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• URBACT URB HEALTH Project
• Eligible Expenditure
• Monitoring and Record Keeping Requirements

Secrétariat dUrbact / Adele Bucella
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Eligible Expenditure

• The critical dates for eligible expenditure are
  those in the approved application
• Start Date 15 November 2005
• End Date 30 September 2007
• The approved budget has a series of 8 categories
  which should be adhered to
• Flexibility on these 8 headings is to a maximum
  of 20 variation by heading without any change in
  the total project budget. (all changes need prior
  notification and over 20 need approval by
  Monitoring Committee)
• Only expenditure actually paid is eligible for
  ERDF refund
• Certification of expenditure should be carried
  out by an independent auditor (specified in the
  application)
• Regulation 448/04 outlines the rules on eligible
  expenditure

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Staff Costs

• Staff costs from project partners can be
  considered like any other contribution towards
  matching ERDF co-funding for the project
• Such staff costs are not considered to be an
  in-kind contribution unless they are unpaid
  voluntary work (Regulation 448/04 gives an
  exhaustive list of in-kind contributions)
• If a partner city is making a financial
  contribution using staff costs incurred there are
  a number of rules that should be followed
• All public officials should be seconded to work
  on the project by duly documented decision,
  showing the tasks to be undertaken and the time
  required (and who is replacing them for the
  ordinary tasks)
• As no invoice is produced a document of
  equivalent probative value is required
  (certificate) a clear timesheet showing hours
  spent on the project, confirmation of payment
  from personnel section and a copy of the payslip
• Staff costs certification should be carried out
  in the same way as for all expenditure
• Regulation 448/04, Rule N 11 (2.2), outlines the
  rules on use of staff costs

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URBACT Claiming and Monitoring

• The Lead Partner is required to make two
  progress reports per year. Standard documents
  provided
• The year is split into two semesters for
  finances and activity
• Jan June (report due before end Sept)
• July Dec (report due before end March)
• For each reporting period 4 documents are
  required
• Activity report
• Financial Report
• Certficate of Expenditure
• Payment Claim
• An extra payment claim period has been set for
  30th November each year which, reporting
  expenditure paid within the 31st October, can be
  submitted without a progress report, but it
  should be considered in the next claim due in
  March.
• Each local partner will undertake activity and
  incur expenditure which, with that of the Lead
  Partner, makes up the total cost for the project.
• A system for monitoring expenditure has been
  created on line - PRESAGE

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URBACT Presage

• The computer management and monitoring system for
  URBACT has the following objectives
• To provide a tool for URBACT project partners to
  facilitate exchange of information between
  different project actors and with the Managing
  Authority
• To provide a space to input and store
  administrative information about projects
• Connection is made through the URBACT website
  www.urbact.org
• Partners and respective certifying bodies will
  need to identify themselves and can ask the
  access to all networks they belong to (contact
  ac.lantin_at_urbact.org)
• Partners are responsible for inputting
  expenditure information onto the system using a
  screen and drop down boxes
• This information is locally independently
  certified and then checked by the Lead Partner
  certifying body before to be collected in a
  single project certification

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URBACT Claiming Procedure

• Procedure for claiming is carried out through the
  website and can be simply illustrated as follows
• Project partner inputs and validates data on
  expenditure (invoices and staff costs)
• ?
• Project Partner certifying body certifies
  relevant city expenditure, prints and signs the
  audit certificate within the system and send it
  to the Lead Partner certifying body
• ?
• Lead Partner certifying body certifies the total
  expenditure (including that of the Lead Partner
  and prints and signs the audit certificate within
  the system.
• ?
• Using this information the Lead Partner make a
  payment claim with a certificate from the auditor
  which is submitted to the URBACT Secretariat
  along with the Progress Report and Financial
  Report (text standard documents)

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REMINDER - Important Information for all Partners

• Must ensure all expenditure is eligible in line
  with the project application and Regulation
  448/04
• The independent certifying body, designated in
  the project application form and in charge to
  carry out certification of expenditure, has to be
  confirmed by the national competent authority
• Must keep original documents (either with local
  partner or send to Lead Partner) until 3 years
  after the last payment to the programme (2012)
• Must be aware that expenditure incurred which is
  considered ineligible, not part of the project
  budget or incurred outside of the official
  project time period will not be reimbursed
• Any staff time contributions should be evidenced
  (in line with Regulation 448/04) with time sheets
  this can be done via the website
• Sample checks can be carried out by Member States
  and official EU audits can also be undertaken
  therefore it is essential that all partners are
  aware of the requirements.