Lead Partner principle in practice Subsidy Contract ERDF

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Lead Partner principle in practice Subsidy
Contract (ERDF) Programme implementation
requirements Iveta PuzoBSR INTERREG III B
Joint Secretariat
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Lead Partner principle in practice (1)

• The Lead Partner
• is responsible to the Managing Authority for the
  implementation of terms of the Subsidy Contract
• is bearing responsibility for management,
  implementation and co-ordination of activities
  among the involved partners
• should ensure that efficient administrative
  management and control systems are established
  within the project for proper communication with
  and among the partners

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Lead Partner principle in practice (2)

• Lead Partner is responsible for
• timely and correct reporting to the Joint
  Secretariat Riga and request of payments and
  their transfer to project partners
• ensuring that proper financial management and
  control procedures are applied
• observation of EU and national legislation
  concerning financial management and controls
  (audit), public procurement, information and
  publicity and state aid.

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Preconditions for contracting

• Project is selected by the Steering Committee
  (SC) for funding
• All queries by the Managing Authority/Joint
  Secretariat are answered by the Lead Partner
• Conditions set by the SC are fulfilled
  completely
• Where necessary Final approval decision by the
  SC (see Rule 5.6. of the SCs Rules of
  Procedure)
• Documentation completed (signed paper copies of
  all relevant documents received by the Joint
  Secretariat)
• See also Chapter 8.7. of the Programme Manual

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Contracting procedure

• Model Subsidy Contract as approved by the SC
  will be generated by the Project Database
• Responsible staff members of Investitionsbank
  Schleswig- Holstein (IB) will sign the contract
• Contract will be sent in triplicate by post to
  the Lead Partner for countersignature
• LP keeps one countersigned original and returns
  two countersigned originals by post to the JS
  Riga office within 4 weeks

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Subsidy Contract - Table of contents

• Preconditions for contracting contracting
  procedure
• The Subsidy Contract within the programme
  management structure
• Parties to the contract
• Underlying rules and regulations
• Award of an earmarked subsidy based on SC
  decision
• Eligibility of costs
• Request for payments disbursement of the
  subsidy
• Representation of project partners liability
• Additional obligations of the LP
• Publicity
• Right of termination repayment of funds
• Audit rights
• Correspondence with the Managing/Paying
  Authority

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Programme implementation requirements (1)

• Start date of the project
• - earliest the day after decision of the
  Steering Committee (i.e. June 28, 2006 for
  projects approved under Priority North and July
  1, 2006 for projects approved under Priority
  South)
• - latest 2 months after signing the Subsidy
  Contract.
• End date of the project is calculated the
  following way start date plus number of months
  indicated in the approved Application Form as
  project duration.

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Programme implementation requirements (2)

• Effective management and co-ordination system
  for administration of project has to be
  established (persons responsible, information
  flow)
• System and procedures for decision making
  (Steering group, working groups)
• Monitoring and evaluation system to measure
  achievements of the projects (outputs, results
  and indicators).
• Information has to be provided to Joint
  Secretariat on all major upcoming events within
  the project.