Equal: Action 2

1
Equal Action 2

• Action 2 Update Seminars
• GB Equal Support Unit
• April 2003

2
Objectives (1)

• For DPs
• to receive additional support with ESF monitoring
  and record-keeping
• to receive the latest information on interim
  claims and Article 4 Verification Certificates
• to recap on public match funding requirements and
  deadlines
• to share issues, experiences and good practice
  with other DPs

3
Objectives (2)

• For Support Unit / ESFD
• to understand any issues or problems arising
• to address any support gaps
• to identify and disseminate good practice

4
Agenda

• Interim claims
• Public Match Funding Certificates and General
  Statements of Expenditure
• Article 4 Verification Certificates
• Parallel workshops on ESF monitoring,
  record-keeping and claims
• Introductory
• Good Practice
• Clinics

5
Action 2 Cycle A Quick Recap (1)

• Formal approval for Action 2
• Advance payment
• based on your DPs projected expenditure as
  detailed in your DP Profile and Advance Claim
  Form
• equals 30 of your DPs ESF allocation for the
  first 12 months of Action 2
• serves as a float towards actual, eligible
  expenditure

6
Action 2 Cycle A Quick Recap (2)

• Interim payments
• based on your DPs actual expenditure as detailed
  in your DP Progress Report and Interim Claim Form
• made on a monthly, quarterly or six-monthly
  basis, dependent on your DPs chosen profile

7
Action 2 Cycle A Quick Recap (3)

• Final payment
• held back until Action 2 closure
• equals 20 of your DPs ESF allocation for the
  last 12 months of Action 2
• made on clearance of your Action 2 Closure
  Report, General Statements of Expenditure and
  Article 4 Verification Certificate

8
A DP Example

• Has profiled on a quarterly basis
• Claim periods end in
• July
• October
• January
• April
• of every year

9
Interim Claims A Closer Look (1)

• DP Progress Report and Interim Claim Form
  details
• the actual, eligible expenditure that your DP has
  incurred and paid for
• how the expenditure has been funded
• the beneficiaries that your DP has supported
• your DPs activities and progress

10
Interim Claims A Closer Look (2)

• Works on a cumulative basis
• from the start of Action 2 to end of the claim
  period
• except for the Progress Report (which only
  details activity since the previous claim)
• Must be submitted within 30 working days of end
  of the claim period
• Must be submitted even if no interim payment is
  due

11
A DP Example

• April 2003 interim claim is due by Wednesday 11
  June 2003
• Shows a significant variance against the profile,
  so
• a Significant Change Notification Pro forma
  and re-profile are required
• Refer to the Information Sheet on common errors!

12
Common Errors

• Blank cells (i.e. no zeros entered)
• Uncertified alterations
• Arithmetical errors
• Variance in the cost headings or beneficiary
  numbers are not explained
• Section 2b is completed in error
• Progress Report repeats DPA information
• Bank / cost centre details are inconsistent

13
New Requirements

• ESFD has introduced a new monitoring tool across
  all ESF Programmes in GB
• Tool is
• called an Expenditure and Revenue Spreadsheet or
  ERS
• designed to accompany your DP Progress Report and
  Interim Claim Form

14
Expenditure and Revenue Spreadsheet (1)

• ERS will help you to
• monitor your DPs expenditure and revenue, and
  ensure that they meet ESF requirements
• collect detailed information from your partners
  and third parties
• pre-empt issues that may otherwise be left or
  escalate until Action 2 closure

15
Expenditure and Revenue Spreadsheet (2)

• ERS will help the Support Unit to
• understand how your interim claim has been
  compiled
• identify areas where you need additional guidance
  or support
• check your DPs expenditure and revenue on a
  gradual basis
• reduce the degree of checking at Action 2
  closure, thereby speeding up the final payment

16
Expenditure and Revenue Spreadsheet (3)

• Provides a breakdown of your DPs
• Staff Costs
• Beneficiary Costs
• Other Costs
• Transnational Costs
• Revenue
• for the claim period only

17
Expenditure and Revenue Spreadsheet (4)

• Adds the breakdown to figures carried forward
  from the previous interim claim
• to give overall cumulative figures for the
  latest interim claim
• Must correspond with Section 2a of your DP
  Progress Report and Interim Claim Form

18
Expenditure and Revenue Spreadsheet (5)

• Required with the April 2003 interim claim and
  all interim claims after that
• Interim payment cannot be made without it
• Refer to Chapter 3.3 of the Guidance on preparing
  progress reports and claiming payments in Action
  2 (third edition April 2003)

19
Levels of Detail

• Detailed in Chapter 3.3 of the Guidance
• Less detail required than at Action 2 closure
• Some expenditure items can be grouped together,
  giving ranges and aggregate figures, but
• the expenditure must still be actual (i.e. no
  averages, commercial or notional rates)

20
A DP Example

• ERS for the April 2003 interim claim
• Excel spreadsheet - technical instructions can be
  found in Annex 5 of the Guidance
• Must carry forward figures from Section 2a of
  January 2003 DP Progress Report and Interim Claim
  Form
• Must match figures in Section 2a of April 2003
  DP Progress Report and Interim Claim Form