Towards a harmonised water quality and pollution risk management

LLIV-303 project “HOTRISK”

Anete Šturma

Senior specialist of Inland Waters DivisionExpert on modelling in “HOTRISK”

Riga, LEGMC, 26.11.2013.

Lessons learned from other LEGMC Lat-Lit cross border cooperation

projects

Anete Šturma

Senior specialist of Inland Waters DivisionProject coordinator of LLIV-326 project “Lakes for future”

Riga, LEGMC, 26.11.2013.

Key content points of presentation

• Reporting procedure

• Partner reports of Latvia – Lithuania programme projects

• Time-sheet filling

Reporting procedure

• After 6 month period all partners submits partner report (plus partner confirmation and supporting documents) to 1st level control (in 10 working days time after the end of period);

• After ~ 1 month 1st controller sends to project coordinator e-mail a list of issues to be specified, questions to be answered; When 1st level control accepts report, it sends to a partner Confirmation by the First Level Controller and Certificate of Proficiency for the First Level Controller. Project partner (PP) sends confirmed Excel progress report and these 2 documents to Lead partner (LP).

• After that LP gathers both partner report information, in 10 days time prepares progress report and sends it to Joint Technical Secretariat.

• Sertification authority checks it (2 x) and max 6 months after submiting progress report, money is counted to LP (in two parts: 70 % and 30 %)

Excel partner report

• A form downloadable in http://www.latlit.eu/eng/how_to_implement/reporting

• Must be handled in electronically and signed in paper.

Budget line 1 – Personnel costs

BL 2 – Direct administration costs

BL4 – External services

BL5 – Travel and accomodation

BL6 – Equipment and infrastructure

At last worksheet of Partner report there is a form of Time sheet, which all participants have to fill in and sign about every month with worked hours in Project. These signed time sheets are part of partner report.

For partner report you should submit this previous mentioned Excel form and such supporting documents as:

• Printout of the accounting system, which confirms that the expenses are separate from the institution's total expenditures;

• Partner confirmation;• Copies of procurement / market research documents;• Copies certifying payments and transactions;• Copies certifying project final results or intermediate results.

Costs supporting documents must be sorted according to budget lines (in order like in partner report)!

• Project index, short name, WP and BL nr., partner name must be on :– Invoices;– Checks;– Contracts;

– If there is place – programme name should be written.

BL1 •Employment contracts, supplementaries;•Job descriptions in main job and in Project;•Management orders about personnel involved in project;•Time sheets;•Common time sheets of organization, where total ammount of worked hours in institution is seen;• Prints of personal accounts of workers;•Documents confirming payments;

BL2 For direct administrative costs:•Stationery request forms;•Invoices;•Documents confirming payments.

BL4 •Meeting programs, meeting protocols, participant registration lists;•Procurement / market research documents;•Contracts; contract price costings;•Certificates, documents confirming education (if necessary);•Delivery-acceptance acts;•Documents confirming results or interim results;•Documents confirming publicity requirements;•Documents confirming payments.

BL5 •Orders for staff about working trips;•Agendas, training programmes;•Initial estimates of expenditure, advance payments;•Lease agreements;•Invoices;•Trip tickets, route sheets;•Trip reports;•Justification for use of taxi, private or trasport of institution use;•Documents confirming payments (incl. tickets).

BL6 •Procurement/market research documents;•Contracts; contract proce costings;•Invoices;•Delivery-acceptance acts;•Documents confirming results or interim results;•Documents confirming requirements of visibility;•Documents confirming payments (incl. tickets).

Thank you for attention!More information about programme requirements:

http://www.latlit.eu