Brochure. Including numerous practical examples and an interactive workshop

1

Br

oc

hure

Including n

umer

ous

practical e

xamples and

an interactive w

orkshop

Advanced Seminar

Financial Accounting of EU-Funded Projects

• Handling Different Kinds of Costs

• Reacting to Budget Changes

• Preparation for Audits

31

_{August – 1}

_{September 2015, Berlin}

With experts from:

•

Managing Authority for England, Department for Communities and Local

Government, United Kingdom

•

Audit Authority, Ministry of Finance North Rhine-Westphalia, Germany

•

European Programme Management Unit – London, Greater London Authority,

United Kingdom

•

European & International Development, University of the Highlands and Islands,

United Kingdom

2

Who is this seminar for?

• Beneficiaries of European

Structural and Investment Funds

(ESI Funds) and in particular ERDF,

ESF and CF implementing

EU-funded projects

• Public and private institutions as

well as organisations applying for

EU Structural Funds

• Ministries administering

EU Structural Funds

• Managing, Audit and Certifying

Authorities for EU Structural Funds

• Intermediate Bodies and

Implementing Bodies for

EU Structural Funds

• Municipalities and local authorities

• Public and development banks

• Chambers of Commerce and

Chambers of Crafts

• Specialised consultants and

certified public accountants working

with EU Structural Funds

ADVANCED SEMINAR

Financial Accounting of EU-Funded Projects

Errors in handling EU Funds finances can seriously jeopardize your

project!

EU-funded projects put high demands on project leaders and coordinators. Especially

correct financial accounting of projects constitutes a great challenge. Beneficiaries have to

follow strict and complex rules set up by the European Commission. The project needs to be

correctly managed with respect to its financial accounting. If you as beneficiary do not fulfil

your financial accounting obligations, both the European Commission and the designated

national authorities can “freeze” your funding or even reclaim it completely. Therefore, protect

yourself from repayment and prepare intensively for financial controls!

A well structured financial management is crucial for the success of

your EU-funded project

Managers of EU-funded projects need to implement and comply with specific financial rules.

As the reporting requirements are inflexible, a precise documentation plays a vital role,

especially in case of controls. Moreover, concrete deadlines and specific eligibility rules need

to be followed. Thus, a well structured financial management is crucial for the success of an

EU-funded project.

Special Offer: Send in your questions beforehand!

To tailor the programme to your personal training needs, we encourage

you to send in your particular questions beforehand. Please also indicate

which topics are specifically important for you, even though they are not

precisely covered by the programme.

Please send your questions at least two weeks before the seminar to:

coordination@euroacad.eu

Our experts will integrate these issues into the seminar and provide

recommendations.

“Helpful, well organised, worth to attend!”

Dimitrios Ontos, Project Manager, Monitoring, Verification and Audit

Unit, European Return Fund, Ministry of Public Order

and Citizen Protection, Greece

3

Your benefits

• Protect your budget – Prevent

repayments

• Benefit from a hands-on and

practical seminar approach with

case studies, practical examples as

well as numerous recommendations

for your daily work

• Be proactive – Prepare yourself

for on-the-spot checks and financial

audits

• Participate in an interactive

workshop with group work and take

advantage of the possibility to

directly apply your newly acquired

knowledge

• Discuss your individual questions

with our experts from different

authorities

• Exchange experiences with other

beneficiaries and peers from all

across Europe

What will you learn at this seminar?

• What does the European Commission require from beneficiaries of

EU Structural Funds regarding the financial accounting of EU-funded

projects?

• What are the beneficiary’s duties regarding financial accounting and which

relevant forms and declarations do I have to be familiar with?

• How can I manage my bookkeeping correctly?

• How to differentiate variable costs, fixed costs, direct costs and indirect costs

• Which costs are eligible and how do I cope with disallowance of costs?

• What do I have to be aware of when using flatrates to simplify accountancy?

• What are particular requirements for financial accounting of personnel costs?

• What needs to be done if a budget change occurs during project

implementation?

• How do I assure a smooth cooperation between administrative staff and

those implementing the project in practice?

• How can I prepare for administrative checks and verifications, on-the-spot

checks as well as financial audits from the Audit Authority in the best way?

Optional Masterclass seminar for the

„Masterclass Management in EU Funds“

This Seminar is also an Optional Masterclass seminar for the

„Masterclass Management in EU Funds“

4

PROGRAMME DAY 1

Financial Accounting of EU-Funded Projects

8.30-9.00

Registration and Handout of Seminar Documents

Opening Remarks from the European Academy for Taxes, Economics

& Law

Welcome Note from the Chair and

Round of Introductions

Amarjit S. Narain, Member of ERDF Managing

Authority for England, Department for Communities

and Local Government, United Kingdom

Meeting the Financial Management and

Accounting Requirements

• Understanding the EU funding framework

• Meeting the EC requirements for an effective management

and control system

• Accounting for EU-Funds

• What are beneficiaries‘ responsibilities regarding financial

management and accounting?

• Cost classifications and how they affect budgets

- Direct costs

- Indirect costs

- Fixed costs

- Variable costs

- Income

• Meeting the N+2/N+3 spending targets

• Minimising the risk of irregularities

• Planning for closure of programmes

• What are the changes in the 2014-2020 Programme?

Amarjit S. Narain, Member of ERDF Managing

Authority for England, Department for Communities

and Local Government, United Kingdom

Discussion Round

Coffee Break and Networking Opportunity

How to Handle the Accounting of

Personnel Costs

• What are the key accounting principles for personnel costs?

• Who should be included in personnel costs?

• What makes up personnel costs?

• What supporting information is needed to claim costs?

• How to record time spent on project activities

• What are the methods for calculating part-time staff costs?

• Practical examples to illustrate the methods

• What are the rules for contribution in-kind of voluntary labour?

• Common mistakes that can lead to irregularities

Amarjit S. Narain, Member of ERDF Managing

Authority for England, Department for Communities

and Local Government, United Kingdom

Discussion Round

AMARJIT S. NARAIN

Member of ERDF Managing Authority for

England, Department for Communities and Local

Government, United Kingdom

Amarjit S. Narain has been working on the management of

ERDF 2007-2013 programme since 2007. He played a key role

in setting up the management and control systems and getting

them approved by the European Commission. Currently, he is

also responsible for the confirmation of first level controllers

for INTERREG programmes and the conduction of quality

assurance checks of first level controllers’ work on three

programmes. Before joining the ERDF management, he

worked on managing public finances and on delivering major

regeneration and housing projects by the Central Government

in partnership with local governments.

“Useful and focused on practical issues!”

“It brought me what I expected!”

“The Seminar was very well structured, I got

answers to all of my questions regarding financial

accounting of EU funded projects and especially

regarding public procurement rules!”

Tatyana Bratoeva, Senior Expert, Monitoring Unit,

5

12.00-12.45

Managing Changes in Operational

Programmes and Projects

• What are the provisions in the EC regulations to make changes to

operational programmes?

• What Member States have to do

• What documentation is needed to request changes and how to do it

• What factors can influence and have an impact on the

implementation of projects?

• What kind of changes can projects expect?

• What should beneficiaries do if their projects need changes?

• What are the financial implications for beneficiaries?

Amarjit S. Narain, Member of ERDF Managing

Authority for England, Department for Communities

and Local Government, United Kingdom

Discussion Round

Lunch Break and Networking Opportunity

Administrative Checks and Verifications

• The process for administration and verification checks

• Has the beneficiary set up satisfactory systems and processes

for monitoring the project?

• What checks are carried out before a claim is paid?

• On-the-spot checks – What is the purpose and what happens

after the visit?

• Irregularities and corrections identified from administrative checks

• What documentation is the project expected to retain

• Common mistakes

Linda Stewart, Director of European & International

Development, University of the Highlands and Islands

(UHI), United Kingdom

Discussion Round

Coffee Break and Networking Opportunity

Practical Recommendations for

On-the-Spot Checks

• Who carries out on-the-spot verification checks?

• What checks are carried out under Article 125 (5) of EU

Regulation 1303/2013 and other related checks?

• How should a beneficiary prepare for these checks and what are

the differences between them?

• How should a beneficiary prepare for other possible on-the-spot

checks?

• What documentation should a beneficiary retain once the report is

closed?

• Changes to the project as a result of on-the-spot checks

• Common mistakes

Linda Stewart, Director of European & International

Development, University of the Highlands and Islands

(UHI), United Kingdom

Discussion Round

End of Day One

LINDA STEWART

Director of European & International

Development, University of the

Highlands and Islands (UHI),

United Kingdom

Linda Stewart is Director of European

& International Development at the

University of the Highlands & Islands

(UHI). She has recently been in charge

of a region-wide project analysing lessons learned from the

2007-13 programmes and how they may be applied to new

undertakings, including some detailed work on the use of

unit costing methodologies. Her current role at UHI covers

the broader spectrum of EU programmes and funding,

particularly INTERREG, Horizon 2020 and Erasmus. She

served on the Board of the Highlands & Islands Partnership

Programme (Programme Management Executive for the

region, until this function was taken under the control of

the Managing Authority) for six years, latterly as Chair.

She has been involved in the development of the previous

two structural Funds programmes and is currently heavily

engaged in planning for Scotland’s new ESI programmes

for 2014-20. With other regional partners in the Highlands &

Islands European Partnership and at national level through

various Scottish Government Working Groups. She took

on the role of developing an EU dimension for the fledgling

university in 2000 and since then has been instrumental in

levering in over £100m in ERDF and ESF grant funding in

support of infrastructure (estates and IT), research capacity,

curriculum development and wider access initiatives, working

with regional stakeholders to create a new higher education

model suited to a large, dispersed and rural area.

“I think there is no alternative to this seminar in the field of

financial accounting for EU funded projects.”

6

Welcome Note from the Chair

Patrick Wamper, Head of the Audit Authority for

ERDF, Ministry of Finance North Rhine-Westphalia,

Germany

The Audit of Financial Accounting

– The Audit Authority’s Role

• Relation of Audit Authority, Managing Authority and

beneficiary

• How the Audit Authority is auditing beneficiaries and EU-funded

projects

- Role of the Audit Authority

- On-the-spot audits of operations

• What does the Audit Authority expect from beneficiaries?

• Common mistakes of beneficiaries

Patrick Wamper, Head of the Audit Authority for

ERDF, Ministry of Finance North Rhine-Westphalia,

Germany

Discussion Round

Coffee Break and Networking Opportunity

What Are Common Mistakes

Regarding Eligibility of

Expenditures?

• EU eligibility rules and connection to national eligibility rules

• How to avoid ineligible costs already from the beginning and

in the design of your project

• How to cope with ineligible costs and disallowance of costs

• Practical examples of eligible and ineligible costs

Patrick Wamper, Head of the Audit Authority for

ERDF, Ministry of Finance North Rhine-Westphalia,

Germany

Discussion Round

Inc

luding

practical

examples

PROGRAMME DAY 2

Financial Accounting of EU-Funded Projects

PATRICK WAMPER

Head of the Audit Authority

for ERDF in North Rhine-

Westphalia, Ministry of Finance

North Rhine-Westphalia,

Germany

Since 2006, Patrick Wamper has

been the Head of the Audit Authority

for ERDF in the Federal State of

North Rhine-Westphalia in Germany. From 2004 to 2006,

he acted as Deputy Head of the Independent Body for

ERDF and ESF in the same Federal State. Furthermore,

Patrick Wamper works as a lecturer at the State Academy

for Advanced Training and has participated in twinning

missions to strengthen local public financial control in

Poland, Romania, Bulgaria, Montenegro and Azerbaijan.

Workshop

11.30-13.00

How to Prepare for Financial Audits

This workshop prepares participants for financial audits by allowing

them to understand an auditor’s perspective. After an introduction

to how to prepare for financial audits in practice, each participant

plays the role of an auditor during a role play.

Introduction to the Workshop

• How to prepare for financial audits in the best way – Key aspects

you need to be aware of

• Requirements of the Audit Authority regarding accounting,

bookkeeping and verification

• Which documents and records should I hold ready?

• Analysis of practical examples

Group Work: Preparation of a checklist for

auditing indirect costs according to Art. 68

of Reg. (EU) no. 1303/2013

Group Work: Performing audit work on a

fictive case of indirect costs

Exchange of Experiences

Patrick Wamper, Head of the Audit Authority for

ERDF, Ministry of Finance North Rhine-Westphalia,

Germany

“Again, the European Academy offers solutions

and innovative seminars for all challenges experts

face in their work with European funded projects.”

7

Lunch Break and Networking Opportunity

What Do You Have to be Aware of Regarding

EU Public Procurement Rules as a

Beneficiary?

• Basic requirements

• Necessary documentation

• Most common issues in procurement audits

• How to prepare for procurement audits

• Problems and possible consequences and sanctions

Patricia Muotto, Programme Manager,

European Programme Management Unit, London,

Greater London Authority, United Kingdom

14.45-15.00

Discussion Round

Coffee Break and Networking Opportunity

Specific Financial Accounting Challenges

of Projects Funded by the ERDF and

Cohesion Fund

• Scope for applying simplified costs options

• Financial monitoring of infrastructure projects

• Special requirements of Major Projects

• Dealing with State aid issues

• Dealing with revenue generation aspect of a project

• Meeting the requirements of additionality

• Keeping the focus on delivering good value for money

• Meeting the requirement of sustainability

• Demonstrating a positive contribution towards equality or opportunity

• Specific requirements of Financial Engineering Instruments

• Lessons learned from previous programmes

Amarjit S. Narain, Member of ERDF Managing

Authority for England, Department for Communities

and Local Government, United Kingdom

16.15-16.30

Final Discussion Round and Review of the Seminar

End of Seminar and Handout of Certificates

PATRICIA MUOTTO

Programme Manager,

European Programme

Management Unit, London,

Greater London Authority,

United Kingdom

Patricia Muotto has been working

on the management of ERDF

2007-2013 programme since 2007

monitoring business support and capital projects on

behalf of the Mayor of London. Previously she worked for

local authorities and the Regional London Development

Agency in London developing and submitting major

successful funding applications for the UK regional

European Regional Development Funds. She has also

helped to promote and manage INTERREG and URBAN

transnational projects as the Greater London Authority is

a managing authority for London. Currently monitoring

a portfolio of ERDF projects in London which includes

processing claims she is responsible for verifying

evidence and advising on management systems.

She has extensive experience of regeneration project

management and working in partnership with central and

local governments.

8

BOOKING

E-mail: booking@euroacad.eu

Fax:

+49 (0)30 80 20 80 250

Phone: +49 (0)30 80 20 80 230

For online booking please visit

our website: www.euroacad.eu

Date of Event

31

_{August – 1}

_{September 2015, Berlin}

Booking Number

S-1036 MC

Event Language

The event language will be English.

Event Price

1.389,- Euro excl. German VAT (19%)

The above price covers the following:

• Admission to the seminar

• Hand-out documents

• Seminar certificate, if seminar fully attended

• Soft drinks and coffee/tea on both event days

• Lunch on both event days

Upon request you can receive a

digital version of the seminar

documents after the event for

60,- Euro excl. German VAT (19%)

in addition to the seminar.

Contact

European Academy for Taxes, Economics & Law

at Potsdamer Platz, Entrance Leipziger Platz 9,

10117 Berlin, Germany

Phone: +49 (0)30 80 20 80 230

Fax:

+49 (0)30 80 20 80 250

E-mail: info@euroacad.eu

Internet: www.euroacad.eu

Your contact persons for the programme:

Regina Lüning, M. Sc. econ.

Head of Marketing and Sales

Phone: +49 (0)30 80 20 80 246

Fax:

+49 (0)30 80 20 80 259

E-mail: regina.luening@euroacad.eu

Carl von Duhn

Conference Manager

Phone: +49 (0)30 80 20 80 235

Fax:

+49 (0)30 80 20 80 259

E-mail: Carl.vonDuhn@euroacad.eu

(Programme is subject to alterations)

Event Location

Arcotel John F

Werderscher Markt 11

10117 Berlin, Germany

Phone: +49 (0)30 28 88 65 78 96

Fax:

+49 (0)30 6831 55 555

E-mail: reservation.johnf@arcotelhotels.com

Internet: www.arcotelhotels.com

Please contact the hotel directly and refer to the “European Academy

for Taxes, Economics & Law” if you wish to benefit from a limited

room availability-contingent. Of course you can always look for an

alternative hotel accommodation.

ORGANISATIONAL MATTERS

9

BOOKING

BOOKING NUMBER

:

S-1036

MC

(DM) 31

_{AUGUST – 1}

_{SEPTEMBER 2015, BERLIN}

Herewith we register the following persons for the Advanced Seminar: “Financial Accounting of EU-Funded Projects“.

Only Valid with Signature and Stamp.

NOTE

European Academy for Taxes, Economics & Law Brauner Klingenberg GmbH | Leipziger Platz 9 | 10117 Berlin | Phone +49 (0)30 80 20 80 230 | Fax +49 (0)30 80 20 80 259

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Fax:

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For online booking please visit

our website: www.euroacad.eu

10

Terms & Conditions for Conferences, Seminars and other

Training Courses

1. Area of Application

The following terms and conditions settle the contractual relationship between conference participants and the European Academy for Taxes, Economics & Law Brauner Klin- genberg GmbH [referred to as “European Academy for Taxes, Economics & Law” in the following]. Differing terms and conditions, as well as, other settlements and/or regulati-ons have no validity.

2. Registration / Confirmation of Application

A registration can be made via internet, mail, fax, or email. The registration is considered granted and legally binding if not rejected by the European Academy for Taxes, Eco-nomics & Law in writing within seven (7) days after receipt of registration. The registration will be supplemented by a booking confirmation via email. Partial bookings are only valid for seminars designed in modules. 3. Service The course fee covers the fee per participant and course in € net, subject to current German VAT. It includes training course documents as per course description, a lunch meal/ snack and refreshments during breaks, as well as, a participation certificate. The European Academy for Taxes, Economics & Law has the right to change speakers/instructors and to modify the course program if and where necessary while maintaining the overall nature of the course. All registered participants will be notified in case of a course cancellation due to force majeure, due to speakers’ preventions, due to troubles at the chosen location or due to a low registration rate. Course cancellation notification due to a low registration rate is issued no later than two (2) weeks before the course date. Course fees are reimbursed in the cases listed above; however, reimbursement for travel expenses or work absenteeism is only granted in cases of intention or gross negligence by the European Academy for Taxes, Economics & Law. Any reimbursement of travel expenses are to be considered as an exceptional goodwill gesture and form no future ge-neral obligation. In case of disturbances and/or interruptions, the European Academy for Taxes, Economics & Law commits itself to solve or limit any problems that might occur in order to maintain and continue the course as planned.

4. Payment Date and Payment, Default of Payment

Payment of the course fee is payable immediately upon receipt of invoice. Where payment is not received or lacking clear assignment to a participant prior to commencement of the course, the European Academy for Taxes, Economics & Law may refuse the relevant participant’s participation in that course. The course fee, however, is still due immedia-tely and can be claimed as part of a dunning procedure or legal action. In accordance with BGB §247 (1), in case of default of payment within the stipulated time period, default interest on arrears of at least 5% above the ECB base rate is due and payable. The European Academy for Taxes, Economics & Law can claim higher damage for delay if and where proven. Equally, the participant may prove that a damage has not occurred or has had less effect than estimated by the European Academy for Taxes, Economics & Law. Payment shall be made by cashless bank transfer; cash or cheques will not be accepted. The European Academy for Taxes, Economics & Law is not liable for any loss of means of payment. The participant may only offset such claims against the European Academy for Taxes, Economics & Law’s as are undisputed, legally recognized or recognized in writing by the European Academy for Taxes, Economics & Law. The right of retention is only acceptable in accordance with a counterclaim based on the same contract. 5. Cancellation Cancellations need to be issued in writing. Cancellation by the participant will be subject to cancellation charges as follows: • 30 days or more prior to commencement of the course: service charge of 80,00 € net, subject to current German VAT, payable immediately, course fee will be reimbursed, • two (2) weeks to 30 days prior to commencement of the course: 50% of course fee net, subject to current German VAT, payable immediately, • non-attendance or cancellation less than two (2) weeks prior to commencement of the course: 100% of course fee net, subject to current Germany VAT, payable immediately The European Academy for Taxes, Economics & Law gladly accepts without additional costs a substitute participant nominated in case of a cancellation if the substitute parti-cipant is registered at least three (3) days prior to the commencement of the course. Neither cancellation of a specific module/part of the course or substitution per module/per day is possible. 6. Copyright Seminar/course documents are protected by property rights and may not be duplicated, processed, amended, circulated or published in any other way without the written con-sent of the European Academy for Taxes, Economics & Law. The European Academy for Taxes, Economics & Law reserves all rights. 7. Liability All seminars and courses are prepared and presented by qualified speakers and instructors. The European Academy for Taxes, Economics & Law accepts no liability for the up-to-dateness, correctness and completeness of the seminar documentation, as well as, presentation of the seminar.

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