Brochure. Including numerous practical examples and an interactive workshop
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1 Including numerous practical examples and an interactive workshop Advanced Seminar Financial Accounting of EU-Funded Projects Handling Different Kinds of Costs Reacting to Budget Changes Preparation for Audits 31 st August 1 st September 2015, Berlin Brochure With experts from: Managing Authority for England, Department for Communities and Local Government, United Kingdom Audit Authority, Ministry of Finance North Rhine-Westphalia, Germany European Programme Management Unit London, Greater London Authority, United Kingdom European & International Development, University of the Highlands and Islands, United Kingdom 1
2 ADVANCED SEMINAR Financial Accounting of EU-Funded Projects Errors in handling EU Funds finances can seriously jeopardize your project! EU-funded projects put high demands on project leaders and coordinators. Especially correct financial accounting of projects constitutes a great challenge. Beneficiaries have to follow strict and complex rules set up by the European Commission. The project needs to be correctly managed with respect to its financial accounting. If you as beneficiary do not fulfil your financial accounting obligations, both the European Commission and the designated national authorities can freeze your funding or even reclaim it completely. Therefore, protect yourself from repayment and prepare intensively for financial controls! A well structured financial management is crucial for the success of your EU-funded project Managers of EU-funded projects need to implement and comply with specific financial rules. As the reporting requirements are inflexible, a precise documentation plays a vital role, especially in case of controls. Moreover, concrete deadlines and specific eligibility rules need to be followed. Thus, a well structured financial management is crucial for the success of an EU-funded project. Who is this seminar for? Beneficiaries of European Structural and Investment Funds (ESI Funds) and in particular ERDF, ESF and CF implementing EU-funded projects Public and private institutions as well as organisations applying for EU Structural Funds Ministries administering EU Structural Funds Managing, Audit and Certifying Authorities for EU Structural Funds Intermediate Bodies and Implementing Bodies for EU Structural Funds Municipalities and local authorities Public and development banks Chambers of Commerce and Chambers of Crafts Special Offer: Send in your questions beforehand! To tailor the programme to your personal training needs, we encourage you to send in your particular questions beforehand. Please also indicate which topics are specifically important for you, even though they are not precisely covered by the programme. Specialised consultants and certified public accountants working with EU Structural Funds Please send your questions at least two weeks before the seminar to: coordination@euroacad.eu Our experts will integrate these issues into the seminar and provide recommendations. Helpful, well organised, worth to attend! Dimitrios Ontos, Project Manager, Monitoring, Verification and Audit Unit, European Return Fund, Ministry of Public Order and Citizen Protection, Greece 2
3 What will you learn at this seminar? What does the European Commission require from beneficiaries of EU Structural Funds regarding the financial accounting of EU-funded projects? What are the beneficiary s duties regarding financial accounting and which relevant forms and declarations do I have to be familiar with? How can I manage my bookkeeping correctly? How to differentiate variable costs, fixed costs, direct costs and indirect costs Which costs are eligible and how do I cope with disallowance of costs? What do I have to be aware of when using flatrates to simplify accountancy? What are particular requirements for financial accounting of personnel costs? What needs to be done if a budget change occurs during project implementation? How do I assure a smooth cooperation between administrative staff and those implementing the project in practice? Your benefits Protect your budget Prevent repayments Benefit from a hands-on and practical seminar approach with case studies, practical examples as well as numerous recommendations for your daily work Be proactive Prepare yourself for on-the-spot checks and financial audits Participate in an interactive workshop with group work and take advantage of the possibility to directly apply your newly acquired knowledge Discuss your individual questions with our experts from different authorities Exchange experiences with other beneficiaries and peers from all across Europe How can I prepare for administrative checks and verifications, on-the-spot checks as well as financial audits from the Audit Authority in the best way? Optional Masterclass seminar for the Masterclass Management in EU Funds This Seminar is also an Optional Masterclass seminar for the Masterclass Management in EU Funds For further Information, please click here. 3
4 PROGRAMME DAY 1 Financial Accounting of EU-Funded Projects Registration and Handout of Seminar Documents Opening Remarks from the European Academy for Taxes, Economics & Law Welcome Note from the Chair and Round of Introductions Amarjit S. Narain, Member of ERDF Managing Authority for England, Department for Communities and Local Government, United Kingdom Meeting the Financial Management and Accounting Requirements Understanding the EU funding framework Meeting the EC requirements for an effective management and control system Accounting for EU-Funds What are beneficiaries responsibilities regarding financial management and accounting? Cost classifications and how they affect budgets - Direct costs - Indirect costs - Fixed costs - Variable costs - Income Meeting the N+2/N+3 spending targets Minimising the risk of irregularities Planning for closure of programmes What are the changes in the Programme? Amarjit S. Narain, Member of ERDF Managing Authority for England, Department for Communities and Local Government, United Kingdom Coffee Break and Networking Opportunity How to Handle the Accounting of Personnel Costs What are the key accounting principles for personnel costs? Who should be included in personnel costs? What makes up personnel costs? What supporting information is needed to claim costs? How to record time spent on project activities What are the methods for calculating part-time staff costs? Practical examples to illustrate the methods What are the rules for contribution in-kind of voluntary labour? Common mistakes that can lead to irregularities Amarjit S. Narain, Member of ERDF Managing Authority for England, Department for Communities and Local Government, United Kingdom AMARJIT S. NARAIN Member of ERDF Managing Authority for England, Department for Communities and Local Government, United Kingdom Amarjit S. Narain has been working on the management of ERDF programme since He played a key role in setting up the management and control systems and getting them approved by the European Commission. Currently, he is also responsible for the confirmation of first level controllers for INTERREG programmes and the conduction of quality assurance checks of first level controllers work on three programmes. Before joining the ERDF management, he worked on managing public finances and on delivering major regeneration and housing projects by the Central Government in partnership with local governments. The Seminar was very well structured, I got answers to all of my questions regarding financial accounting of EU funded projects and especially regarding public procurement rules! Tatyana Bratoeva, Senior Expert, Monitoring Unit, Ministry of Environment and Water, Bulgaria Useful and focused on practical issues! It brought me what I expected!
5 Managing Changes in Operational Programmes and Projects What are the provisions in the EC regulations to make changes to operational programmes? What Member States have to do What documentation is needed to request changes and how to do it What factors can influence and have an impact on the implementation of projects? What kind of changes can projects expect? What should beneficiaries do if their projects need changes? What are the financial implications for beneficiaries? Amarjit S. Narain, Member of ERDF Managing Authority for England, Department for Communities and Local Government, United Kingdom Lunch Break and Networking Opportunity Administrative Checks and Verifications The process for administration and verification checks Has the beneficiary set up satisfactory systems and processes for monitoring the project? What checks are carried out before a claim is paid? On-the-spot checks What is the purpose and what happens after the visit? Irregularities and corrections identified from administrative checks What documentation is the project expected to retain Common mistakes Linda Stewart, Director of European & International Development, University of the Highlands and Islands (UHI), United Kingdom Coffee Break and Networking Opportunity Practical Recommendations for On-the-Spot Checks Who carries out on-the-spot verification checks? What checks are carried out under Article 125 (5) of EU Regulation 1303/2013 and other related checks? How should a beneficiary prepare for these checks and what are the differences between them? How should a beneficiary prepare for other possible on-the-spot checks? What documentation should a beneficiary retain once the report is closed? Changes to the project as a result of on-the-spot checks Common mistakes Linda Stewart, Director of European & International Development, University of the Highlands and Islands (UHI), United Kingdom LINDA STEWART Director of European & International Development, University of the Highlands and Islands (UHI), United Kingdom Linda Stewart is Director of European & International Development at the University of the Highlands & Islands (UHI). She has recently been in charge of a region-wide project analysing lessons learned from the programmes and how they may be applied to new undertakings, including some detailed work on the use of unit costing methodologies. Her current role at UHI covers the broader spectrum of EU programmes and funding, particularly INTERREG, Horizon 2020 and Erasmus. She served on the Board of the Highlands & Islands Partnership Programme (Programme Management Executive for the region, until this function was taken under the control of the Managing Authority) for six years, latterly as Chair. She has been involved in the development of the previous two structural Funds programmes and is currently heavily engaged in planning for Scotland s new ESI programmes for With other regional partners in the Highlands & Islands European Partnership and at national level through various Scottish Government Working Groups. She took on the role of developing an EU dimension for the fledgling university in 2000 and since then has been instrumental in levering in over 100m in ERDF and ESF grant funding in support of infrastructure (estates and IT), research capacity, curriculum development and wider access initiatives, working with regional stakeholders to create a new higher education model suited to a large, dispersed and rural area End of Day One I think there is no alternative to this seminar in the field of financial accounting for EU funded projects. 5
6 PROGRAMME DAY 2 Financial Accounting of EU-Funded Projects Welcome Note from the Chair Patrick Wamper, Head of the Audit Authority for ERDF, Ministry of Finance North Rhine-Westphalia, Germany The Audit of Financial Accounting The Audit Authority s Role Relation of Audit Authority, Managing Authority and beneficiary How the Audit Authority is auditing beneficiaries and EU-funded projects - Role of the Audit Authority - On-the-spot audits of operations What does the Audit Authority expect from beneficiaries? Common mistakes of beneficiaries Patrick Wamper, Head of the Audit Authority for ERDF, Ministry of Finance North Rhine-Westphalia, Germany Coffee Break and Networking Opportunity What Are Common Mistakes Regarding Eligibility of Expenditures? EU eligibility rules and connection to national eligibility rules How to avoid ineligible costs already from the beginning and in the design of your project How to cope with ineligible costs and disallowance of costs Practical examples of eligible and ineligible costs Patrick Wamper, Head of the Audit Authority for ERDF, Ministry of Finance North Rhine-Westphalia, Germany Including practical examples PATRICK WAMPER Head of the Audit Authority for ERDF in North Rhine- Westphalia, Ministry of Finance North Rhine-Westphalia, Germany Since 2006, Patrick Wamper has been the Head of the Audit Authority for ERDF in the Federal State of North Rhine-Westphalia in Germany. From 2004 to 2006, he acted as Deputy Head of the Independent Body for ERDF and ESF in the same Federal State. Furthermore, Patrick Wamper works as a lecturer at the State Academy for Advanced Training and has participated in twinning missions to strengthen local public financial control in Poland, Romania, Bulgaria, Montenegro and Azerbaijan. Workshop How to Prepare for Financial Audits This workshop prepares participants for financial audits by allowing them to understand an auditor s perspective. After an introduction to how to prepare for financial audits in practice, each participant plays the role of an auditor during a role play. Introduction to the Workshop How to prepare for financial audits in the best way Key aspects you need to be aware of Requirements of the Audit Authority regarding accounting, bookkeeping and verification Which documents and records should I hold ready? Analysis of practical examples Group Work: Preparation of a checklist for auditing indirect costs according to Art. 68 of Reg. (EU) no. 1303/2013 Group Work: Performing audit work on a fictive case of indirect costs Exchange of Experiences Again, the European Academy offers solutions and innovative seminars for all challenges experts face in their work with European funded projects. Patrick Wamper, Head of the Audit Authority for ERDF, Ministry of Finance North Rhine-Westphalia, Germany 6
7 Lunch Break and Networking Opportunity What Do You Have to be Aware of Regarding EU Public Procurement Rules as a Beneficiary? Basic requirements Necessary documentation Most common issues in procurement audits How to prepare for procurement audits Problems and possible consequences and sanctions Patricia Muotto, Programme Manager, European Programme Management Unit, London, Greater London Authority, United Kingdom Coffee Break and Networking Opportunity Specific Financial Accounting Challenges of Projects Funded by the ERDF and Cohesion Fund Scope for applying simplified costs options Financial monitoring of infrastructure projects Special requirements of Major Projects Dealing with State aid issues Dealing with revenue generation aspect of a project Meeting the requirements of additionality Keeping the focus on delivering good value for money Meeting the requirement of sustainability Demonstrating a positive contribution towards equality or opportunity Specific requirements of Financial Engineering Instruments Lessons learned from previous programmes Amarjit S. Narain, Member of ERDF Managing Authority for England, Department for Communities and Local Government, United Kingdom PATRICIA MUOTTO Programme Manager, European Programme Management Unit, London, Greater London Authority, United Kingdom Patricia Muotto has been working on the management of ERDF programme since 2007 monitoring business support and capital projects on behalf of the Mayor of London. Previously she worked for local authorities and the Regional London Development Agency in London developing and submitting major successful funding applications for the UK regional European Regional Development Funds. She has also helped to promote and manage INTERREG and URBAN transnational projects as the Greater London Authority is a managing authority for London. Currently monitoring a portfolio of ERDF projects in London which includes processing claims she is responsible for verifying evidence and advising on management systems. She has extensive experience of regeneration project management and working in partnership with central and local governments Final and Review of the Seminar End of Seminar and Handout of Certificates 7
8 ORGANISATIONAL MATTERS Financial Accounting of EU-Funded Projects Date of Event 31 st August 1 st September 2015, Berlin Booking Number S-1036 MC Event Language The event language will be English. Event Price 1.389,- Euro excl. German VAT (19%) The above price covers the following: Admission to the seminar Hand-out documents Seminar certificate, if seminar fully attended Soft drinks and coffee/tea on both event days Lunch on both event days Upon request you can receive a digital version of the seminar documents after the event for 60,- Euro excl. German VAT (19%) in addition to the seminar. BOOKING booking@euroacad.eu Fax: +49 (0) Phone: +49 (0) For online booking please visit our website: Contact European Academy for Taxes, Economics & Law at Potsdamer Platz, Entrance Leipziger Platz 9, Berlin, Germany Phone: +49 (0) Fax: +49 (0) info@euroacad.eu Internet: Your contact persons for the programme: Regina Lüning, M. Sc. econ. Head of Marketing and Sales Phone: +49 (0) Fax: +49 (0) regina.luening@euroacad.eu Carl von Duhn Conference Manager Phone: +49 (0) Fax: +49 (0) Carl.vonDuhn@euroacad.eu (Programme is subject to alterations) Event Location Arcotel John F Werderscher Markt Berlin, Germany Phone: +49 (0) Fax: +49 (0) reservation.johnf@arcotelhotels.com Internet: Please contact the hotel directly and refer to the European Academy for Taxes, Economics & Law if you wish to benefit from a limited room availability-contingent. Of course you can always look for an alternative hotel accommodation. 8
9 BOOKING Fax: +49 (0) Phone: +49 (0) For online booking please visit our website: European Academy for Taxes, Economics & Law at Potsdamer Platz Entrance: Leipziger Platz Berlin / Germany BOOKING BOOKING NUMBER: S-1036 MC (DM) 31 st AUGUST 1 st SEPTEMBER 2015, BERLIN Herewith we register the following persons for the Advanced Seminar: Financial Accounting of EU-Funded Projects. Delegate 1 Ms. Mr. First name Last name Your organisation Department Unit Job position Street Postcode / City Country Delegate 2 Ms. Mr. First name Last name Your organisation Department Unit Job position Street Postcode / City Country Delegate 3 Ms. Mr. First name Last name Your organisation Department Unit Job position Street Postcode / City Country Phone Fax Phone Fax Phone Fax I hereby order the digital version of the seminar documents (fee required) in addition to the seminar. I hereby order the digital version of the seminar documents (fee required) in addition to the seminar. I hereby order the digital version of the seminar documents (fee required) in addition to the seminar. Invoice Organisation First name Your Organisation Department Unit Job Position Ms. Mr. Last name Street Postcode / City Country Phone Fax 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 In case of registration of more than one delegate do you prefer: single invoice? collective invoice? NOTE Only Valid with Signature and Stamp. Place, Date Authorised Signature and Stamp European Academy for Taxes, Economics & Law Brauner Klingenberg GmbH Leipziger Platz Berlin Phone +49 (0) Fax +49 (0)
10 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. 10
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