N |
|
3.2. Establishing annual programmes |
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Short description of the process [This description should include the responsible authority and the delegated authority(ies)] |
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|
Key targets |
Achieved? |
Comments |
||||||||||
1 |
Procedures are established to ensure:
|
Y/N |
|
||||||||||
2 |
Procedures are established to enable the revision of an annual programme in case of duly substantiated emergency situations as described in the basic act (if applicable) |
Y/N |
|
||||||||||
3 |
Procedures are established to enable the submission of a revision of an annual programme when required under Article 23(1) of this decision |
Y/N |
|
||||||||||
4 |
Any modification to the financial breakdown of an annual programme and the reasons for it is documented |
Y/N |
|
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5 |
Any modification in the implementation of the annual programme not relating to the financial breakdown (e.g. on nature and timing of the calls for proposals or the scope of technical assistance) and the reason for it is documented |
Y/N |
|
3.3. Establishing the audit strategy and the annual audit plans |
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Short description of the process [This description concerns the audit authority] |
|||
|
Key targets |
Achieved? |
Comments |
1 |
Rules are defined to ensure a transparent and appropriate communication from the responsible authority to the audit authority on management procedures implemented and on projects prior to and throughout the programming period |
Y/N |
|
2 |
Procedures are established to define annual audit plans (to be annexed each year to the audit strategy) and to send them to the Commission in time (if applicable) |
Y/N |
|
3 |
The audit strategy and the annual audit plans are approved by a duly authorised person |
Y/N |
|
3.4. Responsible authority acting as an executing body — if applicable |
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Short description of the reasons leading the responsible authority to implement projects directly and the specific arrangements foreseen to strengthen the management and control systems [The description should include all authorities] |
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|
Key targets |
Achieved? |
Comments |
1 |
The justification of the need for the responsible authority to implement projects will be documented and endorsed at the appropriate level |
Y/N |
|
2 |
Specific arrangements are put in place to ensure that the nature and the objectives of the projects comply with the provisions defined for the Fund |
Y/N |
|
3 |
Specific arrangements are put in place in order to prevent conflict of interest for the projects implemented by the responsible authority |
Y/N |
|
4 |
Specific arrangements are put in place to ensure the principle of value for money is respected in the implementation of projects by the responsible authority |
Y/N |
|
5 |
Procedures are defined to ensure that the contractual terms governing these projects are clear and complete in particular with regard to the financing conditions, the payment terms, the eligibility rules and the obligations regarding operational and financial reporting |
Y/N |
|
6 |
Specific arrangements are put in place in order to ensure that the main functions of the responsible authority as provided for in the basic act are not affected in relation to the projects implemented by the responsible authority |
Y/N |
|
7 |
When the responsible authority acts as an executing body, the audit authority is located in another body than the responsible authority (if not, please describe the additional guarantees put in place to ensure the proper independence of the audit authority) |
Y/N |
|
8 |
The audit strategy will cover the specific risks which may be related to the implementation of projects by the responsible authority |
Y/N |
|
3.5. Selection and implementation of the projects (Responsible authority acting as an awarding body) |
|||
Short description of the process [This description should include the responsible authority and the delegated authority(ies)] |
|||
|
Key targets |
Achieved? |
Comments |
1 |
In the case of call for proposals (or tenders), rules are defined to ensure open competition and adequate publicity |
Y/N |
|
2 |
Selection criteria will comply with the minimum criteria defined in the basic act |
Y/N |
|
3 |
Procedures are defined for the receipt of proposals (or tenders) |
Y/N |
|
4 |
Procedures are defined to ensure that the proposals (or tenders) are assessed against the predefined rules and criteria in a transparent and non-discriminatory manner |
Y/N |
|
5 |
The award decisions and the contracts/grant agreements will be approved by a duly authorised person |
Y/N |
|
6 |
Procedures are defined to ensure adequate ex post information on the results of the selection process to the applicants |
Y/N |
|
7 |
Procedures are defined to ensure the monitoring of the implementation of grant agreements/contracts according to the contractual terms |
Y/N |
|
3.6. Monitoring of the projects implemented by the final beneficiaries |
|||
Short description of the process [This description should include the responsible authority and the delegated authority(ies)] |
|||
|
Key targets |
Achieved? |
Comments |
1 |
Key operational and financial indicators will be established, monitored and communicated to the responsible authority for each project |
Y/N |
|
2 |
On-the-spot verifications by the responsible authority are foreseen to allow monitoring (of both the operational and financial aspects) of the projects |
Y/N |
|
3 |
The responsible authority will ensure that final beneficiaries make use of an appropriate accounting system in computerised form |
Y/N |
|
4 |
The responsible authority will ensure that final beneficiaries implement the provisions on the visibility of the EU funding |
Y/N |
|
3.7. Financial management of the project |
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Short description of the process [Involves the responsible authority and the delegated authority(ies)] |
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|
Key targets |
Achieved? |
Comments |
||||||||
1 |
Financial transactions will be approved by duly authorised persons |
Y/N |
|
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2 |
Prior to making any payments/recoveries, verifications will be carried out in particular in order to monitor:
|
Y/N |
|
||||||||
3 |
Verifications will be carried out in order to have a reasonable assurance of the legality and regularity of the underlying transactions |
Y/N |
|
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4 |
Supervisory controls will be carried out throughout the programming period to ensure that the established financial procedures are respected |
Y/N |
|
||||||||
5 |
Verifications will be performed on the complementarity with other Community financial programmes in order to avoid double funding |
Y/N |
|
3.8. Irregularities, corrections and recoveries |
|||
Short description of the process [This description should include the responsible authority, the delegated authority(ies) and the certifying authority] |
|||
|
Key targets |
Achieved? |
Comments |
1 |
Definitions of irregularities are established and comply with the Community requirements |
Y/N |
|
2 |
Mechanisms are in place to ensure that irregularities can be detected in due time and immediate corrective measure are taken |
Y/N |
|
3 |
Procedures are in place to ensure that the Commission is kept informed of irregularities detected, and if appropriate, of any corrective measures taken in accordance with the obligations set out in this decision |
Y/N |
|
4 |
Procedures are in place to ensure a proper follow-up of recovery orders issued and, if applicable, of default interest |
Y/N |
|
5 |
In case recovery orders cannot be cashed in, causes will be identified to evaluate whether Member States should reimburse the funds to the Community budget or not |
Y/N |
|
3.9. Preparation and implementation of audit missions |
|||
Short description of the process [This description should include the audit authority and, as potential auditees, the responsible authority and the delegated authority(ies) and, as recipient of the conclusions, the certifying authority] |
|||
|
Key targets |
Achieved? |
Comments |
1 |
The audit practice is in line with internationally accepted standards |
Y/N |
|
2 |
An audit manual is established for use by the auditors on the basis of the requirements defined in the basic act |
Y/N |
|
3 |
Audits will be carried out to verify the effective functioning of the management and control systems |
Y/N |
|
4 |
The checks to be carried on the eligible expenditure will be based on an appropriate sample, and will consist of at least 10 % of eligible expenses |
Y/N |
|
5 |
The verifications on eligible expenses will verify at least the compliance, effectiveness and efficiency of the following elements: selection procedure, objectives of the project, reality of the achievements, eligibility of the expenses, valid supporting documents for the expenses, national co-financing, audit trail |
Y/N |
|
6 |
A follow-up of earlier recommendations will take place on a regular basis |
Y/N |
|
7 |
The projects implemented by the responsible authority will be subject to robust scrutiny |
Y/N |
|
3.10. Audit report on annual programmes and related declarations |
|||
Short description of the process [This description should involved the audit authority] |
|||
|
Key targets |
Achieved? |
Comments |
1 |
Procedures are established to consolidate the conclusions of the systems audit and the audit of projects for each annual programme |
Y/N |
|
2 |
Checks will be performed to assess the validity of the requests for payment |
Y/N |
|
3 |
Further examination will be launched in case of systemic errors or errors over the materiality threshold are detected |
Y/N |
|
4 |
The report and the related declarations will be approved by a duly authorised person |
Y/N |
|
3.11. Certification of expenditure |
|||
Short description of the process [Involves primarily the certifying authority but also the responsible authority and the delegated authority(ies)] |
|||
|
Key targets |
Achieved? |
Comments |
1 |
Procedures are established to ensure that the necessary information is received from the responsible authority for the purpose of certification |
Y/N |
|
2 |
Procedures are established to ensure that the audit report on each annual programme and the related declarations are received from the audit authority |
Y/N |
|
3 |
Procedures are established to ensure that recoveries are taken into account for the final declaration of expenditure and to follow on-going legal proceedings or administrative appeals with suspensive effect regarding recoveries |
Y/N |
|
4 |
Verifications will be performed to ensure the accuracy and completeness of the declaration of expenditure, (in particular, on any interest generated by the pre-financing received from the Commission as well as its effective use as national contribution) |
Y/N |
|
5 |
In case of local currency, the methods used for the calculation in euro comply with the rules defined by the Commission |
Y/N |
|
3.12. Evaluation of the programme |
|||
Short description of the process [Involves the responsible authority and the delegated authority(ies)] |
|||
|
Key targets |
Achieved? |
Comments |
1 |
The guidance documents from the Commission on evaluations are disseminated widely and made available to all potential final beneficiaries and other interested parties |
Y/N |
|
2 |
The key operational and financial indicators provided by the final beneficiaries to measure the achievements of the project will be recorded |
Y/N |
|
3 |
The responsible authority (and/or delegated authorities) will ensure that the indicators provided are appropriate to measure the outcome and results of each project |
Y/N |
|
4 |
Procedures are in place to ensure that the necessary evaluation will be carried out as required by the basic act |
Y/N |
|
4. INFORMATION MANAGEMENT
4.1. Documentation on the procedures |
|||
Short description of the process [Involves all authorities] |
|||
|
Key targets |
Achieved? |
Comments |
1 |
The authorities will ensure that the established procedures referred to in Article 7 of this decision comply with national and Community law (e.g. public procurement, accounting rules, etc.) |
Y/N |
|
2 |
The procedures are approved by a duly authorised person |
Y/N |
|
3 |
The established procedures set out clear instructions concerning each of the main operations and explain the decision-making circuits concerning the performance of functions |
Y/N |
|
4 |
Arrangements are in place to ensure that all relevant staff is informed of the established procedures |
Y/N |
|
5 |
Where appropriate, these procedures include the use of check-lists summarising the key controls to be performed |
Y/N |
|
6 |
Arrangements are in place to ensure the protection of personal data |
Y/N |
|
4.2. Accounting and bookkeeping |
|||||||||
Short description of the process [Involves the responsible authority, the delegated authority(ies) and the certifying authority] |
|||||||||
|
Key targets |
Achieved? |
Comments |
||||||
1 |
Arrangements are in place to ensure that accounting data is complete, reliable and correct. In particular, the accounting system will allow:
|
Y/N |
|
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2 |
The accounting and financial reporting system complies with the national data protection legislation |
Y/N |
|
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3 |
The accounting and financial reporting system to be used will be in computerised form |
Y/N |
|
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4 |
A back-up system exists to guarantee the continuity of operations should the need arise |
Y/N |
|
||||||
5 |
In case of local currency, the methods used for the calculation in euro comply with the rules defined by the Commission |
Y/N |
|
4.3. Reporting to the Commission |
|||
Short description of the process [Involves all authorities] |
|||
|
Key targets |
Achieved? |
Comments |
1 |
Reporting obligations have been identified as well as the implications for resources |
Y/N |
|
2 |
The established procedures allow proper, timely and complete input by the designated authorities |
Y/N |
|
3 |
Reports are approved by a duly authorised person |
Y/N |
|
4.4. Audit trail |
||
Short description of the process [Involves all authorities] |
||
Where are the following documents kept? |
Body/Unit in charge |
How long for? |
Description of the management and control systems including manual(s) of procedures |
|
|
Audit strategy |
|
|
National multiannual programme and possible revisions |
|
|
National annual programmes and possible revisions |
|
|
European Commission Decisions on multiannual and annual programmes |
|
|
Calls for proposals/calls for tender |
|
|
Applicant files/contract files |
|
|
Administrative, technical and financial analysis of proposals/tenders received (evaluation grids) and evaluation committee reports |
|
|
Funding decisions or rejections |
|
|
Project funding agreements |
|
|
Financial commitment decisions for each of the projects |
|
|
Progress reports and final reports submitted by funding recipients |
|
|
Financial reports and payment applications submitted by funded project |
|
|
Supporting documents for expenditure and revenue for funded project |
|
|
Payments/recovery authorisations for funding (proof of verifications performed) |
|
|
Payments/recovery orders for funding |
|
|
Proof of payments/recovery of funding |
|
|
Documentation related to the sampling methodology for the audit activity |
|
|
Reports on audits carried out on projects |
|
|
Reports on audits carried out at national level on management and control systems |
|
|
Audit reports on annual programmes |
|
|
Audit opinions on the management and control systems |
|
|
Audit declarations on the validity of the requests for payment |
|
|
Requests for payment sent to the European Commission |
|
|
Certification of expenditure sent to the European Commission |
|
|
Progress implementation reports sent to the European Commission |
|
|
Final implementation reports sent to the European Commission |
|
|
Proof of payment received from the European Commission |
|
|
Evaluation reports sent to the European Commission |
|
|
5. APPROVAL OF THE DESCRIPTION OF THE MANAGEMENT AND CONTROL SYSTEMS
Authority |
Declaration |
Date and signature |
Responsible authority |
I certify the accuracy and completeness of the information about the identification and internal control systems of the responsible authority |
Name: Function: Date: signature |
Certifying authority |
I certify the accuracy and completeness of the information about the identification and internal control systems of the certifying authority |
Name: Function: Date: signature |
Audit authority |
I certify the accuracy and completeness of the information about the identification and internal control systems of the audit authority and I can confirm that what has been described provides a reliable picture of all the management and control systems |
Name: Function: Date: signature |
ANNEX 2
MODEL MULTI-ANNUAL PROGRAMME
1. SITUATION IN THE MEMBER STATE
2. ANALYSIS OF REQUIREMENTS IN THE MEMBER STATE
3. STRATEGY TO ACHIEVE THE OBJECTIVES
4. COMPATIBILITY WITH OTHER INSTRUMENTS
5. FRAMEWORK FOR IMPLEMENTATION OF THE STRATEGY
6. INDICATIVE FINANCING PLAN
(in 000’ EUR — current prices) |
2007 |
2008 |
2009 |
2010 |
2011 |
2012 |
2013 |
Total |
Priority 1: […] |
|
|
|
|
|
|
|
0 |
Priority 2: […] |
|
|
|
|
|
|
|
0 |
Priority 3: […] |
|
|
|
|
|
|
|
0 |
Priority: […] |
|
|
|
|
|
|
|
0 |
Technical assistance |
|
|
|
|
|
|
|
0 |
Total |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
(in 000’ EUR — current prices) |
2007 |
2008 |
2009 |
2010 |
2011 |
2012 |
2013 |
Total |
Community contribution |
|
|
|
|
|
|
|
|
Public co-financing |
|
|
|
|
|
|
|
|
Private co-financing |
|
|
|
|
|
|
|
|
Total |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
% Community contribution |
% |
% |
% |
% |
% |
% |
% |
% |
ANNEX 3
MODEL ANNUAL PROGRAMME
3. ACTIONS TO BE SUPPORTED BY THE PROGRAMME UNDER THE PRIORITIES CHOSEN
4. TECHNICAL ASSISTANCE
5. DRAFT FINANCING PLAN
(all figures in EUR) |
Ref. priority |
Ref. specific priority(1) |
Community Contribution (a) |
Public Allocation (b) |
Private Allocation (c) |
Total (d=a+b+c) |
% EC (e=a/d) |
Share of total (d/total d) |
Action 1: […] |
|
|
|
|
|
0 |
|
|
Action 2: […] |
|
|
|
|
|
0 |
|
|
Action 3: […] |
|
|
|
|
|
0 |
|
|
Action 4: […] |
|
|
|
|
|
0 |
|
|
Action 5: […] |
|
|
|
|
|
0 |
|
|
Action …: […] |
|
|
|
|
|
0 |
|
|
Action N: […] |
|
|
|
|
|
0 |
|
|
Technical assistance |
|
|
|
|
|
0 |
|
|
Other operations(2) |
|
|
|
|
|
0 |
|
|
Total |
|
|
0 |
0 |
0 |
0 |
% |
100 % |
ANNEX 4
MODEL PROGRESS REPORT ON IMPLEMENTATION OF THE ANNUAL PROGRAMME
A. Technical report
1. OPERATIONAL IMPLEMENTATION
2. FINANCIAL IMPLEMENTATION
(all figures in EUR) |
Ref. priority |
Ref. specific priority(1) |
Programmed MS |
Committed at the level of the MS |
EC contribution paid by MS to final beneficiaries |
Total eligible costs incurred to date by final beneficiaries |
||||
Total programmed costs (a) |
EC Contribution (b) |
% EC (c = b/a) |
Total eligible costs (d) |
EC Contribution (e) |
% EC (f = e/d) |
|||||
Action 1: […] |
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Action 2: […] |
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Action 3: […] |
|
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Action 4: […] |
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Action 5: […] |
|
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Action N: […] |
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|
|
|
|
|
|
|
|
|
Technical assistance |
|
|
|
|
|
|
|
|
|
|
Other operations(2) |
|
|
|
|
|
|
|
|
|
|
TOTAL |
|
|
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
|
↓ |
↓ |
||||||||
|
> 60 % of pre-financing payment(s) received? |
|||||||||
|
Yes/No |
Yes/No |
3. REPORTING ON IRREGULARITIES
Notification of new irregularities(3)? |
No |
Yes (if Yes, fill in table 2) |
Member State: […] |
||||||||
Situation at: [day/month/year] |
||||||||
Fund: […] |
||||||||
Reference |
Annual programme |
Project |
Provision infringed |
Type of irregularity |
Date/source of first information |
Method of detection |
Possibility of fraud (Y/N) |
Amount concerned in EUR (Community contribution) |
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Follow-up of previous irregularities? |
No |
Yes (if Yes, fill in table 3) |
Member State: […] |
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Situation at: [day/month/year] |
||||||||||
Fund: […] |
||||||||||
Reference |
Annual programme |
Project |
Provision infringed |
Amount concerned (EC contrib. in EUR) |
Follow-up actions |
Recovery order (amounts in EUR) |
Cancellation of EC contrib. |
|||
Issued |
Paid |
Default interest |
Waived |
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B. Request for the second pre-financing payment
EUR(4) |
|
[exact figure to two decimal places] |
Authority responsible for receiving payments |
|
Bank |
|
Bank account No |
|
Account holder (if not the same as the authority responsible for receiving payments) |
|
ANNEX 5
MODEL FINAL REPORT ON IMPLEMENTATION OF THE ANNUAL PROGRAMME
A. Technical report
1. OPERATIONAL IMPLEMENTATION
3. MEASURES TAKEN TO PROVIDE INFORMATION ON THE PROGRAMME
4. FINANCIAL IMPLEMENTATION
(all figures in EUR) |
Programmed by MS |
Committed at the level of the MS |
Actual figures accepted by the Responsible Authority (costs incurred by the beneficiaries and final EC contribution) |
|||||||||||
Actions |
Projects |
Ref. priority |
Ref. specific priority(2) |
Total programmed costs (a) |
EC contribution (b) |
% EC contribution (c = b/a) |
Total eligible costs (d) |
EC contribution (e) |
%EC contribution (f = e/d) |
Total eligible costs (g) |
EC contribution due (h) |
% EC contribution (i = h/g) |
EC contribution paid (j) |
EC still to pay/to recover by the RA (k = h–j) |
Action 1: […] |
Project 1: […] |
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Project N: […] |
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Total Action 1 |
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Action … : […] |
Project 1: […] |
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Project N: […] |
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Total Action … : […] |
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Action N: […] |
Project 1: […] |
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Project N: […] |
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Total Action N |
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Technical assistance |
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Other operations(3) |
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TOTAL |
0 |
0 |
0 % |
0 |
0 |
0 % |
0 |
0 |
0 % |
0 |
0 |
4.1. List of all pending recoveries at 30 June of the year N + 2 (N = year of this annual programme)
Member State: […] |
||||||
Fund: […] |
||||||
Situation at: [day/month/year] |
||||||
Reference |
Annual programme |
Project |
Total amount to be recovered |
EC contribution to be recovered |
Deduced from the related financial report (Y/N) |
Reasons for recovery |
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4.2. List of recovery orders
not
included in the financial reports of the previous annual programmes (if appropriate)
Member State: […] |
||||||
Fund: […] |
||||||
Situation at: [day/month/year] |
||||||
Reference |
Annual programme |
Project |
Total amount recovered |
EC contribution recovered |
Date of recovery |
Reasons for recovery |
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|
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5. REPORTING ON IRREGULARITIES
Notification of new irregularities(4)? |
No |
Yes (if Yes, fill in table 4) |
Member State: […] |
||||||||
Situation at: [day/month/year] |
||||||||
Fund: […] |
||||||||
Reference |
Annual programme |
Project |
Provision infringed |
Type of irregularity |
Date/source of first information |
Method of detection |
Possibility of fraud (Y/N) |
Amount concerned in EUR (Community contribution) |
|
|
|
|
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|
|
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|
|
|
|
|
|
Follow-up of previous irregularities? |
No |
Yes (if Yes, fill in table 5) |
Member State: […] |
||||||||||
Situation at: [day/month/year] |
||||||||||
Fund: […] |
||||||||||
Reference |
Annual programme |
Project |
Provision infringed |
Amount concerned (EC contrib. in EUR) |
Follow-up actions |
Recovery order (amounts in EUR ) |
Cancellation of EC contrib. |
|||
Issued |
Paid |
Default interest |
Waived |
|||||||
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6. ANNEXES
B. Request for payment of the balance/ Statement of reimbursement
EUR(5) |
+ |
[exact figure to two decimal places] |
EUR(6) |
– |
[exact figure to two decimal places] |
Authority responsible for receiving payments |
|
Bank |
|
Bank account No |
|
Account holder (if not the same as the authority responsible for receiving payments) |
|
ANNEX 6
MODEL AUDIT STRATEGY
1. THE AUDIT UNIVERSE
2. RISK ASSESSMENT
3. OBJECTIVES AND PRIORITIES
4. AUDIT APPROACH
5. AUDIT PLANS COVERING CALENDAR YEARS 2007 AND 2008
5.1. Year 2007(1)
Funds |
Authorities concerned |
Processes concerned |
Scope of the audit |
Mandays |
Planning |
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|
|
Funds |
Programme year |
Priority |
Project |
Final beneficiary |
Total eligible costs of the project |
Costs to be audited |
Mandays |
Planning |
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|
|
5.2. Year 2008
Annex(es) to the audit strategy(2): annual plans
3. AUDIT PLAN YEAR 20XX
ANNEX 7
MODEL REPORT BY THE AUDIT AUTHORITY
A. Annual audit report
1. GENERAL INFORMATION
Fund(s) |
Authorities concerned |
Processes concerned |
Scope of the audit |
Man-days |
Date of final report |
|
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|
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Fund(s) |
Project |
Final beneficiary |
Total eligible costs (a) |
Eligible costs audited (b) |
Financial correction (c) |
Error rate (d = c/b) |
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|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Total |
0 |
0 |
0 |
% |
||
Total annual programme |
(e) |
(f) |
Coverage rate: (= f/e) |
2. SYSTEMS AUDITS
3. AUDITS ON PROJECTS
4. FOLLOW-UP OF AUDIT ACTIVITY COVERED BY PREVIOUS REPORTS, IF APPROPRIATE
B. Opinion on the functioning of the management and control systems
1. INTRODUCTION
2. SCOPE OF THE EXAMINATION
3. OPINION
Either (unqualified opinion)
Or (qualified opinion)
Or (adverse opinion)
C. Validation of the payment request
1. INTRODUCTION
2. SCOPE OF THE EXAMINATION
3. OPINION
Either (unqualified opinion)
Or (qualified opinion)
Or (adverse opinion)
ANNEX 8
MODEL DECLARATION OF EXPENDITURE FOR THE SECOND PRE-FINANCING
EUR(1) |
|
[exact figure to two decimal places] |
ANNEX 9
MODEL DECLARATION OF EXPENDITURE FOR PAYMENT OF THE BALANCE
EUR(1) |
|
[exact figure to two decimal places] |
ANNEX 10
INSTRUCTIONS CONCERNING THE EMBLEM AND DEFINITION OF THE STANDARD COLOURS
Symbolic description
Heraldic description
Geometric description
Regulation colours
Four-colour process
Internet
Monochrome reproduction process
Reproduction on a coloured background
ANNEX 11
RULES ON THE ELIGIBILITY OF EXPENDITURE
EUROPEAN REFUGEE FUND
I. General principles
I.1. BASIC PRINCIPLES
I.2. BUDGET OF A PROJECT
Expenditure |
Income |
||||||||||||||
|
|
||||||||||||||
= Total eligible cost (TEC) |
= Total income |