ipa adriatic cross-border cooperation programme 2007-2013 · 2007-2013 guidelines for the use of...

The Programme is co-funded by the European Union, Instrument for Pre-Accession Assistance (IPA)

IPA Adriatic Cross-Border Cooperation Programme

2007-2013

Guidelines for the use of the Programme

Management and Information System - M.I.S. (Instruction on how to submit Progress Reports and Applications for

Reimbursement)

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Joint Technical Secretariat


Table of contents

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1. General information on the Programme Management and Information System – M.I.S.

2. How to login

3. Project data and monitoring

4. Expenditure reporting procedure

5. Progress report Financial Report

Activity report

Closure of the PR

6. Declaration on Validation of Expenditures – DVE

7. Application for Reimbursement – AR


General information on the M.I.S. (1)

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The Management and Information System of the IPA

Adriatic CBC Programme is a multi-user system

based on a web technology that allows the users to

have access to it from wherever they are, using a

Personal Computer/laptop with an Internet

connection and a browser.

The M.I.S. is then the Programme system allowing

the recording and keeping of the accounting data as

well as the financial management, control, checks,

audit and evaluation of each Project approved within

the framework of the Programme.

The macro functions provided by the M.I.S. comprise

the registry management of the projects and of the

involved Final Beneficiaries, the administrative work-

flow and the budget management as well as the

expenditure reporting.



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User profiles (actors) and main activities

Lead Beneficiary (LB): general monitoring of the whole project and of the total project budget, reporting

of activities (submission of Progress Reports and Application for Reimbursement)

Final Beneficiary (FB): management of own project budget and reporting of activities (submission of

Progress Reports)

First Level Control Offices (FLCO): management of the verification process and expenditures

validation (issues of the Declaration on Validation of Expenditures)

Audit Authority (AA): management of the checks carried out by the AA

Certification Authority (CA): management of the certifying activities carried out by the CA

Managing Authority (MA)/ Joint Technical Secretariat (JTS): management of the activity carried out

by the MA



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System requirements

PC/Notebook/Netbook with connection to the Internet

Scanner A4

Screen with a 1280x1024 resolution or 1280x800

Browser:

Mozilla Firefox version 3.5.x and above or

Google Chrome 11.0.x and above or Internet Explorer 8 and above or

Cookies enabled browser

On-screen text size: users should not use the font scaling option that is available with

some browsers to enlarge the font size when viewing ‘A forms', as this may lead to

corrupted view of the forms.

.pdf file format reader (as Adobe Reader http://www.adobe.com)


How to log in (1)

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Go to

www.adriaticipacbc.org

Click on Reserved

Area

You can access to the M.I.S. through a link available on the web site of the

Programme (www.adriaticipacbc.org – https://sso.adriaticipacbc.org/gestionale).

https://sso.adriaticipacbc.eu/gestionale

C:/Users/utente/AppData/Local/Temp/www.adriaticipacbc.org

C:/Users/utente/AppData/Local/Temp/www.adriaticipacbc.org

https://sso.adriaticipacbc.org/gestionale


How to log in (2)

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Enter your username and password.

Then click on “Login”.

It is necessary to enter the USER ACCOUNT (user name and password) that each

user will receive by MA.

A session lasts

for 15-20 min.

Be careful: do

not leave your

computer

unattended

while logged in!


How to log in (3) - Change Password

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2) Click here

1) Once logged in, click on

“My account”

3) Insert the new

password 4) Click here to save

changes


How to log in (3) – Select one project

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The first thing you have to

do is select a project

The FB/LB can see in the M.I.S. all the projects in which it is involved both as FB

and as LB, with a set of summary information, and has then to select the project for

which it is going to make any operation by clicking on “select”


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Project data

Projects are

presented in the way

they appear in the

Application Form:

project details,

Beneficiaries, WP and

budget, which can be

easily consulted.

Once a project is selected, the FB/LB will be displayed by a screen with the project

details and with a set of tables up on the left that show the sections where the FB/LB

can operate


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Project monitoring (1)

From the same page, every FB, acceding to the “Expenditures statistic” section,

can monitor the reported expenditures and the related eligible and refundable

amounts for the whole project implementation.


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LB may choose to view “Expenditures statistic” of the whole project or of a single FB.

1) Click on “select

beneficiary”

2) Select a

beneficiary or All

Beneficiaries


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1) Budget of the

beneficiary “lucaa”

2) Amounts of reported

expenditure per budget

line and per WP for

beneficiary “lucaa”


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El. amount 9.230

< than reported

amount 11.730

due to not

admissible

expenditure (2.500)

Ref. Amount 8.000

< than eligible

9.230 due to over

budget (1.230)

There are no

sufficient

resources to cover

eligible

expenditure

WP0/travel-> +430

Please note that the “refundable amounts” table highlights the possible project’s changes that should be required to the MA in order to have all the eligible amounts also refundable.

4) Refundable amounts on the basis of the

funds available (not in over budget)

3) Eligible amounts according to

issued DVE

WP1/overh-> +800


Expenditure reporting procedure

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1 – Each Final Beneficiary enters activities and expenditures on the M.I.S. 2 – FLCO of each Final Beneficiary (FB):

validate the eligible expenditures, generate a Declaration on Validation of Expenditure (DVE) for each FB.

3 - The Lead Beneficiary (LB) gathers all the DVEs and produces an Application for

Reimbursement (AR).

4 – Submission to the Managing Authority of the AR.


Financial Report (FR) and Activity Report (AR).

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A detailed list of

expenditures reported that

FB wishes to be

reimbursed.

A narrative description of

activities carried out and

resulting in expenditures

incurred.

A Progress Report (PR) consists of:

Progress Report (1)

Every time a Final Beneficiary wishes to report an expenditure, it has to enter

a Progress Report into the MIS.


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Progress Report (2)

For entering a Progress Report you must click on “Progress Reports”, then a screen

will be displayed with:

1. the progress reports already closed/submitted ( in the column “Closed”);

2. the progress reports opened/work-in-progress ( in the column “Closed”),

3. all information related to the submitted progress reports:

“starting/ending date” (the earliest/most recent date of payment contained in the PR)

“last one” (which indicates if it is the last Progress Report of the FB in that project)

“DVE” (which indicates if it is the closed Progress Report has been certified by the competent

FLCO)

“Report” (which indicates if the closed Progress Report has been subject to any check by the

MA, CA or AA)

“Closure date” (date of submission of the PR).

In general, it is possible to select a closed progress report to display what

previously reported or an opened progress report to continue on entering

other expenditure.

To enter a new Progress Report the click on “Insert a new progress report”.

See images in the following slides


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Work-in-progress PR

PR previously reported

1) Click on “Progress reports”

PRIC Progress Report Identification Code

project code

call reference project number Beneficiary no. in the

Application Form progress report consecutive number

B2 / 0041 / LB / 3


When you log in for the first time and before you enter your first progress

report, you will see the following message:

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Every time you want to start entering the expenditure

data, click on “Insert a new progress report”

Progress Report (3)


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In the “Progress Report” page, Lead Beneficiaries will see also the Progress

Reports of the Final Beneficiaries involved in the project

Progress Report (4)


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Amount of the supporting

document to be charged

to project

Fiscal code,

supplier’s VAT

code ..

Total amount of

the supporting

document

Don’t forget to click on “Save”

once you complete all fields

Supporting

document code

Enter the type of

payment (bank

transfer, credit card

payment, etc)

Each expenditure must be linked to a

WP and to a budget line

Financial Report : how to enter expenditure data (1)

This field is not compulsory: use it to give additional

information for FLCO.

NB: all the fields must

be filled in


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Supporting document of expenditure

Supporting

document of

receipt Beneficiary

notes Type Vendor ID Date Code Amount Date Details

DEBIT NOTE/BILL

Employee's

national tax

number, fiscal

code…

Date of

issue of

debit

note/bill

Number of

debit note/bill

Debit note/bill total amount

(equal or higher than REPORTED

AMOUNT)

Date of

payment1

Type of

“proof of

payment”

document

(bank

transfer,

credit card

payment,

etc.)

Explanatory

notes that

could be

helpful for

FLCO

INVOICE Supplier VAT code

Date of

issue of

invoice

Number of

invoice

Invoice total amount (equal or

higher than REPORTED

AMOUNT)

PAYSLIP

Employee's

national tax

number

Date of

issue of

payslip

Number of

payslip

Payslip total amount (equal or


AMOUNT)

RECEIPT

Supplier VAT code

or National tax

number2

Date of

issue of

receipt

Number of

receipt

Receipt total amount (equal or


AMOUNT)

TRAIN/BUS/PLANE/RAI

LWAY TICKETS and

BOARDING CARDS

Supplier VAT code

or National tax

number or name

Date of

issue of the

document

Number of the

document

Document’s total amount (equal or


AMOUNT)

OTHER DOCUMENTS

WITH PROBATIVE

VALUE

i.e. payment of

employee’s social

and health security

contributions…

Date of

issue of the

document

Number of the

document

Document’s total amount (equal or


AMOUNT)

The following table shows some examples on how to fill in the fields

1) i.e.: in case of receipted payment order you have to enter the date of the receipt bank stamp; in case of bank

transfer you have to enter the date of the bank transfer; in case of bank account statement, from which you can clearly

identify the receipient of the payment, you have to enter its date

2) i.e.: in Italy fiscal code


…

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Alert messages will appear in

case incorrect date or

amounts have been entered or

fields have been left blank .

Correct your errors following the

instructions given in the

message.


Every time a single expenditure is entered by clicking on ‘save’, amounts

reported and indications of possible over budget are displayed.

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EIC = Expenditure Identification

Code

Over budget = reported expenditure over the

available resources (per budget line, per WP

or per FB)


From the same page, it is possible to add new expenditure or to modify

already inserted one

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Click here to enter

a new expenditure

Select the expenditure that must be

modified before closing the PR.



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To modify expenditure already reported, click on the “Edit Expenditure”

button, make the needed changes and then “Save”


Activity Report: how to upload into the M.I.S.(1)

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The Activity report (AR) is prepared using an Excel file, which consists of 4 sheets, 2 of which (the second and the third one) will have to be signed and stamped both by the Final Beneficiary, producing the Activity report, and by the Lead Beneficiary of the project. The process of entering the Activity Report into the system can be described as follows:

1. The Final Beneficiary

a) completes all parts of the excel file in congruence with information submitted in the Financial

Report,

b) sends the Activity Report to the Lead Beneficiary.

Lead Beneficiary and Final Beneficiaries must agree on the procedure to be followed (i.e.: the FB shall

print, stamps and signs the Activity Report before submitting it to the LB).

2. The Lead Beneficiary

a) evaluates activities reported by the Final Beneficiary,

b) validates the Activity Report by printing, stamping and signing it,

c) returns the Activity Report (also scanned by e-mail) to the Final Beneficiary;

3. The Final Beneficiary

a) uploads the Activity Report, signed both by its legal/authorized representative and by the Lead

Beneficiary into the M.I.S. (NB. Also the excel file must be uploaded).

The image in the following table shows the procedure to be followed:


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1) Click on “Activity Report”

2) Click on “Edit”


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1) Describe the uploaded files.

NB. The Activity report must be uploaded also in excel file

3) tick in case of Public

procurement during the period of

the related Progress Report

2) Upload the Activity Report’s

files (excel + scan) together

with the “Contract awarded

declaration/s” (if any) in a

single compress archive (zip,

rar or others)

4) Click on “Save”

…be careful

to upload the

correct files!!!


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By clicking on “Edit” it is possible

to upload again the Activity

Report (in case changes have

been made to it)

Once uploaded the Activity Report, click on “Expenditure

List” to proceed with the closure of the Progress Report


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Click here to

close your

PR !

How to close a Progress Report (1)


If you click on “Close Progress Report” without attaching the Activity Report,

an alert message will appear!

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Click to “Activity Report” to upload

an Activity Report.


In order to close a PR, the “Confirm” button must be selected.

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Select this option, ONLY IF this is the LAST

PROGRESS REPORT that will be submitted for

the whole project by the concerned Final

Beneficiary.


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In case of over budget, details of the over budget will be displayed in the page of the

Progress Report closure


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Once closed, the PR must be printed, signed and stamped and then sent to the FLCO

together with all the supporting documentation of expenditure.

1) Go back to the

Progress Report list…

2) Select the PR to be

sent to the FLCO…


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3) Click on “Print the

Progress Report”


Once a PR has been closed, a notification will be sent to the LB, to the concerned Final Beneficiary

and to the related FLCO. When the FLCO receives the hard copy of the Progress Report together

with the supporting documentation, it has 90 calendar days to issue a Declaration of Validation of

Expenditures (DVE).

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1) Click on “Notifications”

Progress Report - Notification

2) Select the new notification 3) Read the notification


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Declaration on Validation of Expenditures - Notification

Once a DVE has been issued by the competent FLCO, the concerned Final Beneficiary and its

Lead Beneficiary will receive a new notification (“New DVE”).

When a new

notification has been

read, it will be moved in

the “List” of

Notifications


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Declaration on Validation of Expenditures – DVE (1)

1) Click on “DVE” 2) Select the DVE…

WIP = if with , the FLCO is working on the submitted PR.

AR = indicates whether the LB has submitted an Application for Reimbursement or not for that

DVE.

VES = indicates if the MA has submitted the DVE to the Certifying Authority

PO = indicates if for the DVE a Payment Order has been issued by the MA.


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Declaration on Validation of Expenditures – DVE (2)

3) Read the DVE and download it in pdf format

Click “View” to

download the DVE

The DVE contains all information about reported expenditures, namely if they are all eligible, if

some integrations are needed, the ones which are also refundable (in case of over budget)…


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Application for Reimbursement: how to prepare (1)

Once a DVE has been issued the Lead Beneficiary may submit an Application for Reimbursement (AR)

1) The LB must go in the “Application for

Reimbursement” page

2) It must select “Insert a

new AR”


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Application for Reimbursement: how to prepare (2)

3) The LB must then select the AR it wants to prepare

4) And click “Save” button at the

end of the selection


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Application for Reimbursement: how to submit (1)

1) The LB must select the AR to

be sumbitted from the “Request

list”

2) The LB must then select

“Close request”


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3) The LB must finally confirm

the submission of the AR

The LB shall select this option, ONLY IF this is the

LAST AR that will be submitted for the whole

project.


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The AR must then be printed, stamped and signed by the legal/authorized representative of

the LB and must be sent to the MA/JTS

From the “Application for Reimbursement” page…

…the LB must print the request

to be sent to the MA.


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Application for Reimbursement - Notification

Once an AR has been submitted, the FB/s concerned by those AR will receive a new notification as well

as the Managing Authority

1) Select the new

notification

2) Read the new notification

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