Preparing for Closure of the Operational Programmes New Guidelines Procedures Lessons Learned

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1 European Seminar Preparing for Closure of the Operational Programmes New Guidelines Procedures Lessons Learned 28 th 29 th January 2013, Berlin Brochure With Experts from: DG Employment, Social Affairs and Inclusion, European Commission Department for Communities and Local Government, United Kingdom Directorate General for Audit of European Funds, Hungary 1

2 EUROPEAN SEMINAR Preparing for Closure of the Operational Programmes New Guidelines Procedures Lessons Learned Closure involves long-term inter-institutional planning and large capacities The end of the current programming period is approaching and authorities have to begin to plan the closure of the current Operational Programmes according to the new Commission s guidelines. Yet, the experiences from previous programming periods show that this is a very complicated and long-term process that often causes enormous delays and risks. The closure procedure will strongly involve managing, certifying and audit authorities that need to collaborate very closely with each other. They have to clarify their actions in detail and plan proper capacities and human resources for their inputs. The better they prepare their actions at this point, the smoother the closure process will be conducted. Improper handling of closure can cause immense risks The closure of Operational Programmes requires i.a. the preparation of a high-quality final implementation report, the submission of a reliable closure declaration and the application for payment of the final balance. Failure to send any of these documents required by the regulations for the payment of the final balance shall result in its decommitment. Therefore, the national bodies need to make sure to minimise their liability and reduce potential risks regarding these final actions. Who is this seminar for? Directors, Head of Units, Programme Officers, Managers and other professionals involved in preparation and carrying out the closure procedure of the Operational Programmes, especially from: Managing Authorities Certifying Authorities Audit Authorities Intermediate Bodies Other Public Bodies and Institutions involved in the management and control of EU Funds As well as for: Consultancies specialised in EU funding Private companies cooperating with public institutions Learn at this seminar about the new Commission s guidelines on closure for the current programming period and how to best cope in practice with your responsibilities regarding the closure of Operational Programmes. Make sure that your capacities are well planned so that the closure of the programming period does not hinder your work on the next programming period. 2

3 What will you learn at this seminar? How to plan the main tasks for managing, certifying and audit authorities for closure of the present programming period ? How to ensure a successful collaboration between all involved authorities? Which are the essential elements of a successful closure pack? How to plan the capacities of your institution for closure? Which mistakes can be avoided from the last programming periods? How to prepare the final implementation report and closure declaration? What are the conditions for the payment of the final balance? What are your responsibilities after closure? How to prepare best for the next programming period? What are the most common weaknesses of the final documentation? How to ensure effective management of unfinished and non-operational projects? Your benefits Become familiar with the new EU requirements for closing the Operational Programmes Prepare for the closure and learn about your tasks in the closure procedure Increase the efficiency of your work by good planning of your tasks in advance Learn how to involve all stakeholders and prepare good final implementation report and closure declaration Secure positive opinion of the Commission on the closure declaration and avoid negative balance and the risk of reimbursements Discuss your problems and questions with our experts from the European Commission and Member States and compare your experience with other participants Network with colleagues from all across Europe and exchange know-how 3

4 PROGRAMME DAY 1 Preparing for Closure of the Operational Programmes New Guidelines Procedures Lessons Learned Registration and Handout of Seminar Material Opening Remarks from the European Academy for Taxes, Economics & Law Welcome Note from the Chair, Round of Introductions and Discussion on Objectives of the Seminar Franz-Peter Veits, Programme Manager for EU Policies and Team Leader Closure ESF Programmes, DG Employment, Social Affairs and Inclusion, European Commission How to Get There: Old Money, New Goals Main tasks for Managing Authorities, Paying Authorities and Winding-up Bodies New Guidelines on Closure of Assistance Modification of Commission decisions for major projects Franz-Peter Veits, Programme Manager for EU Policies and Team Leader Closure ESF Programmes, DG Employment, Social Affairs and Inclusion, European Commission Coffee Break and Networking Opportunity Interactive Session FRANZ-PETER VEITS Programme Manager for EU Policies and Team Leader Closure ESF Programmes, DG Employment, Social Affairs and Inclusion, European Commission Franz-Peter Veits has been working for the European Commission and for the European Social Fund since Before joining the Commission, he worked as lawyer at UNESCO s Inspectorate General and passed the professional examinations as tax adviser and certified chartered accountant in Germany and worked also in this field. Franz-Peter Veits worked in the ESF audit unit and is now responsible for the Geographical Unit for the ESF in Germany, Austria and Slovenia. He is specialist for the relationship with the Anti-Fraud-Office OLAF, the irregularities declared in the OLAF database AFIS, for audit follow-up (Commission and European Court of Auditors) and questions of eligibility. As senior officer he coordinates various issues within the unit and gives training and advice General Principles for Closure and the New Guidelines: Examination of Changes to the Regulation and COCOF Guidance Interpretation and application Practical case study examples Issues identified Franz-Peter Veits, Programme Manager for EU Policies and Team Leader Closure ESF Programmes, DG Employment, Social Affairs and Inclusion, European Commission Lunch Break and Networking Opportunity 4

5 How To Plan for Closure of Operational Programmes Initial consideration of issues Closure planning structure (MA, CA and AA) Member State closure guidance Timeline and resources Andrew Luff, Structural Funds Expert Adviser and former Head of European Structural Fund Programmes, East of England Development Agency (EEDA), United Kingdom Practical Workshop Barriers for Successful Programme Closure: How Plan for Closure and Manage the Closure of Projects Practical Issues Part 1: Presentation of the Workshop Part 2: Work in Groups Part 3: Presentation of Group Results Technical and methodological preparation Treatment of errors and irregularities Recommendations to correct the weaknesses Clear definition of responsibilities Guidelines (sample checks, management verifications, paying authorities, closure) Coordination with Audit Authorities Final follow-up of all outstanding issues ANDREW LUFF Structural Fund Expert Adviser, United Kingdom Andrew Luff has over ten years of experience in managing European Structural Funds programmes starting with management of the closure of the East of England Structural Fund programmes for the period He was then appointed Head of European Regional Development Fund (ERDF) programmes for the East of England managing the East of England ERDF Objective 2 programme from 2001 to 2007 as well as the Peterborough URBANII and the LEADER+ Community Initiative programmes in the region. In October 2007 Andrew Luff was appointed as EEDA s Head of European Structural Fund programmes and had responsibility for the delivery of the region s ERDF Competitiveness Programme for the period and the delivery of EEDA s European Social Fund (ESF) Co-Financing Plan. He has also worked with the England ERDF Managing Authority (Department for Communities and Local Government) on the transition of programme management arrangements following the UK Government s decision to abolish Regional Development Agencies. Recently, he has been working to support two of the region s universities developing ERDF projects and longer term EU funding strategies. There will be a Coffee Break during the workshop Andrew Luff, Structural Funds Expert Adviser and former Head of European Structural Fund Programmes, East of England Development Agency (EEDA), United Kingdom Final End of Day One 5

6 PROGRAMME DAY 2 Preparing for Closure of the Operational Programmes Welcome Note and Brief Review of Day 1 Barry North, Head of Compliance, ERDF Closure Division, Department for Communities and Local Government, United Kingdom Submission and Content of Closure Documents Deadline for submission of closure documents Changing documents after the deadline for their submission Availability of documents State aid and eligibility of expenditure Barry North, Head of Compliance, ERDF Closure Division, Department for Communities and Local Government, United Kingdom Coffee Break and Networking Opportunity How to Prepare Certified Statement of Final Expenditure and the Final Payment Application Financial calculation at closure Unfinished or suspended projects Reconciling negative adjustments Lessons learned from the last closure Marianna Miklós-Molnár, Director of Strategy and Methodology, Directorate General for Audit of European Funds, Hungary How to Prepare a Winding-Up Declaration Regulatory and methodological framework Objectives and performed tasks Results of the audits Lessons learnt Marianna Miklós-Molnár, Director of Strategy and Methodology, Directorate General for Audit of European Funds, Hungary Lunch Break and Networking Opportunity Rules and Obligations after Closure Legal basis Lessons learned from the last closure Do s and don ts Best practices Barry North, Head of Compliance, ERDF Closure Division, Department for Communities and Local Government, United Kingdom MARIANNA MIKLÓS- MOLNÁR Director of Strategy and Methodology, Directorate General for Audit of European Funds, Hungary Marianna Miklós-Molnár has been working at the Hungarian Audit Authority since Hungary started receiving funding from the European Union. During this period as auditor she has been involved in sample and system audits and risk analyses related to ERDF, ESF and CF funding. Since 2008 Marianna Miklós- Molnár has been involved in strategy development, sampling, planning and reporting activities. In 2010 she was appointed Director of Strategy and Methodology. Her responsibilities include managing the tasks related to the closure of the previous programming period How to Prepare for the Next Programming Period Bad examples from the past Most common weaknesses of the final documentation Effective management of unfinished and non-operational projects Franz-Peter Veits, Programme Manager for EU Policies and Team Leader Closure ESF Programmes, DG Employment, Social Affairs and Inclusion, European Commission End of Seminar and Handout of Certificates BARRY NORTH Head of Compliance, ERDF Closure Division, Department for Communities and Local Government, United Kingdom Barry North is responsible for ensuring the successful closure of all ERDF programmes in England. He has 35 years of experience in risk management within the private and government sectors. He was appointed Assistant Director for ERDF Closure for all the English Regions in Prior to that appointment, he was Head of ERDF & ESF Programmes for the East Midlands of the UK for 4 years. This followed appointments analysing and managing risk in the criminal justice system and North Sea oil industry. Case Study

7 ORGANISATIONAL MATTERS Preparing for Closure of the Operational Programmes BOOKING Date of Event Fax: +49 (0) th 29 th January 2013, Berlin Phone: +49 (0) Booking Number S-490 For online booking please visit our website: Event Language The event language will be English. Event Price 1289,- Euro, excl. German VAT (19%) The above price covers the following: Admission to the seminar Hand-out documents Seminar certificate, if fully attended Soft drinks and coffee/tea on both event days Lunch on both event days Booking Modalities It is recommended to book soon as seats are limited. For organisational matters, we kindly ask you to complete the booking form in capital letters. Contact European Academy for Taxes, Economics & Law Hausvogteiplatz 13, Berlin, Germany Phone: +49 (0) Fax: +49 (0) Internet: Your contact persons for the programme: Regina Lüning, M. Sc. econ. Head of Marketing and Sales Phone: +49 (0) Fax: +49 (0) Magdalena Hawrysz, M.A. Conference Manager Phone: +49 (0) Fax: +49 (0) (Programme is subject to alterations) Event Location Berlin Marriott Hotel Inge-Beisheim-Platz Berlin Phone: +49 (0) Internet: Please contact the hotel directly and refer to the European Academy for Taxes, Economics & Law in order to benefit from a limited room contingent at a special price. Please book as soon as possible. Of course you can always look for an alternative hotel accommodation. 7

8 NOTE Please note, you can register as many delegates as you wish (except, the seminar is fully booked). You only need to copy this formular for as many persons you wish. European Academy for Taxes, Economics & Law Brauner Klingenberg GmbH Hausvogteiplatz Berlin / Germany Phone.: +49 (0) Fax: +49 (0) BOOKING BOOKING NUMBER: S-490 (PR) 28 th 29 th JANUARY 2013, BERLIN Herewith we register the following persons for the Seminar: Preparing for Closure of the Operational Programmes Delegate 1 Ms. Mr. First name Last name Department Job position Your organisation Street Postcode / City Country Phone Fax Delegate 2 Ms. Mr. First name Last name Department Job position Your organisation Street Postcode / City Country Delegate 3 Ms. Mr. First name Last name Department Job position Your organisation Street Postcode / City Country Phone Fax Phone Fax Invoice organisation To the attention of Street Postcode / City Country Phone Fax In case of registration of more than one delegate - do you prefer: single invoice? collective invoice? With my signature I confirm my registration and accept the General Terms and Conditions as legally binding. I herewith agree to receive further information from the European Academy for Taxes, Economics & Law NOTE Only Valid with Signature and Stamp. 8 Place, Date Authorised Signature and Stamp

9 Terms & Conditions for Conferences, Seminars and other Training Courses 1. Area of Application The following terms and conditions settle the contractual relationship between conference participants and the European Academy for Taxes, Economics & Law Brauner Klingenberg GmbH [referred to as European Academy for Taxes, Economics & Law in the following]. Differing terms and conditions, as well as, other settlements and/or regulations have no validity. 2. Registration / Confirmation of Application A registration can be made via internet, mail, fax, or . The registration is considered granted and legally binding if not rejected by the European Academy for Taxes, Economics & Law in writing within seven (7) days after receipt of registration. The registration will be supplemented by a booking confirmation via . Partial bookings are only valid for seminars designed in modules. 3. Service The course fee covers the fee per participant and course in net, subject to current German VAT. It includes training course documents as per course description, a lunch meal/ snack and refreshments during breaks, as well as, a participation certificate. The European Academy for Taxes, Economics & Law has the right to change speakers/instructors and to modify the course program if and where necessary while maintaining the overall nature of the course. All registered participants will be notified in case of a course cancellation due to force majeure, due to speakers preventions, due to troubles at the chosen location or due to a low registration rate. Course cancellation notification due to a low registration rate is issued no later than two (2) weeks before the course date. Course fees are reimbursed in the cases listed above; however, reimbursement for travel expenses or work absenteeism is only granted in cases of intention or gross negligence by the European Academy for Taxes, Economics & Law. Any reimbursement of travel expenses are to be considered as an exceptional goodwill gesture and form no future general obligation. In case of disturbances and/or interruptions, the European Academy for Taxes, Economics & Law commits itself to solve or limit any problems that might occur in order to maintain and continue the course as planned. 4. Payment Date and Payment, Default of Payment Payment of the course fee is payable immediately upon receipt of invoice. Where payment is not received or lacking clear assignment to a participant prior to commencement of the course, the European Academy for Taxes, Economics & Law may refuse the relevant participant s participation in that course. The course fee, however, is still due immediately and can be claimed as part of a dunning procedure or legal action. In accordance with BGB 247 (1), in case of default of payment within the stipulated time period, default interest on arrears of at least 5% above the ECB base rate is due and payable. The European Academy for Taxes, Economics & Law can claim higher damage for delay if and where proven. Equally, the participant may prove that a damage has not occurred or has had less effect than estimated by the European Academy for Taxes, Economics & Law. Payment shall be made by cashless bank transfer; cash or cheques will not be accepted. The European Academy for Taxes, Economics & Law is not liable for any loss of means of payment. The participant may only offset such claims against the European Academy for Taxes, Economics & Law s as are undisputed, legally recognized or recognized in writing by the European Academy for Taxes, Economics & Law. The right of retention is only acceptable in accordance with a counterclaim based on the same contract. 5. Cancellation Cancellations need to be issued in writing. Cancellation by the participant will be subject to cancellation charges as follows: 30 days or more prior to commencement of the course: service charge of 80,00 net, subject to current German VAT, payable immediately, course fee will be reimbursed, two (2) weeks to 30 days prior to commencement of the course: 50% of course fee net, subject to current German VAT, payable immediately, non-attendance or cancellation less than two (2) weeks prior to commencement of the course: 100% of course fee net, subject to current Germany VAT, payable immediately The European Academy for Taxes, Economics & Law gladly accepts without additional costs a substitute participant nominated in case of a cancellation if the substitute participant is registered at least three (3) days prior to the commencement of the course. Neither cancellation of a specific module/part of the course or substitution per module/per day is possible. 6. Copyright Seminar/course documents are protected by property rights and may not be duplicated, processed, amended, circulated or published in any other way without the written consent of the European Academy for Taxes, Economics & Law. The European Academy for Taxes, Economics & Law reserves all rights. 7. Liability All seminars and courses are prepared and presented by qualified speakers and instructors. The European Academy for Taxes, Economics & Law accepts no liability for the upto-dateness, correctness and completeness of the seminar documentation, as well as, presentation of the seminar. 8. Applicable Law, Place of Jurisdiction, Place of Performance All cases shall be governed and construed in accordance with German law to the exclusion of the UN Sales Convention. As far as legally admissible, place of performance and place of exclusive jurisdiction shall be Berlin, Germany. 9. Data Protection The European Academy for Taxes, Economics & Law protects personal data by taking appropriate protection measures. For the purpose of optimization of the product and service portfolio and according to the regulations of the data privacy laws, it stores and processes person-specific data on the training participants. Hence, all European Academy for Taxes, Economics & Law website hits are registered. All personal data will, in accordance with the law, be used for documentation requests, placed orders or other enquiries in order to send information out by post. The European Academy for Taxes, Economics & Law will, in accordance with the law, inform participants by about special offers that resemble previously booked seminars. If and where personal data needs to be transferred to countries lacking appropriate data protection schemes, the European Academy for Taxes, Economics & Law shall grant alternative adequate protection. Furthermore, the European Academy for Taxes, Economics & Law will use personal data as far as participants have granted respective permission. When collecting personal data, the European Academy for Taxes, Economics & Law will always ask for permission regarding information about offers. The participant may, at any time, express their objection to data collection for the purpose of advertisement or address via or fax. Any data provided to the European Academy for Taxes, Economics & Law will be processed for reservations and bookings, as well as, for information about other seminars. Names and company names will be published in a participants list and forwarded to the mailing company. 9

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