guidelines - circabc.europa.eu · - monthly planning december 15-nov xxmp4 - quarterly planning...

EUROPEAN COMMISSIONEUROSTAT

Directorate A: Statistical information systems; research and data analysis;technical co-operation with Phare and Tacis countriesUnit A-5: Technical co-operation with Phare and Tacis countries

GUIDELINES

PLANNING AND REPORTING DURING THE IMPLEMENTATION OF PHARE2000 BUDGET

VERSION 1

Prepared by:Eurostat Unit A5

Claudia LisboaBarbara MedvedLuc T'Joen

August 2002

GUIDELINES - PLANNING AND REPORTING DURING THE IMPLEMENTATION OF PHARE 2000 BUDGET

1

INTRODUCTION................................................................................................................................................ 3

0. GENERAL INFORMATION ............................................................................................................................ 5WHAT IS REQUIRED AND WHEN? ........................................................................................................................ 5PRINCIPLES OF COMMUNICATION ....................................................................................................................... 6

The codes to be used ............................................................................................................................... 6Who does what?....................................................................................................................................... 7

I. WORKBOOK - QUARTERLY PLANNING ....................................................................................................... 9INTRODUCTION ................................................................................................................................................ 9THE WORKBOOK .............................................................................................................................................. 9BEFORE STARTING YOUR PLANNING…................................................................................................................ 9STARTING YOUR PLANNING….......................................................................................................................... 10

Step 1 - Identification.............................................................................................................................. 10Step 2 - Planning - Month 1 .................................................................................................................... 11Step 3 - Planning - Month 2 .................................................................................................................... 15Step 4 - Summary of Cashflow Projection ............................................................................................... 15Step 5 - Trainee's Data ........................................................................................................................... 16

II. WORKBOOK - MONTHLY PLANNING ........................................................................................................ 20INTRODUCTION .............................................................................................................................................. 20THE WORKBOOK ............................................................................................................................................ 20BEFORE STARTING YOUR PLANNING….............................................................................................................. 20STARTING YOUR PLANNING….......................................................................................................................... 21

Step 1 - Identification.............................................................................................................................. 21Step 2 - Planning - Month 1 .................................................................................................................... 21Step 3 - Summary of Cashflow Projection ............................................................................................... 26Step 4 - Trainee's Data ........................................................................................................................... 26

III. WORKBOOK - QUARTERLY REPORT....................................................................................................... 27INTRODUCTION .............................................................................................................................................. 27THE WORKBOOK ............................................................................................................................................ 27BEFORE STARTING YOUR REPORT… ................................................................................................................ 27STARTING YOUR REPORT… ............................................................................................................................ 28

Step 1 - Identification.............................................................................................................................. 28Step 2 - Report - Month 1 ....................................................................................................................... 28Step 3 - Report - Month 2 ....................................................................................................................... 30Step 4 - Report - Month 3 ....................................................................................................................... 30Step 5 - Summary of Cashflow Projection ............................................................................................... 30Step 6 - Trainee's Data ........................................................................................................................... 31

IV. INTERIM AND FINAL REPORTS ................................................................................................................ 32INTERIM REPORT ........................................................................................................................................... 32FINAL REPORT .............................................................................................................................................. 32FORMAT OF THE REPORTS.............................................................................................................................. 33

V. WORKBOOK– FINANCIAL SITUATION ...................................................................................................... 34INTRODUCTION .............................................................................................................................................. 34BEFORE STARTING YOUR ACCOUNTING….......................................................................................................... 34STARTING YOUR ACCOUNTING…...................................................................................................................... 35

Step 1 -September 2002......................................................................................................................... 35Step 2 - October 2002 to August 2003 .................................................................................................... 37Step 3 - After August 2003...................................................................................................................... 37

VI. ARCHIVING CHECKLISTS......................................................................................................................... 39CODES FOR SUPPORTING DOCUMENTS ............................................................................................................ 39THE CHECKLISTS........................................................................................................................................... 40

Checklist 1 - Multi-Country Activities and Study Visits .............................................................................. 40


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Checklist 2 - In-Country Training Courses ............................................................................................... 42Checklist 3 - Traineeships....................................................................................................................... 43

ANNEXES ....................................................................................................................................................... 46ANNEX 1 - UNIT A5: ORGANISATIONAL MEASURES ............................................................................................ 47ANNEX 2 - LIST OF STATISTICAL THEMES.......................................................................................................... 48ANNEX 3 - PER DIEM RATES APPLICABLE IN PHARE 2000. .................................................................................. 50ANNEX 4 - STANDARD MODEL INTERIM/FINAL REPORT ....................................................................................... 51ANNEX 5.1 - STANDARD MODEL OF FINANCIAL STATEMENT (INTERIM REPORT) ..................................................... 53ANNEX 5.2 - STANDARD MODEL OF FINANCIAL STATEMENT (FINAL REPORT) ........................................................ 54


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INTRODUCTION

Every month on average 26 Multi-country activities - which are important for countries'requirements on acquis communautaire - take place. The countries must select those activitiesin which they want to participate. Simultaneously, some National Activities may be organised.

Each Candidate Country will have to prepare a Quarterly Planning and a Monthly Planningas both the country and Unit A5 should have an idea on how the participation in the activitieswill be done and an estimation of the way the budget is being spent.

By sending the planning to Unit A5, each country will be requesting authorisation toparticipate in the actions (MC activities) or to organise the actions (National Activities).

Each three months, a quarterly report must be prepared and sent to Unit A5. From the data ofthese reports, both parties will know exactly what actions have taken place and how much hasbeen spent in reality.

Interim and Final Reports must be prepared to enable a request for Interim and FinalPayments.

When the implementation of Phare 99 Budget ends, the tool known as "Phare-Mis" will nolonger be used. The different contractors have been using this tool to help the follow-up andreporting of the sub-contracts signed with the Candidate Countries.

While the preparation of another tool takes place it was required to prepare an interim systemthat would help the countries to implement the grant agreements and would harmonise thepresentation of the required outputs and inputs.

The present Guidelines explain this interim solution in order to help you and Eurostat Unit A5 inthe daily tasks with as less workload as possible.

In order to assist you with the various tables in a practical way, these guidelines have beenmade with a view to what is happening on a daily basis. Apart from some general information tostart with, this guide has been structured in such a way as to offer you a concrete assistancefor the filling in of the tables. Separate Chapters have been made per report and the filling in ofeach table has been divided into several logical steps. Please always follow these stepscarefully for filling in.

Furthermore, for certain tables and for certain steps, a general presentation has been given toenable you to understand the content of the various columns, followed by the concrete data toenter, per type of action (multi-country or national activities) and concluding with severalpractical examples to further assist you in your routine encoding.

The tables have been tested by several persons and should therefore be safeguarded frompractical problems. However, if you would notice difficulties, please inform unit A5 (Ms Lisboa)and we will help you to solve the issue immediately.


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Finally, in these guidelines, we also produced two supplementary specific workbooks, one withaccounting help and another one with help for archiving evidence. These books should beconsidered as free guidance and not obligatory as they will not replace the national accountingand archiving rules applicable in the organisation. Nevertheless, you are invited to use them ifyou think they can be of daily assistance and a practical help and assurance to respect futureauditor questions.

Hereafter, you will find:q General information about :

§ Organisational measures and timetables to deliver the documents mentioned in theAgreement. (Chapter 0)

§ The archiving of documents (Chapters VI)q Specific information about

§ The different tables: Quarterly Planning, Monthly Planning, Quarterly Report (Chapters Ito III)

§ Interim and Final Reports (Chapter IV).

But before entering into the specific detailes, a few words to explain the tables and themethodology used.

The planning tables (Quarterly and monthly planning) are to be seen as a continuous"rolling" plan with the first month ahead (the so-called "monthly planning") incorporating thedata which are fixed and sure and the consecutive two following months (the so-called"quarterly planning") with data being reasonably sure planned activities with estimates ofcosts. In such scheme, and to avoid uncertainty for filling in the tables : the monthly planningconcerns month 1 ahead and the quarterly planning "month 1" concerns the second monthahead. In the same spirit, the month 2 of the quarterly planning concerns the third monthahead.

Normally, the logic would be to start with the monthly planning (the first month of the quarterahead) and than to follow with the next two months (the remainder of the actions contained inthe quarterly planning). For operational reasons however, the presentation is made the otherway around : indeed, such presentation makes it easier to come from a general estimation (inthe quarterly planning) to a specific and certain data input (in the subsequent monthly planningtable) later onwards.

Finally, the quarterly reports are not rolling but fixed : they are to be sent on specificprescheduled dates. They will report back on the use of the grant agreement during the lastthree monthly period.


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0. GENERAL INFORMATION

What is required and when?

Ø a detailed overview : please find hereafter a complete, detailed and practical overview ofall the documents, codes and dates applicable for planning and reporting purposes

Period Deadline Code1st Planning- Monthly Planning September 15-Aug xxMP1- Quarterly Planning Oct.-Nov. 15-Aug xxQP12nd Planning- Monthly Planning October 15-Sep xxMP2- Quarterly Planning Nov.-Dec. 15-Sep xxQP23rd Planning- Monthly Planning November 15-Oct xxMP3- Quarterly Planning Dec.-Jan. 15-Oct xxQP34th Planning- Monthly Planning December 15-Nov xxMP4- Quarterly Planning Jan.-Feb. 15-Nov xxQP45th Planning- Monthly Planning January 15-Dec xxMP5- Quarterly Planning Feb.-Mar. 15-Dec xxQP51st Quarterly Report

Sep.-Nov. 15-Dec xxQR16th Planning- Monthly Planning February 15-Jan xxMP6- Quarterly Planning Mar.-Apr. 15-Jan xxQP67th Planning- Monthly Planning March 15-Feb xxMP7- Quarterly Planning Apr.-May 15-Feb xxQP78th Planning- Monthly Planning April 15-Mar xxMP8- Quarterly Planning May-Jun. 15-Mar xxQP82nd Quarterly Report (*)

Dec.-Feb. 15-Mar xxQR29th Planning- Monthly Planning May 15-Apr xxMP9- Quarterly Planning Jun.-Jul. 15-Apr xxQP910th Planning- Monthly Planning June 15-May xxMP10- Quarterly Planning Jul.-Aug 15-May QP1011th Planning- Monthly Planning July 15-Jun xxMP11- Quarterly Planning August 15-Jun xxQP113rd Quarterly Report (*)

Mar.-May 15-Jun xxQR312th Planning- Monthly Planning August 15-Jul xxMP124th Quarterly Report (**)

Jun.-Aug. 30-Oct xxQR4Interim Report

Sept/02 - ?? xxIRFinal Report

12 months 30-Oct xxFR

Notes: the "xx" before each code corresponds to the ID of each country) (*) can be replaced by the Interim Report(**) Included in Final Report


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The next table will give an overview of who does what and when:

What Who To Whom WhenMC-List(updated version)

Unit A5 CC 1 week before the planning

MC-List(final version)

Unit A5 CC 2 weeks after the planning

Quarterly Planning CC Unit A5 The 15th of each monthMonthly Planning CC Unit A5 The 15th of each monthQuarterly Report CC Unit A5 2 weeks after the end of each quarterInterim Report CC Unit A5 When 70% of the advance has been

spentFinal Report CC Unit A5 Within 3 months after the end of the

Operation

Principles of communication

In order to be able to communicate properly and transmit the messages, certain prefixed codesand the correct workflow (who does what and when) should be clearly mentioned.

The codes to be used

Ø - the identification of the documents will follow a simple rule:

Country ID Type of document SequenceQP (Quarterly Planning) 1 to 12

MP (Monthly Planning) 1 to 12

QR (Quarterly Report) 1 to 4

IR (Interim Report) ____

BGCZEEHULTLVPLROSKSI

FR (Final Report) ____

Attention: No space should exist in-between (E.g.: the first Monthly Planning from SlovakRepublic = SKMP1).

Ø action codesUntil now you were used to see each activity having to identification action codes: a PhareCode and a National Code.

Due to the new contracting system and the tool that has been being presented in theseGuidelines, the codes and the identification method have been amended as follows:


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1) There will be only one code for each action.2) Unit A5 provides all the codes.

An example:

Type of action Theme Year SequenceECO 13 02 04

(ECO-13-02-04 is "44th EEG6 Plenary meetings and meetings of working groups")

Ø List of type of actions:

ECO Seminars and Working GroupsPP Pilot ProjectsTC Regular Training CoursesSV Study VisitsICT In-country Training CoursesCO ConsultanciesTR Traineeships

Who does what?

The Multi-Country List (MC-List) activities (ECO, PP and TC) shall follow the existing method:they shall be published in the MC-List, provided by Unit A5 (Ms Vançon).

Bilateral activities (SV and C) and National Activities (ICT and TR) will apply the method usedin the MC activities and each code shall be attributed when the action is approved by Eurostat.

Isabelle Vançon MC-list activitiesKarien Reinig TraineeshipsLiette Heinen-Majerus Study Visits, In-country Training Courses,

Consultations

Each responsible person will have a separate list, in order to avoid the risk to repeat or use thesame codes, as the type of action identification is different.

Ø The workflow is as follows:

Step1: Candidate Countries must send the Planning and Reports to Ms Isabelle Vançon andMs. Claudia Lisboa, by e-mail (Figure 1).

Figure 1.

CandidateCountry

Eurostat- Unit A5I. Vançon + C.Lisboa

(QP + MP + Reports)


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Step 2: Plans and Reports shall be distributed inside Unit A5 to be checked and approved bythe persons in charge for each type of activities (Figure 2). For National and bilateral activities,when approving one action, the responsible will provide the country with a code for its action.For Traineeships, the codes will be given as soon as the trainees are selected; for otheractivities, the codes will be communicated after the Quarterly Planning has been examinedand approved.

Figure 2.

Step 3: If extra information or explanation is required, the responsible for each type of activitywill contact the country concerned that should reply immediately and at the latest within thenext 10 days after having received the documents.

Figure 3

(Note: The final version of the planning and the reports shall be stored and disseminated by MsLisboa. For further information on the organisational measures in Unit A5, please see Annex 1).

Unit A5

Multi-country Activities - I. Vançon

National and Bilateral Activities - L. Heinen-Majerus

Traineeships and TES courses- K. Reinig

CandidateCountry Unit A5

Request for information

Answer


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I. WORKBOOK - QUARTERLY PLANNING

Introduction

All activities which are to be funded by using the grant agreement concluded between thePhare NSIs and EUROSTAT must be entered In the quarterly planning.

The following two types of activity must be included:Ø Multi-country activities andØ National activities

Multi-country activities are actions where statisticians of the Phare country travel in order toparticipate in:• Seminars and working groups and other multilateral events specifically organised for

candidate countries (code: ECO),• Pilot project’s meetings (code: PP),• Training courses through the European Statistical training programme (code: TC)

National activities are:• Study visits: where statisticians from a Phare country travel to another country to obtain

practical and operational experience (code: SV),• In-country training courses through their own national training programme enabling larger

numbers of staff benefiting from the programme (code: ICT),• Secondment of trainees to EUROSTAT or Member State (code: TR).

The workbook

This workbook has five (5) worksheets:• Identification• Cashflow Projection - Month 1 (is in fact the second month ahead of the rolling planning -

see the general information above)• Cashflow Projection - Month 2 (the third month ahead)• Summary• Trainee's Data

When filling in the tables you should consider the order and instructions given in this chapter.

Before starting your planning…

The MS Excel file "Quarterly Planning" should always be used as the model for your futurequarterly planning. In order to keep it with the original characteristics, you should do thefollowing:1. Open file " Quarterly Planning.xls".

A message about macros will appear. You must select Enable the Macros.2. Do a Save As - go to File in the Menu bar and select Save As.


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(Note: if the "Before you save…" message appears, you should choose "Don't use anysuggested format" option)The Save As dialog box will open:a) Save In: you must select where you want to keep your workbook;

(Tip: save the file in the same folder as the model and where you are going to storeyour future plannings.)

b) File Name: you must give a name to the file. (e.g. CZQP1)(Note: To choose the correct name, please see Annex I.)

c) Save as Type: make sure you are saving the file as a "Microsoft Excel Workbook".d) When finished, you can press the Save button.

Starting your planning…

The first screen you will see has five buttons which allow you to enter the different tables youhave to fill in or check.The Menu button always allows you to go back to the first screen without having to leave theapplication.The Exit button will allow you to leave the application and save the last changes you havedone, in case you have forgotten to do it while preparing your planning.(Tip: while working, save your file on a regular basis. Go to File in the Menu bar and selectSave)Note: if the "Before you save…" message appears, you should choose "Don't use anysuggested format" option.

To make the filling in easier you should follow the steps in the presented order.

Step 1 - Identification

By clicking the Identification button, you will enter the Identification Screen.In the table you fill in the fields that will identify your entire quarterly planning workbookautomatically.You should type in the boxes displaced in front of each field, as follows:

§ Country: type your country's full name;§ Agreement Number: type the number of your agreement;§ Number of quarterly planning: type the corresponding code of your plan. It will be the

same as the name given to the file (e.g. CZQP1);§ Situation as of: date when you are preparing your quarterly planning (in order to pemit

the data to function, the input has to be separated as follows : 01/09/2002 or 01-09-2002);

§ Period: two months corresponding to your Quarterly Planning (e.g., Oct-Nov);§ Month 1: First month of your plan (e.g., October);§ Month 2: Second month of your plan (e.g., November);§ National Currency Unit (NCU): Name of national currency§ Exchange Rate - Exchange rate of NC against EUR of the first working day of the

month when you are sending the Quarterly Planning, published in the Official JournalSeries C;(Note: 1,00 appears as default rate);

§ Date: Date of the OJ you have consulted.


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When you have filled in all the fields, save the data and return to menu by pressing the Menubutton.

Step 2 - Planning - Month 1

Back to the Menu, click on the Cashflow Projection - Month 1 button.

When opening, you will see at the top of your sheet that the identification data you just enteredand saved have been filled in automatically.

As indicated above the table you will be working with is Month 1, all actions starting during theperiod of Month 1 (e.g. : for the quarter of September to November, this means that thisconcerns the data of October = 1st of October to 31st of October).

This table consists of the following parts :q Columns I to VII identify the actions:q Columns VIII to XVI give information on participants and costs estimation:q Column XVII "Comments" is created to allow you to insert comments you may consider

important (e.g. the number of participants financed by different budget and source)

In this table you should enter all the information already available on the actions to which yourcountry plans to participate including the estimated costs:

A. for National activities (SV/ICT/TR), please fill in the table according to the followinginstructions:

§ Action Code - code corresponding to the action.Note: at this stage you only have the codes for TR. Unit A5 will give you the code for theother National actions as soon as the action has been approved;

§ Title - type title of the action;§ Country Code - type code of the country where the activity will take place;§ Location - type name of the town where the activity will take place;§ Start date - type date when starts the activity;§ End date - type date when the activity ends§ Type of Activity - selected code from the drop-down list that appears when cells of this

column are selected.§ Number of participants - number of experts whose participation in the action;§ Number of nights - number of nights spent in the Location (only SV and TR);§ PD Rate - Per diem Rate (only SV and TR);§ PD Costs - This column will be filled in automatically;§ Travel Costs (NCU) - type price of tickets in national currency (only SV and TR);§ Travel Costs (EUR) - This column will be filled in automatically;§ Fees costs: not to applicable for national activities;§ Other costs (NCU) - type costs in national currency (only ICT)§ Other costs (EUR) - This column will be filled in automatically;§ Total - This column will be filled in automatically;

Note: The sub and grand totals per type of cost will appear automatically.


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In order to help keying in the data, some examples have been created to illustrate this:

Example 1: Study visit of 2 Slovenian participants on Environment Statistics from 23.09.2002to 24.09.2002 to Helsinki, Finland.Action code: no action code for the momentInput:- Action code:- Title: Study visit on Environment Statistics- Country code: FI- Location: Helsinki- Start date: 23.09.02- End date: 24.09.02- Type of activity: SV- Number of participants: 2- Number of nights: 4- PD Rate: 156 EUR- PD Costs: 1.248 EUR (filled in automatically):- Travel costs (NCU): 200.000,00 SIT- Travel costs (EUR): 880 EUR- FEE costs: 0- Other costs (NCU): 0- Other costs (EUR): 0- Total: 2.128 EUR (filled in automatically)

The table looks like this:

Example 2: In-country training course requested by Slovenia on System of Health Statistics,25 Slovenian participants, from 9.09.2002 to 11.09.2002 to Ljubljana, SloveniaAction code: no action code for the momentInput:- Action code:- Title: In-country training course on System of Health Statistics- Country code: SI- Location: Slovenia- Start date: 09.09.02- End date: 11.09.02- Type of activity: ICT- Number of participants: 25- Number of nights: 0- PD Rate: 0- PD Costs: 0 (filled in automatically)- Travel costs (NCU): 0- Travel costs (EUR): 0 (filled in automatically)- FEE costs: 0

Action code Title Country code Location Start date End date Type of

activityN° of

participantsN° of nights PD Rate PD Costs

Travel costs (NCU)

Travel costs (EUR)

FEE costs

Other costs (NCU)

Other costs (EUR)

TOTAL

(I) (II) (III) (IV) (V) (VI) (VII) (VIII) (IX) (X) (XI) (XII) (XIII) (XIV) (XV) (XVI) (XVII)NATIONAL ACTIVITIES: SV ICT TR

Study visit on Environment Statistics FI HELSINKI 23-Sep 24-Sep SV 2 4 156 1248 200000,00 880,00 0,00 0,00 0,00 2128,00


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- Other costs (NCU): 2.400.000,00 SIT- Other costs (EUR): 10.526,00 (filled in automatically)- Total: 10.526,00 EUR (filled in automatically)


Example 3: Slovenian trainee on Employment statistics, Eurostat, from 01.03.2003 to15.08.2003 to LuxembourgAction code: TR-32-02-01Input:- Action code: TR-32-02-01- Title: Traineeship on Employment statistics- Country code: LU- Location: Luxembourg- Start date: (in this example we are dealing with the advance payment of daily allowances)- End date: (in this example we are dealing with the advance payment of daily allowances)- Type of activity is a list of type of activity: TR- Number of participants: 1- Number of nights: 30- PD Rate: 75 EUR- PD Costs: 2.250 EUR (filled in automatically)- Travel costs (NCU): 100.000,00 SIT- Travel costs (EUR): 440 EUR (filled in automatically)- FEE costs: not applicable- Other costs (NCU): 0- Other costs (EUR): 0- Total: 2.690 EUR (filled in automatically)- Comments: Corresponds to Month 0 - Advance payment


B. For Multi-country activities (ECO/PP/TC), entering data is made easy by copying activitiesfrom the MC List Excel file, issued by Eurostat. Please proceed as follows:

§ Open the workbook MC-List§ Copy cells of columns A to F (from Action Code to End Date) of the MC-list,

corresponding to action selected;§ Activate workbook of the quarterly planning;§ Activate cell under "Action Code" column (by clicking over it);

Action code Title Country code Location Start

dateEnd date

Type of activity

N° of participants

N° of night

s

PD Rate

PD Costs

Travel costs (NCU)

Travel costs (EUR)

FEE costs

Other costs (NCU

)

Other costs (EUR)

TOTAL Comments

(I) (II) (III) (IV) (V) (VI) (VII) (VIII) (IX) (X) (XI) (XII) (XIII) (XIV) (XV) (XVI) (XVII) (XVIII)NATIONAL ACTIVITIES: SV ICT TR

TR-32-02-01 Traineeship on Employment StatisticsLU LUXEM TR 1 30 75 2250 100000,00 440,00 0,00 0,00 2.690,00 Corresponds on Month O-advance payment


activity

N° of particip

ants

N° of nights

PD Rate

PD Costs

Travel costs (NCU)

Travel costs (EUR)

FEE costs

Other costs (NCU)

Other costs (EUR) TOTAL


In-country training course on System SI LJUBLJANA 9-Sep 11-Sep ICT 25 0 0 0 0,00 0,00 0,00 2400000,00 10.526,00 10.526,00


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§ Go to Edit menu (Menu bar) and selected Paste Special (a Paste Special dialog box willopen). Under Paste, choose Values then OK.

Repeat these steps with all actions starting during the period of Month 1 and in which yourcountry is participating. The following columns of table will be filled in:

Ø Action CodeØ Title -Ø Country CodeØ LocationØ Start dateØ End date

When you've finished copying activities from the MC list, check that you have all theinformation required. (Tip: do a Save. If the "Before you save…" message appears, you shouldchoose "Don't use any suggested format" option).

It's now time to start inputting financial data of each action:§ Type of Activity - selected code from the drop-down list that appears when cells of this

column are selected.§ Number of participants - insert number of experts whose participation in the action will

be financed by the agreement;§ Number of nights - insert number of nights spent in the Location;§ PD Rate - insertper diem rate applicable;§ PD Costs - this column will be filled in automatically;§ Travel Costs (NCU) - insertthe price of the ticket in national currency;§ Travel Costs (EUR) - this column will be filled in automatically;§ Fees costs: insertfees price (only for TC);§ Other costs (NCU) - not applicable to MC activities;§ Other costs (EUR) - this column will be filled in automatically;§ Total - this column will be filled in automatically;§ Comments - insert any comments or information you may find relevant.

Note: The sub and grand totals per type of cost will appear automatically.

In order to help keying in the data, some examples have been created to illustrate this:

Example 4: Participation of 1 statistician in the “Eurostat Working Group on Land usestatistics” (multi-country activity) from 19.09.2002 to 20.09.2002 to LuxembourgAction code: ECO-61-02-01• Copy from MC - List:- Action code: ECO-61-02-01- Title: Eurostat Working Group on Land use statistics- Country code: LU- Location: Luxembourg- Start date: 19.09.02- End date: 20.09.02• Select type of activity from the drop-down list: ECO• Type:


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- Number of participants: 1- Number of nights: 4- PDRate: 143 EUR- PD Costs: 572 EUR (this column will be filled in automatically)- Travel costs (NCU): 100.000,00 SIT- Travel costs (EUR): 440 EUR (this column will be filled in automatically)- FEE costs: 0- Other costs (NCU): 0- Other costs (NCU): 0- Total: 1.012 EUR (this column will be filled in automatically)


Now that you've finished Month 1 plan, please save and return to the Menu screen (clickin Menu button)Note: if the "Before you save…" message appears, you should choose "Don't use anysuggested format" option.


When back on the Menu, please click on the Cashflow Projection - Month 2 button.

When opened you will find a table identical to the one you have been working with in Month 1.This table will give us information on the actions your country plans to participate as well as onthe estimated costs

Here as well, you will see that the identification fields have been filled in automatically, with theinformation previously provided in the "Identification" table (see the top of your sheet). Asindicated above the table you will be working with as Month 2 concerns all actions startingduring the period of Month 2 (e.g. for the quarter of September to November, the periodconcerned is November = 1st/11 to 30th/11).

To fill in this table, please proceed in exactly the same way you did for Month 1. After havingfinished Month 2 plan, please save and return to the Menu screen (click in Menu button)Note: if the "Before you save…" message appears, you should choose "Don't use anysuggested format" option.

Step 4 - Summary of Cashflow Projection

When back on the Menu screen, please click on the Summary button.

In the Summary of Cash Flow Projection, you can now see a summary of the estimation ofcosts (in Euro) for the 2-months rolling forecast in different breakdowns:


activity

N° of participa

nts

N° of nights

PD Rate

PD Costs

Travel costs (NCU)

Travel costs (EUR)

FEE costs

Other costs (NCU)

Other costs (EUR)

TOTAL

(I) (II) (III) (IV) (V) (VI) (VII) (VIII) (IX) (X) (XI) (XII) (XIII) (XIV) (XV) (XVI) (XVII) MULTI-COUNTRY ACTIVITIES: ECO PP TCECO-61-02-01 Eurostat Working Group on Land use LU LUXEMBOURG 19-Sep 20-Sep ECO 1 4 143 572 100000,00 440,00 0,00 0,00 0,00 1012,00


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• The first table provides you with a monthly breakdown per type of activity and costs.• The second table gives you the totals per type of costs of both months.

In this sheet you have nothing to add as the data are automatically inserted from the dataentered in the previous tables. After checking that the fields and amounts are correct, you canreturn to the Menu screen (click in Menu button)

Step 5 - Trainee's Data

When back on the Menu screen, click on the Trainees button.

(Note: By default, this worksheet has 6 pages exactly equal)

Each trainee should have his/her own separate sheet, with information on the trainee andtraineeship and its costs.

First table is an ID Box. In which the following information has to be entered:- Name of trainee;- Action code (code of the traineeship, provided by Unit A5);- Title (title of the traineeship);- Hosting Organisation;- Location;- Start date;- End date;- Type of activity: TR - previously inputted.

The second table will include expenses per month:§ Month 0 corresponds exactly to the month before starting the traineeship. In this month

you must provide for the daily allowances advance and for the return ticket.§ Months 1 and 6 only daily allowances will be paid.§ Months 2 to 5 you must pay the daily allowances deducting a 25% corresponding to the

advance.


In fact there isn't much for you to fill in:q The ticket price has to be introduced only once, under Month 0 (Month 0 column). You

must enter the amount in national currency which will automatically be converted into Euroand the total of this expense.

EXPENSES MONTH 0 MONTH 1 MONTH 2 MONTH 3 MONTH 4 MONTH 5 MONTH 6 TOTALPD Rate 75,00 75,00 75,00 75,00 75,00 75,00Duration (N° of nights)

Daily Allowance Total 0,00 0,00 0,00 0,00 0,00 0,00Advance payment 2.250,00 2.250,00Advance payment deduced 0,00 0,00 0,00 0,00

Total amount to be paid 2.250,00 -562,50 -562,50 -562,50 -562,50 2.250,00Amount in NCU

Travel ticket Currency IDExchange rate 1,00 1,00

Total Amount (EUR)

Action costs 2.250,00 -562,50 -562,50 -562,50 -562,50 2.250,00


17

q To obtain the amount of daily allowances please enter the number of days of each month(Duration (No. of Nights) row under the corresponding month). In Month 0 nothing has tobe filled in.Note: In the total of this type of cost you have some negative numbers (in red). Theycorrespond to the deduction of the advance. The deduction will be done automatically, assoon as you introduce the number of nights for each month. In those you don't have to dothe planning, the "red numbers" will work as reminder.

Some examples…

Example 5: Slovenian trainee on Employment statistics, Eurostat, from 01.03.2003 to15.08.2003 to LuxembourgAction code: TR-32-02-01Input in the ID Box:§ Name of trainee: Mr. X§ Action code: TR-32-02-01§ Title: Employment statistics§ Hosting Organisation: EUROSTAT, Unit E-1§ Location: Luxembourg§ Start date: 01.03.2003§ End date: 15.08.2003§ Type of activity: TR


Input in the table of expenses per months:a) Month 0 (February 2003)q Daily Allowance:

§ PDRate: 0§ Duration (No. of nights): 0§ Total: 0§ Advance payment: 2.250 (already entered)§ Advance payment deduced: 0§ Total amount to be paid: 2.250

q Travel ticket:§ Amount (NCU): 100.000,00§ Currency ID: SIT (already entered)§ Exchange rate: 228,00 (already entered)§ Total Amount (EUR): 438,59 (automatically calculated)

q Action costs: 2.688,59 EUR (automatically calculated)

b) Month 1: (March 2003)q Daily Allowance:

Name of TraineeAction codeTitleHosting OrganisationLocationStart dateEnd dateType of activity

LUXEMBOURG1-Mar-03

15-Avg-03TR

Mr. XTR-32-02-01Employment Statistics

EUROSTAT, Unit E-1


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§ PDRate: 75 EUR (already entered)§ Duration (Number of nights): 31§ Total: 2.325 EUR (automatically calculated)§ Advance payment : 0§ Advance payment deducted: 0§ Total amount to be paid: 2.325 EUR (automatically calculated)

q Travel ticket: nothing to be enteredq Action costs: 2.325 EUR

c) Month 2: (April 2003)q Daily Allowance:

§ PDRate: 75 EUR§ Duration (Number of nights): 30§ Total: 2.250 EUR (automatically calculated)§ Advance payment : 0§ Advance payment deducted: 562,50 EUR (already entered)§ Total amount to be paid: 1.687,50 EUR (automatically calculated)

q Travel ticket: nothing to be enteredq Action costs: 1.687,50 EUR

d) Month 3: (May 2003)q Daily Allowance:


q Travel ticket: nothing to be enteredAction costs: 1.762,50 EUR

e) Month 4: (June 2003)q Daily Allowance:


q Travel ticket: nothing to be enteredq Action costs: 1.687,50 EUR

f) Month 5: (July 2003)q Daily Allowance:


q Travel ticket: nothing to be enteredAction costs: 1.762,50 EUR


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g) Month 6: (August 2003)q Daily Allowance:

§ PDRate: 75 EUR§ Duration (Number of nights): 15§ Total: 1.125 EUR (automatically calculated)§ Advance payment : 0§ Advance payment deducted: 0§ Total amount to be paid: 1.125 EUR (automatically calculated)

q Travel ticket: nothing to be enteredq Action costs: 1.125 EUR

h) TOTAL (automatically calculated):- Daily Allowance: 12.600 EUR- Travel ticket: 438,59 EUR- Action costs: 13.038,59 EUR


EXPENSES MONTH 0 MONTH 1 MONTH 2 MONTH 3 MONTH 4 MONTH 5 MONTH 6 TOTALPD Rate 75,00 75,00 75,00 75,00 75,00 75,00Duration (N° of nights) 31,00 30,00 31,00 30,00 31,00 15,00

Daily Allowance Total 2.325,00 2.250,00 2.325,00 2.250,00 2.325,00 1.125,00 12.600,00Advance payment 2.250,00 2.250,00Advance payment deduced 562,50 562,50 562,50 562,50 2.250,00

Total amount to be paid 2.250,00 2.325,00 1.687,50 1.762,50 1.687,50 1.762,50 1.125,00 12.600,00Amount in NCU 100.000,00 100000

Travel ticket Currency ID SIT SIT SIT SIT SIT SIT SIT SITExchange rate 228,00 228,00

Total Amount (EUR) 438,5964912 438,5964912

Action costs 2.688,60 2.325,00 1.687,50 1.762,50 1.687,50 1.762,50 1.125,00 13.038,60


20

II. WORKBOOK - MONTHLY PLANNING

Introduction

The monthly activity plan is based on the quarterly activity plan. So, from the - general -information of month 1 of the quarterly plan (the second month of the previous rolling quarterlywork plan), we now will come to a more precise and concrete information as regards theactions for the month to come.

The only change in comparison to the previous table is that you have to enter the concretename(s) of the participant(s) and the correct costing elements of the actions.

In the monthly activity plan are included all the activities which will take place in the comingmonth. These elements are "fixed and sure". Therefore, there is no update provision includednor should there be changes afterwards.

The workbook

This workbook has four (4) worksheets:• Identification• Cashflow Projection• Summary• Trainee's Data

Please consider the order and the following instructions here after when filling in the tables.

Before starting your planning…

The MS Excel file "Monthly Planning" should always be used as the model for your futuremonthly planning. In order to keep it with the original characteristics, please proceed as follows:3. Open file " Monthly Planning.xls".


(Note: if the "Before you save…" message appears, you should choose "Don't use anysuggested format" option)The Save As dialog box will open:e) Save In: please select the place where you want to store your workbook;

(Tip: save the file in the same folder as the model and where you are going to storeyour future plannings)

f) File Name: you must give a name to the file. (e.g. CZMP1)(Note: To choose the correct name, please see Annex I.)

g) Save as Type: make sure you are saving the file as a "Microsoft Excel Workbook".h) When finished, you can press the Save button.


21

Starting your planning…

The first screen you will see has several buttons that will allow you to enter the different tablesyou have to fill in or check.The Menu button always allows you to go back to the first screen without having to leave theapplication. The Exit button will allow you to leave the application and save the last changesyou have done, in case you have forgotten to do it while entering the data.(Tip: while working, save your file on a regular basis. Go to File in the Menu bar and selectSave)Note: if the "Before you save…" message appears, you should choose "Don't use anysuggested format" option.

To make the filling in easier you should follow the steps in the order as presented.


By clicking the Identification button, you will enter the Identification Screen.In the table please fill in the fields that will identify your entire monthly planning workbookautomatically.Proceed in exactly the same way as in "Quarterly Planning - Step 1: Identification"

When you have filled in all the fields, save the data and return to menu by pressing the Menubutton.


When back on the Menu, click on the Cashflow Projection button.

The table will give us the following information on the actions your country plans to participateand on the estimated costs:q Columns I to VII identify the actions:q Columns VIII to XVI give information on participants and costs estimation:q Column XVII "Comments" which can be used to enter any comments you may consider

important (e.g. the number of participants financed by different budget and source).

A. For National activities (SV/ICT/TR), please fill in the table according to the followinginstructions:

§ Action Code - enter code corresponding to the action.Note: At this stage, Unit A5 has already given you the code for each National action;

§ Title - enter title of the action;§ Country Code - enter code of the country where the activity will take place;§ Location - enter name of the town where the activity will take place;§ Start date - enter date when starts the activity;§ End date - enter date when the activity ends§ Type of Activity - selected code from the drop-down list that appears when cells of this

column are selected.§ Name of participants - name of experts whose participation in the action (only SV and

TR);


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§ Number of nights - number of nights spent in the Location (only SV and TR);§ PD Rate - Per diem Rate (only SV and TR);§ PD Costs - This column will be filled in automatically;§ Travel Costs (NCU) - enter price of tickets in national currency (only SV and TR);§ Travel Costs (EUR) - This column will be filled in automatically;§ Fees costs: not applicable for national activities;§ Other costs (NCU) - enter costs in national currency (only ICT)§ Other costs (EUR) - This column will be filled in automatically;§ Total - This column will be filled in automatically;

q The sub and grand totals per type of cost will appear automatically.

Each action will have one or more rows according to the number of participants whichexpenses are covered by the agreement.In the case of In-country Training Courses, please include the number of participants, NOTtheir names!

Here again, in order to help keying in the data, some examples have been created toillustrate this:

Example 1: Study visit of 2 participants (Mr X and Mr Y) on Environment Statistics from23.09.2002 to 24.09.2002 to Helsinki, Finland.Action code: SV-71-02-01Data Input:Participant 1- Action code: SV-71-02-01- Title: Study visit on Environment Statistics- Country code: FI- Location: Helsinki- Start date: 23.09.02- End date: 24.09.02- Type of activity: SV- Name of participants: Mr X- Number of nights: 4- PD Rate: 156 EUR- PD Costs: 624 EUR (filled automatically):- Travel costs (NCU): 100.000,00 SIT- Travel costs (EUR): 440 EUR- FEE costs: 0- Other costs (NCU): 0- Other costs (EUR): 0- Total: 1.064,00 EUR (filled automatically)

Participant 2- Action code: SV-71-02-01- Title: Study visit on Environment Statistics- Country code: FI- Location: Helsinki- Start date: 23.09.02- End date: 24.09.02


23

- Type of activity: SV- Name of participants: Mr Y- Number of nights: 4- PD Rate: 156 EUR- PD Costs: 624 EUR (filled automatically):- Travel costs (NCU): 100.000,00 SIT- Travel costs (EUR): 440 EUR- FEE costs: 0- Other costs (NCU): 0- Other costs (EUR): 0Total: 1.064,00 EUR (filled automatically)


Example 2: In-country training course requested by Slovenia on System of Health Statistics,25 Slovenian participants, from 9.09.2002 to 11.09.2002 to Ljubljana, SloveniaAction code: ICT-12-02-01Input:- Action code: ICT-12-02-01- Title: In-country training course on System of Health Statistics- Country code: SI- Location: Slovenia- Start date: 09.09.02- End date: 11.09.02- Type of activity: ICT- Name of participants: 25- Number of nights: 0- PD Rate: 0- PD Costs: 0 (filled automatically)- Travel costs (NCU): 0- Travel costs (EUR): 0 (filled automatically)- FEE costs: 0- Other costs (NCU): 2.400.000,00 SIT- Other costs (EUR): 10.526,00EUR (filled automatically)- Total: 10.526,00 EUR (filled automatically)



activityName of

participantsN° of nights PD Rate PD Costs

Travel costs (NCU)

Travel costs (EUR)

FEE costs

Other costs (NCU)

Other costs (EUR)

TOTAL


SV-71-02-01 Study visit on Environment Statistics FI HELSINKI 23-Sep 24-Sep SV Mr. X 4 156 624 100000,00 440,00 0,00 0,00 0,00 1064,00SV-71-02-01 Study visit on Environment Statistics FI HELSINKI 23-Sep 24-Sep SV Mr. Y 4 156 624 100000,00 440,00 0,00 0,00 0,00 1064,00


activityName of

participantsN° of nights

PD Rate

PD Costs

Travel costs (NCU)

Travel costs (EUR)

FEE costs

Other costs (NCU)

Other costs (EUR)

TOTAL


ICT-12-02-01 In-country training course on System SI LJUBLJANA 9-Sep 11-Sep ICT 25 0 0 0 0,00 0,00 0,00 2400000,00 10526,00 10526,00


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B. The data input for the Multi-country activities (ECO/PP/TC) is made in exactly the sameway as explained in the "Quarterly Plan".

This means:

§ Open workbook MC-List§ Copy cells of columns A to F (from Action Code to End Date) of the MC-list,

corresponding to action selected;§ Activate workbook of the monthly planning;§ Activate cell under "Action Code" column (by clicking over it);§ Go to Edit menu (Menu bar) and selected Paste Special (a Paste Special dialog box will

open). Under Paste, choose Values then OK.

Repeat these steps with all actions taking place for the whole Month and in which your countryis participating. The following columns of table are to be filled in:

Ø Action CodeØ Title -Ø Country CodeØ LocationØ Start dateØ End date

Note: If the activities have more than 1 participant, please include a second line for the sameaction.

When you have finished copying activities from the MC list, check that you have all theinformation required. (Tip: do a Save. Note: if the "Before you save…" message appears, youshould choose "Don't use any suggested format" option.).

It's now time to start inputting financial data of each action:§ Type of Activity - selected code from the drop-down list that appears when cells of this

column are selected.§ Name of participants - enter name of experts whose participation in the action will be

financed by the agreement;§ Number of nights - enter number of nights spent in the Location;§ PD Rate - enter per diem rate applicable;§ PD Costs - This column will be filled in automatically;§ Travel Costs (NCU) - enter price of tickets in national currency;§ Travel Costs (EUR) - this column will be filled in automatically;§ Fees costs: type fees price (only TC);§ Other costs (NCU) - not applicable to MC activities;§ Other costs (EUR) - this column will be filled in automatically;§ Total - This column will be filled in automatically;§ Comments - enter any comments or information you may find relevant.



25

Again some examples to help keying in the data:

Example 4: Participation of 2 Slovenian statistician (Mr. X and Mr. Y) in the “Eurostat WorkingGroup on Land use statistics” (multi-country activity) from 19.09.2002 to 20.09.2002 toLuxembourgAction code: ECO-61-02-01Participant 1• Copy from MC - List:- Action code: ECO-61-02-01- Title: Eurostat Working Group on Land use statistics- Country code: LU- Location: Luxembourg- Start date: 19.09.02- End date: 20.09.02• Select type of activity from the drop-down list: ECO• Enter:- Name of participants: Mr. X- Number of nights: 4- PDRate: 143 EUR- PD Costs: 572 EUR (this column will be filled in automatically)- Travel costs (NCU): 100.000,00 SIT- Travel costs (EUR): 440 EUR (this column will be filled in automatically)- FEE costs: 0- Other costs (NCU): 0- Other costs (NCU): 0- Total: 1.012 EUR (this column will be filled in automatically)

Participant 2• Copy from MC - List:- Action code: ECO-61-02-01- Title: Eurostat Working Group on Land use statistics- Country code: LU- Location: Luxembourg- Start date: 19.09.02- End date: 20.09.02• Select type of activity from the drop-down list: ECO• Enter:- Name of participants: Mr. Y- Number of nights: 4- PDRate: 143 EUR- PD Costs: 572 EUR (this column will be filled in automatically)- Travel costs (NCU): 100.000,00 SIT- Travel costs (EUR): 440 EUR (this column will be filled in automatically)- FEE costs: 0- Other costs (NCU): 0- Other costs (NCU): 0- Total: 1.012 EUR (this column will be filled in automatically)


26


Now that you have finished filling in the table, you can save and return to the Menu screen(click in Menu button)Note: if the "Before you save…" message appears, you should choose "Don't use anysuggested format" option.


When back on the Menu, please click on the Summary button.

In the Summary of Cashflow Projection table you have a summary of the estimation of costs (inEuro) for the month in a breakdown per type of activity and costs.

In this sheet you have nothing to add as the data are automatically inserted from the dataentered in the previous tables.

After checking that the fields and amounts are correct, you can return to the Menu screen (clickin Menu button)


When back on the Menu, click on the Trainees button.

You should proceed in exactly the same way as explained in "Quarterly Planning - Step 5 -Trainee's Data".


activityName of

participantsN° of nights PD Rate PD

Costs

Travel costs (NCU)

Travel costs (EUR)

FEE costs

Other costs (NCU)

Other costs (EUR)

TOTAL

(I) (II) (III) (IV) (V) (VI) (VII) (VIII) (IX) (X) (XI) (XII) (XIII) (XIV) (XV) (XVI) (XVII) MULTI-COUNTRY ACTIVITIES: ECO PP TCECO-61-02-01 Eurostat Working Group on Land useLU LUXEMBOURG19-Sep 20-Sep ECO Mr.X 4 143 572 100000,00 440,00 0,00 0,00 0,00 1012,00ECO-61-02-01 Eurostat Working Group on Land useLU LUXEMBOURG19-Sep 20-Sep ECO Mr.Y 4 143 572 100000,00 440,00 0,00 0,00 0,00 1012,00


27

III. WORKBOOK - QUARTERLY REPORT

Introduction

The tables of the Quarterly Report have the same design as the on of the Monthly PlanningWorkbook. As already explained in the beginning, the difference with the planning tables is thatthe reporting is done at specific (fixed) periods (not a "rolling" folder). For the specific dates onwhich each report has to be produced, please see the general information above.

The workbook

This workbook has six (6) worksheets:• Identification• Month 1• Month 2• Month 3• Summary• Trainee's Data

When filling in the tables you should consider the order and instructions given in this chapter.

Before starting your report…

The MS Excel file "Quarterly Report" should always be used as the standard model for yourfuture quarterly reports. In order to keep it with the original characteristics, you should do thefollowing:5. Open file " Quarterly Report.xls".


(Note: if the "Before you save…" message appears, you should choose "Don't use anysuggested format" option)The Save As dialog box will open:i) Save In: please select the place where you want to store your workbook;

(Tip: save the file in the same folder as the model and where you are going to storeyour future reports.)

j) File Name: please give a name to the file. (e.g. CZQR1)(Note: To choose the correct name, please see Annex I.)

k) Save as Type: make sure you are saving the file as a "Microsoft Excel Workbook".l) When finished, you can press the Save button.


28

Starting your report…

The first screen you will see has several buttons that will allow you to enter the different tablesyou have to fill in or check.The Menu button always allows you to go back to the first screen without having to leave theapplication.The Exit button will allow you to leave the application and save the last changes you havedone, in case you have forgotten to do it while preparing your report.(Tip: while working, save your file on a regular basis. Go to File in the Menu bar and selectSave)Note: if the "Before you save…" message appears, you should choose "Don't use anysuggested format" option.

To make the filling in easier, please follow the steps in the order as presented.


By clicking the Identification button, you will enter the Identification Screen.In the table you should fill in the fields that will identify your entire quarterly report workbookautomatically.

Proceed in exactly the same way as in "Quarterly Planning - Step 1: Identification"When you have filled in all the fields, save the data and return to the menu by pressing theMenu button. (Note: if the "Before you save…" message appears, you should choose "Don'tuse any suggested format" option.)

Step 2 - Report - Month 1

When back on the Menu, click on the Month 1 button.

The table has the same structure as the one of the Monthly Planning: these data will give usinformation on the actions your country has participated and the real costs related to thisparticipation.

A. Input of data concerning National activities (SV/ICT/TR)

To make life easy, you can copy the information from the Monthly Plans sent previously. Fill inthe table according to the following instructions:

§ Open workbook of the Monthly planning workbook corresponding to Month 1§ Copy cells of columns I to VIII (from Action Code to Name of Participant) of the Monthly

planning workbook, corresponding to the action selected;§ Activate workbook of the quarterly report;§ Activate cell under "Action Code" column (by clicking on it);§ Go to Edit menu (Menu bar) and select Paste Special (a Paste Special dialog box will


Repeat these steps for all the actions in which your country participated during that month. Thefollowing columns of the table are to be filled in:


29

Ø Action CodeØ TitleØ Country CodeØ LocationØ Start dateØ End dateØ Type of ActionØ Name of participants

When you have finished copying the actions, please check that you have all the informationrequired and that nothing is missing. (Tip: do a Save. Note: if the "Before you save…" messageappears, you should choose "Don't use any suggested format" option.).

Now is the appropriate time to start entering the updated financial data of each action:§ Number of nights - number of nights spent in the Location (only SV and TR);§ PD Rate - Per diem Rate (only SV and TR);§ PD Costs - This column will be filled in automatically;§ Travel Costs (NCU) - enter price of tickets in national currency (only SV and TR);§ Travel Costs (EUR) - This column will be filled in automatically;§ Fees costs: not to applicable for national activities;§ Other costs (NCU) - enter costs in national currency (only ICT)§ Other costs (EUR) - This column will be filled in automatically;§ Total - This column will be filled in automatically;


Note: In the case of In-country Training Courses, please include the number of participants,NOT their names!

B. Input Data for Multi-country activities (ECO/PP/TC)

To input these data please proceed in exactly the same way as explained above:

§ Open workbook of the Monthly planning workbook corresponding to Month 1§ Copy cells of columns I to VIII (from Action Code to Name of Participant) of the Monthly

planning workbook, corresponding to action selected;§ Activate workbook of the quarterly report;§ Activate cell under "Action Code" column (by clicking over it);§ Go to Edit menu (Menu bar) and selected Paste Special (a Paste Special dialog box will


Repeat these steps for all the actions concerned. The following columns of the table are to befilled in:

Ø Action CodeØ Title -Ø Country CodeØ LocationØ Start dateØ End dateØ Type of Action


30

Ø Name of participants

When you have finished copying actions, please check that you have all the informationrequired and that nothing is missing. (Tip: do a Save. Note: if the "Before you save…" messageappears, you should choose "Don't use any suggested format" option.).

Now again is the correct time to start entering updated financial data for each action:§ Number of nights - number of nights spent in the Location ;§ PD Rate - Per diem Rate ;§ PD Costs - This column will be filled in automatically;§ Travel Costs (NCU) - enter price of tickets in national currency (only SV and TR);§ Travel Costs (EUR) - This column will be filled in automatically;§ Fees costs: not to applicable for national activities;§ Other costs (NCU) - not applicable§ Other costs (EUR) - not applicable;§ Total - This column will be filled in automatically;


After you finalised filling in the table, please save and return to the Menu screen (click on Menubutton)Note: if the "Before you save…" message appears, you should choose "Don't use anysuggested format" option.).


When back on the Menu, click on the Month 2 button.Please proceed in exactly the same way as in Step 2.


When back on the Menu, click on the Month 3 button.Please proceed in exactly the same way as in Step 2.


When back on the Menu, click on the Summary button.

In the Summary of the table Cashflow Projection you can see a summary of the costs (in Euro)of the actions of the past three monthly period:

• The first table will produce the monthly breakdown per type of activity and costs.• The second table gives the information concerning the total costs per type of activity of

the various months.

In this sheet you have nothing to add as the data are automatically inserted from the dataentered in the previous tables. After checking that the fields and amounts are correct, you canreturn to the Menu screen (click in Menu button).


31


When back on the Menu, click on the Trainees button. Please proceed as explained in"Quarterly Planning - Step 5 - Trainee's Data" and do not forget to update the necessary data.


32

IV. INTERIM AND FINAL REPORTS

Both Interim and Final Reports are very important, as they will support a request of respectivelythe interim payment and the final payment.

Interim Report

The interim report has no specific date for being issued and sent to Eurostat. All will depend onthe speed with which the operation is implemented i.e., with which the advance payment isspent.

As clearly stated in the Special Conditions of the Grant Agreement, when the beneficiary hasspent an amount corresponding to 70% of the advance amount paid the Interim Report has beprepared and sent to Eurostat supporting a requesting for a second payment (of 20 %).

The interim report includes the following technical explanation:a) Summary of the actions of the previous period (summary of the actions achieved since the

beginning of the Operation)b) Results of the actions achieved (summary of the practical results per activity achieved

since the beginning of the operation)c) Difficulties encountered in the implementation of these activities, solutions found and

possible implicationsd) Progress towards the programme objectivese) Dissemination of gained experiencesf) Assessment and recommendations for future activitiesg) Planned future activities

Attached to this operational feedback, is the financial part of this Report, which will follow theExcel tables included in the workbook "Financial situation" (see V. Workbook - FinancialSituation).

Final Report

The Final Report must be sent to Eurostat within three months after the end of the Operation.

The final report also includes the quarterly report concerning the last quarter of the operation byattaching the tables presented before (se chapter III).

The following technical information must be provided:a) Summary of the activities of the previous period (summary of the actions achieved during

the entire implementation of the Operation):b) Results of the activities achieved (summary of the practical results per activity achieved

during the entire implementation of the operation)c) Difficulties encountered in the implementation of these activities, solutions found and

possible implicationsd) Progress towards the programme objectivese) Dissemination of gained experiences


33

f) Assessment and recommendations for future activitiesg) Planned future activities

Format of the Reports

In annex 4 you can find a standard format for both reports, which must be presented in paperand electronic version. (The electronic format can be found in the excel workbook "Final InterimReports.doc".)

In annexes 5.1 and 5.2., you can find the standard format for the Financial Statement that mustbe included in the reports. (The electronic format can be found in the excel workbook "FinalInterim Reports.xls".)


34

V. WORKBOOK– FINANCIAL SITUATION

Introduction

This workbook was prepared to help you doing an effective daily management and follow-up ofthe accounting of the Operation, and to present it to Unit A5 in a harmonised way.

This workbook will not replace required national accounting. Please do not forget that forrespecting the general requirements of the grant agreement (e.g., Interim and Final paymentsrequests) and for audit reasons, the national accounting of the Operation must be clear andupdated.

For a better follow-up of the Operation's financial situation, it is advisable to send regularly (ona monthly basis) a copy of this workbook to Unit A5.

The workbook has fifteen (15) worksheets• Thirteen (13) buttons (and worksheets) correspond to the 12-month duration of the

Operation and time after the ending of the operation:q September 2002q October 2002q November 2002q December 2002q January 2003q February 2003q March 2003q April 2003q May 2003q June 2003q July 2003q August 2003q After August 2003

• Two (2) buttons (and worksheets) correspond to a summarised and updated overview ofyour financial situation:q Summaryq Financial Situation

When filling in the tables please consider the order and instructions given in this chapter.

Before starting your accounting…

The MS Excel file "Financial Situation" should always be used as the model for your futurequarterly planning. In order to keep it with the original characteristics, please proceed asfollows:

7. Open the file " Financial Situation.xls".A message about macros will appear. Please select Enable the Macros.

8. Do a Save As - go to File in the Menu bar and select Save As.


35

(Note: if the "Before you save…" message appears, you should choose "Don't use anysuggested format" option)The Save As dialog box will open:m) Save In: you must select where you want to keep your workbook;

(Tip: save the file in the same folder as the model and where you are going to storeyour future plannings and reports.)

n) File Name: you must give a name to the file. Include the identification letters of yourcountry after the name of the file(e.g. Financial Situation CZ)

o) Save as Type: make sure you are saving the file as a "Microsoft Excel Workbook".p) When finished, you can press the Save button.

Starting your accounting…

The first screen you will see has several buttons that will allow you to enter the different tablesyou have to fill in or check:

q September 2002q October 2002q November 2002q December 2002q January 2003q February 2003q March 2003q April 2003q May 2003q June 2003q July 2003q August 2003q After August 2003q Summaryq Financial Situation

The Menu button always allows you to go back to the first screen without having to leave theapplicationThe Exit button will allow you to leave the application and save the last changes you havedone, in case you have forgotten to do it while preparing your accounting.(Tip: while working, save your file on a regular basis. Go to File in the Menu bar and selectSave)Note: if the "Before you save…" message appears, you should choose "Don't use anysuggested format" option.

To make the filling in easier, please follow the steps in the order as presented hereafter.

Step 1 -September 2002

By clicking the "September 2002" button, you will enter the Spreadsheet - September 2002worksheet. In this worksheet some of the data entered will appear automatically in the othersworksheets. Please enter the following data:

§ Country: enter your country's full name;


36

§ Agreement Number: enter the number of your agreement;§ National Currency Unit (NCU): enter the name of national currency

When you have filled in the mentioned fields, please continue by entering the remainingspecific data of this worksheet:

§ Situation as of: date when you are sending the workbook (insert date as dd/mm/yyyyor dd-mm-yyyy or dd/mm/yy or dd-mm-yy);

§ Prepared by: Person that prepared this worksheet (in case some explanation isrequired youl will always have the record)

§ Exchange Rate - Exchange rate of NC against EUR of the first working day of themonth, published in the Official Journal Series C;(Note: 1,00 appears as default rate);

§ Date: Date of the OJ you have consulted (insert date as dd/mm/yyyy or dd-mm-yyyy ordd/mm/yy or dd-mm-yy).

After finalising the filling in of all the fields, please save the data. (Note: if the "Before yousave…" message appears, you should choose "Don't use any suggested format" option).

The Table…

The table will help you to keep a record on the way the funds are spent. The following data areto be filled in:

q Date: Date of the transaction (enter date as dd/mm/yyyy or dd-mm-yyyy or dd/mm/yyor dd-mm-yy).

q Transaction: type of transaction (bank transfer, bank statement, payment of invoice…)q From/To: source or destination of transactions (e.g., source can be the EC when

sending you the advance money; destination can be the travel agency you have to payfor the tickets)

q Funds: money received from the European Commission (amounts in EUR)q Accrued Interests: Any interest accruing from the advances paid (amounts in NCU)q NSO contribution: Amount to be paid by the CC to cover Financial Services - Bank

charges (amounts in NCU)q Travel: Travel costs (amounts in NCU)q Per Diem: per diem due to travelling statisticians except trainees (amounts in EUR).q PD (Trainees): per diem due to trainees (amounts in EUR).q Fees: Regular Training Courses fees (amounts in EUR).q Training Package: Expenditure corresponds to In-country Training Courses. In this

case, a training package (amounts in NCU)q Training Org. Costs: Expenditure corresponds to In-country Training Courses. In this

case, organisational costs (amounts in NCU)q Other Costs: Other costs (mainly, organisational) that may incur (amounts in NCU).q Audit: Audit costs (amounts in NCU)q Contingency Org. Costs: Organisational costs for the hosting of multi-country

activities (amounts in EUR).q Bank Charges: any financial services that the bank may charge (amounts in NCU).

Note: The total amount of bank charges shall be reimbursed by the NSO of the CC, as a "NSOContribution".


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q The total per type of cost will appear automatically.

Filling in the Table…

Every time there is a financial operation you should register it. At the end of each month youwill know what is the (monthly) situation of your agreement and how it is developing. In thistable, each row corresponds to a financial operation. You should start by entering the date,transaction and source/destination. When entering the amount please check that this is doneunder the correct title. This is very important, as this table (as well as the other tablescorresponding to each month) will automatically update the sheets "Summary" and "FinancialSituation".

The table will support amounts in Euro and in National Currency and there is no Monthly GrandTotal at the end. Every time you have finalised keying in one or more transactions, please do asave, return to the Menu and close the application using the Exit button.(Note: if the "Before you save…" message appears, you should choose "Don't use anysuggested format" option).

Step 2 - October 2002 to August 2003

As mentioned before, each month as its own sheet, that you can reach via the Menu screen.The tables and the way of filling in them are exactly the same. The remaining specific data ofeach worksheet still to be filled in is exactly the same as for the previous month:

§ Situation as of: date when you are sending the workbook§ Prepared by: Name of the person that prepared this worksheet§ Exchange Rate - Exchange rate of NC against EUR of the first working day of the

month, published in the Official Journal Series C with 1,00 appearing as default rate;§ Date: Date of the OJ you have consulted.

Every time you have finalised keying in one or more transactions, please do a save, return tothe Menu and close the application using the Exit button.(Note: if the "Before you save…" message appears, you should choose "Don't use anysuggested format" option).

Step 3 - After August 2003

This sheet exists for transactions taking place after the 31st August 2003. This can happeneither because of delays on the invoicing (e.g., travel agency invoice for travel of action takingplace last days of August 2003) or when the activity that gives raise to a cost takes place afterthe period (the special case of the audit costs as all activities which cost will be consideredeligible should take place before the end of August 2003).

The way of filling in is exactly the same as for other sheets. And, every time you finish enteringone or more transactions should do a save and return to the Menu. And close the applicationusing the Exit button.


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Step 4 - Summary and Financial Situation

The monthly grand totals will appear in this sheet and the amounts will be converted into Eurowhere necessary. In these two sheets you have to do almost nothing. Except, and when yousend the workbook to Unit A5, you should fill in:

§ Situation as of: date when you are sending the workbook (type date as dd/mm/yyyy ordd-mm-yyyy or dd/mm/yy or dd-mm-yy);

§ Prepared by: Person that prepared this worksheet (in case some explanation isrequired you'll will always keep the record).

When you have finished checking the tables, please return to the Menu screen and close theapplication using the Exit button.(Note: if the "Before you save…" message appears, you should choose "Don't use anysuggested format" option).


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VI. ARCHIVING CHECKLISTS

As with accounting, this chapter and its documents are not there to replace national proceduresthat are applicable in your Institution as regards archiving. However, a checklist has beenprepared for helping you to find data for your participants. Please use this as a guide and as ameans to be complete if you find it useful. If not, please use your national procedures butdocument them for means of monitoring (during programming missions) and audit purposes.

Before going into the details of archiving and documenting evidence, please remember thatthere is no need to send Eurostat supporting documents of whatever type of cost: you shouldarchive them but send, together with each quarterly Report, a list of supporting documentsstored.

Codes for Supporting Documents

With a view to have an efficient way of archiving, the supporting documents should have anidentification code. Codes will be prepared by you in the following way:

Archiving code Participant Sequencee.g. ECO130204 A 01

The example: Ticket of Participant Mr X (=A) of Action: ECO-13-02-04 is "44th EEG6 Plenarymeetings and meetings of working groups". The code will be ECO130204 - A - 01

q The Archiving Code, which identifies the action, will have no separation between theinformation fields. Instead of being "ECO-13-02-04" (the action code), it should be"ECO130204".

q Some activities have more than one financed participant. Therefore, the participant is

identified with letters. All supporting documents related to him/her in this action shouldhave the same identification letter. For activities with a lot of participants or with globalcosts - as In-country Training Courses - you should not put a letter for each participant. Inthese cases you will use "X".

q Sequence: sequential number of supporting documents for each participant. There is no

standard order to follow, just chronological archiving. E.g.: You can receive the travelagency invoice before you get the ticket and the mission report that the travellingstatistician must send you. In other cases, you might receive the air ticket and used stubsbefore the invoice, etc...

When preparing the list of supporting documents to send to Eurostat, please always indicatethe archiving code and the document it corresponds to. An example:

Archiving Code DocumentECO130204 - A - 01 Air ticket + used stubsECO130204 - A - 02 Invoice Travel agency


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ECO130204 - A - 03 Mission Report

ICT130201 - X - 01 Attendance listICT130201 - X - 02 Course ProgrammeICT130201 - X - 03 Evaluation ReportICT130201 - X - 04 Invoice from Course Provider

The Checklists

Three different checklists have been prepared according to the type of activity.

Checklist 1 - Multi-Country Activities and Study Visits

In the first ID-Box enter the name of participant, Home administration, Title, Location, Actioncode, Type of activity, Start and End date.

In the second ID-Box input the number of quarterly report in which the participant was included.

Input of travel data:To organise the travel of your colleague(s) on mission, we assume that you have already askedyour travel agency to find the most suitable travel means and dates and obtained the ticketprices.

Enter all travel data in the following fields:- Departure date (normally one day before the start of action)- Means of transport (MoT) (enter the type of transport: Plane, Train, Car, Ship and Bus)- Number (flight or train number as provided by the travel agency)- From (departure airport or station)- At (departure time)- To (destination airport or station)- At (arrival time)

The table allows to input two additional travel dates (e.g. for connection flights) if necessary.

Date:INCLUDED INQuarterly report:

TRAVEL MoT Number From At To AtDeparture date

Return date

Participant:Title: Location:Action code:Start date:End date:

Home administration:

Type of activity:


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In the next table Expenses enter the data concerning the daily allowance and the travel cost.- enter for daily allowances only PDRate and the amount of EUR- enter as travel costs:

• in the field of Amount in NCU (National Currency Unit) the ticket price which is normallyexpressed in the National Currency of your country.

• in the field the Currency ID enter the code of your National Currency.• in the field Exchange rate, enter the rate of the month when the tickets have been

issued.

In the last table List of supporting documents, please indicate which supporting documents arearchived for the activity concerned both for audit company as for EUROSTAT.- enter the code of the supporting documents as mentioned above

All supporting documents are kept with the beneficiary and should not be sent to the Eurostat.

Additional explanatory notes or Comments are necessary in the following cases:§ When an activity has been cancelled and cancellation costs are invoiced:

• tick the activity cancelled and enter the justifying document.§ If a traveller fell ill, a declaration of a medical certificate must be provided:

• tick the Illness of traveller and enter the justifying document.§ If a flight ticket has been upgraded from economy to business class without additional

costs, a certificate of the travel agency must be provided stating that the ticket was issuedat an economy price:• tick the Using business class and enter the justifying document.

§ Stop-overs mean that a person must stay on their way to the action location (or on the wayback) one night in another country because of a missing travel connection. This means thatfor the night another per diem rate must be applied.• tick the Stop overs and enter the justifying document.

EXPENSES PDRate Amount (NCU) Currency ID Exchange rate Amount in EUR

Daily AllowanceTravel ticketTOTAL

ReportInvitation letter Agenda

Travel by air Used air tickets with boarding passes

1st Class return ticket

Documents

Original hotel invoice

Travel by car

Travel by train/bus/ship

Invoice+ Receipt

1st Class return ticket

Original hotel invoiceTravel Agency Course Provider for the Fees

LIST OF SUPPORTING DOCUMENTS EUROSTATAUDIT FIRMMission report


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Exchange rate is the rate of the relevant month into Euro and input the source.

Checklist 2 - In-Country Training Courses

In the first ID-Box enter the number of participants, Home administration, Title, Location,Action code, Type of activity, Start and End date.

In the second ID-Box enter the number of the quarterly report in which the participants wereincluded.

In the third ID-Box please indicate which type of costs was chosen for the In-country trainingcourse:§ training package which includes everything (also the “national part” in which the beneficiary

organises travel and, perhaps, asks for a possible share of the organisation costs to theparticipating countries)

§ organisational costs, which include only the costs for organising and hosting a conference,seminar, training within the beneficiary country.

In the following table Organisational costs, please enter manually the type of costs, the pricein National Currency Unit, Currency ID, Exchange rate, the amount in EUR and the total of thecosts.

COMMENTSPlease tick

Activity cancelledIllness of travellerUsing business classStop overs

Exchange rate (source):Other comments:

Justifying document

If the answer is YES

Participant:Title: Location:Action code:Start date:End date:

Home administration:

Type of activity:


Training Package Organisational Costs


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In the last table List of supporting documents, please indicate which supporting documentsare archived for the type of activity both for the audit firm and EUROSTAT.

Checklist 3 - Traineeships

In the first ID-Box enter the name of trainee, Home administration, Title, Host Organisation(EUROSTAT + exact Unit or EU Member States) Location, Action code, Type of activity, Startand End date.

In the second ID-Box enter the number of the quarterly report in which the participant wasincluded.

Enter the travel dates in the following fields:§ Departure date (normally one day before the start of action)§ Means of transport (MoT) (enter the type of transport: Plane, Train, Car, Ship and Bus)

Type of cost Price in NCU CurrencyID Exchange rate Amount in EUR TOTAL

TOTAL

ORGANISATIONAL COSTS

LIST OF SUPPORTING DOCUMENTS AUDIT FIRM

Approval letter from Eurostat

Evaluation report from Course Provider

Course programme

Invoice Course Provider

Report

Documents Attendance list

LetterTo Eurostat asking for approval + Budget prospect

EUROSTAT


Trainee:Title:Action code: Location:Start date: Type of activity:End date:

Hosting Organisation:Home administration:


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§ Number (flight or train number as provided by the travel agency)§ From (departure airport or station)§ At (departure time)§ To (destination airport or station)§ At (arrival time)

In the following table Expenses enter the number of nights per month (so you will obtain thedaily allowance amount per month) and the travel costs in national currency. In order to get thetravel cost in Euro, you should input the exchange rate under column Month 0 (1,00 appears asdefault). Please use the same data as entered in the quarterly and monthly planningconcerning the Trainee’s data.

In the next table List of supporting documents, please indicate which supporting documentsare archived for the type of activity both for the Audit Company and EUROSTAT.

Additional explanatory notes or Comments are necessary in the following cases:§ When an activity has been cancelled and cancellation costs are invoiced:

• tick the activity cancelled and enter the justifying document.§ If a trainee fell ill, a declaration of a medical certificate must be provided:

• tick the Illness of traveller and enter the justifying document.

TRAVEL MoT Number From At To AtDeparture date

Return date

LIST OF SUPPORTING DOCUMENTSInterim Final

Travel by air Used air tickets with boarding passesInvoice+ Receipt Travel Agency

Advance paymentMonthly bank transferMonthly presence sheets

AUDIT FIRM EUROSTAT

Report

Receipt

EXPENSES MONTH 0 MONTH 1 MONTH 2 MONTH 3 MONTH 4 MONTH 5 MONTH 6 TOTALPD Rate 75,00 75,00 75,00 75,00 75,00 75,00Duration (N° of nights)

Daily Allowance Total 0,00 0,00 0,00 0,00 0,00 0,00Advance payment 2.250,00 2.250,00Advance payment deduced 0,00 0,00 0,00 0,00

Total amount to be paid 2.250,00 -562,50 -562,50 -562,50 -562,50 2.250,00Amount in NCU

Travel ticket Currency IDExchange rate 1,00 1,00

Total Amount (EUR)

Action costs 2.250,00 -562,50 -562,50 -562,50 -562,50 2.250,00


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§ If a flight ticket has been upgraded from economy to business class without additionalcosts, a certificate of the travel agency must be provided stating that the ticket was issuedat an economy price:• tick the Using business class and enter the justifying document.

§ Stop-overs mean that a person must stay on their way to the action location (or on the wayback) one night in another country because of a missing travel connection. This means thatfor the night another per diem rate must be applied.• tick the Stop-overs and enter the justifying document.

Exchange rate is the rate of the relevant month into Euro and input the source.

COMMENTSPlease tick

Activity cancelledIllness of travellerUsing business classStop overs

Exchange rate (source):Other comments:

Justifying document

If the answer is YES


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ANNEXES


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Annex 1 - Unit A5: Organisational Measures

BUDGET CO-ORDINATION and PREPARATION Phare,financing proposals, contracting logic

C. Junker

Grants system preparation beneficiaries C. Lisboa / L. Heinen

Grants system preparation Member states L. T’Joen / L. Heinen

Grants system implementation beneficiaries (overall co-ordination)

C. Lisboa / L. Heinen

Grants system implementation Member states (overall co-ordination)

L. T’Joen / L. Heinen

Phare 2000 contract with ICON/ARTEMIS J-J. Amity / L. Heinen

Phare 2000 contract with Landsis L. Heinen / A. Krüger

Helpdesk concerning planning and reporting tables C. Lisboa

HORIZONTAL TASKS FOR BUDGET MANAGEMENT

Meetings, seminars, working groups, MC list, checking ofmonthly planning

I. Vançon (L. Heinen)

Bilateral activities with Member States, consultancies, studyvisits, framework contracts, non-allocated activities in multi-country-events

L. Heinen (K. Reinig)

Long term stays Eurostat and MS K. Reinig (S. Carette)

TES courses K. Reinig (L. Heinen, I. Vancon)

Other Training courses (including in-country courses) L. Heinen (K. Reinig)


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Annex 2 - List of Statistical Themes

11 Classifications12 Statistical training13 Electronic data processing14 Information technologies15 Reference databases16 Information17 Dissemination18 Statistical co-ordination19 Technical assistance to countries in transition20 Preparation of enlargement21 Technical co-operation with third countries22 Statistical research23 Restructuring plans24 Registers25 Data security and statistical confidentiality31 Population32 Labour market33 Education34 Culture35 Health, safety and consumer protection36 Distribution of incomes and living conditions37 Social protection38 Other social statistics40 Annual economic accounts41 Quarterly and environment accounts42 Financial accounts43 Monitoring own resources55 Prices44 Industry45 Energy and raw materials47 Distributive trades48 Transport49 Communication


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50 Tourism51 Services57 Other economic statistics52 Money and finance53 Trade in goods54 Trade in services and balance of payments61 Land use and countryside62 Agricultural structures63 Agricultural incomes and prices64 Crop production65 Animal production66 Agro-industry statistics67 Reforming agricultural statistics68 Forestry statistics69 Fisheries statistics71 Environment statistics and indicators72 Regional and geographical information73 Science and technology81 Economic and financial statistics (DGII)82 Industrial statistics (DG III)83 Agricultural statistics (DG VI) (included for information

only)84 Transport statistics (DG VII)85 Environment statistics (DG XI)86 R&D statistics (DG XII)87 Fisheries statistics (DG XIV)88 Energy statistics (DG XVII)91 International relations92 Planning and evaluation of work93 Management of human resources94 Management of financial resources95 Management of legal bases96 Audit97 General administration99 Decentralised management


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Annex 3 - Per diem Rates applicable in Phare 2000.

Country Amount (EUR)

Austria 122Belgium 150Denmark 179Finland 156France 130Germany 127Greece 113Ireland 165Italy 130Luxembourg 143Netherlands 148Portugal 143Spain 141Sweden 157United Kingdom 199Norway 180Bulgaria 167Czech Republic 193Estonia 124Hungary 158Latvia 191Lithuania 142Poland 229Romania 194Slovakia 140Slovenia 155


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ANNEX 4 - Standard Model Interim/Final Report

PHARE 2000 TECHNICAL ASSISTANCE WITHIN THE MULTI-BENEFICIARYPROGRAMMES FOR STATISTICS

<Identification of beneficiary>

<INTERIM/FINAL > REPORT

<Agreement number : … >

Reporting Period: .. - ..

<Date of report>

"This document has been produced with the financial assistance of the European Community. The views expressedherein are those of [name of Beneficiary] and can therefore in no way be taken to reflect the official opinion of theEuropean Commission."


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a) Summary of the actions of the previous period (summary of the actions achieved since thebeginning of the Operation)

b) Results of the actions achieved (summary of the practical results per activity achievedsince the beginning of the operation)

c) Difficulties encountered in the implementation of these activities, solutions found andpossible implications

d) Progress towards the programme objectives

e) Dissemination of gained experiences

f) Assessment and recommendations for future activities

g) Planned future activities

Annex:§ Details of budget consumption (in Excel format)§ Financial Statement (in Excel Format)§ Bank Statement (bank account situation)§ List of supporting documents


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Annex 5.1 - Standard Model of Financial Statement (Interim Report)

Report: Country:Situation as of: Agreement number:Currency: Prepared by:

Revenue Amount Expenditure Amount

Advance Per Diem Accrued Interests Per diem - TraineesNSO Contribution Travel - Experts

Fees - Regular Training CoursesIn-Country Training CoursesAuditContingency ReserveFinancial Services - Bank Charges

Total Revenue Total Expenditure

AmountAdvance (+) EURReal Costs of the period (=70% of advance) (-) EUR

Sub-total (=) EURInterests (+) EUR

Sub-total (=) EURFinancial Services (-) EURNSO Contribution (+) EUR

Remaining Funds (Net Sub-total) (=) EURInterim Payment Request (+) EURFunds for next period (=) EUR

INTERIM REPORTFinancial Statement


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Annex 5.2 - Standard Model of Financial Statement (Final Report)

Report: Country:Situation as of: Agreement number:Currency: Prepared by:

Revenue Amount Expenditure Amount

Funds - Advance Per Diem Funds - Interim Payment Per diem - TraineesAccrued Interests Travel - ExpertsNSO Contribution Fees - Regular Training Courses

In-Country Training CoursesAuditContingency ReserveFinancial Services - Bank Charges

Total Revenue Total Expenditure

AmountFunds - Advance (+) 0 EURFunds - Interim Payment (+) 0 EURReal Costs (-) 0 EUR

Sub-total (=) 0 EURInterests (+) 0 EUR

Sub-total (=) 0 EURFinancial Services (-) 0 EURNSO Contribution (+) 0 EUR

Balance (Net Sub-total) (=) 0 EUR

Final REPORTFinancial Statement