This document summarizes a training session on project management for the URBACT II program. It discusses the key actors involved in projects, including the managing authority, lead partner, and project partners. It also outlines the main contractual documents for projects, including the subsidy contract, joint convention, and audit trail. Finally, it reviews administrative procedures for projects like reporting, reprogramming, and the financial management and monitoring system called Presage-CTE.

1. URBACT II – Training Session
Project Management

2. Introduction

Structure of the session – 3 main blocks
1. Key actors
2. Contractual Documents



Subsidy Contract
Joint Convention
Audit Trail
1. Administrative procedures


Reporting Activities
Reprogramming
Thursday 30 January 2014

3. Project Management, key actors
Managing Authority/Secretariat: Responsible for the overall
implementation of the Programme, for supporting the Beneficiaries
(including verification of the evidence of the activities implemented
and the reimbursement of the costs incurred)
Lead Partner: Responsible for the overall organization and
implementation of the network’s work plan (including account,
progress and financial report, internal handling and transfer of ERDF,
fulfillment of communication requirements)
Partner (s): Each partner shall commit to the success of the project
and contribute to its implementation and completion. Moreover, each
partner remains liable for the sound financial management of its own
expenditure.
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4. Main contractual documents
› Subsidy Contract
› Joint Convention
› Audit Trail
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5. Subsidy Contract
The Subsidy Contract includes:
1. The maximum amount of the ERDF subsidy and total
eligible budget as presented in the approved DoI and budget
proposal.
2.
Rules, eligibility of expenditure
›
Project start and end date
3. Request for Payment
› Annual allocation
4. The main duties and responsibilities of the Lead Partner and
Project partner.
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6. Subsidy Contract – Next Steps
Due to the French legislation, the Subsidy Contract shall be
bilingual FR/EN
 The URBACT Secretariat will send the PDF version by email
 The Lead Partner checks and confirms the information included
in the contract
 The Secretariat sends 3 signed bilingual copies to the Lead
partner
 The Lead Partner signs 3 copies of the contract
 The Lead Partner returns 2 bilingual copies to the Secretariat
(one for MA/Secretariat and the other for CA)
Thursday 30 January 2014

7. Joint Convention - Optional
Joint Convention:
Legal Agreement between the Lead Partner and all the Project
Partners
The Joint Convention shall include the duties, obligations and
responsibilities of all the partners concerning among others:
 Project management and implementation
 Project reporting
 Project closure
 Budgetary principles
 Financial management system
 Verification and Record Keeping
 Individual partner budget breakdown and confirmation of
contribution and ERDF allocation
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8. Audit Trail document
› It is a mandatory document to be submitted by each partner
›
It must be filled in and signed by each Partner, collected and
checked for completeness by the LP
› The LP should send completed documents to the Secretariat
by end of February 2014 latest
›
It contains basic information on :
 Separation of functions at Partner level
 VAT status
 Financial management system
 Record keeping
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9. Audit Trail Requirements
Requirements for record keeping – end date 31/12/2020 (if there
are not national rules that require an even longer archiving period)
Documents to be archived at the LP/Partner’ premises:
 contractual documents (incl. audit trail doc.);
 bank account statements;
 original invoices;
 time records of personnel working for the project (including timesheets);
 copies of all contracts with external experts and/or service providers;
 documents relating to public procurement, information and publicity;
 proofs for delivery of services and goods (studies, brochures, newsletters,
minutes of meetings, participants’ list, travel tickets, etc.);
 calculation of administrative costs, records of costs included in overheads;
 etc.
THIS INFORMATION WILL BE REQUESTED FOR AUDIT!
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10. Mandatory documentation
•
Subsidy Contract
•
Audit Trail documents
•
FLC approvals
ATTENTION: WITHOUT, NO ERDF REFUND!
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11. Any Questions?
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12. Presage-CTE:
Financial management and monitoring system
› On line monitoring tool https://urbact.presage-cte.org
› The system is secure and access is restricted by
personal log-in and password (user types: LP, PPs,
FLCs)
› Each project must undertake an official reporting using
Presage–CTE :
 Accounting and validation of expenditure
 Certification of expenditure and FLC certificates
 Production of a payment claim
 Submission of a progress report
› Monitoring project expenditure and ERDF payments
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13. Reporting Procedure
Documents to be submitted:
 Progress Report
 Certificates of Expenditure
 A unique Payment Claim
 Closure Documents – at closure
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through PRESAGE CTE

14. Payment Claim by LP
› What is a payment claim?
 Request for refund : it claims globally the expenditure
incurred by the project at the end of the reporting period
 It regroups the certificates produced by several partners to
make a cumulative claim for ERDF
 It is produced in PRESAGE-CTE and signed by the LP
ATTENTION:
LP responsible for checking FLC certificates:
- correctness (“interim/final” status, FLC answers to
certificate checklist, etc.)
- completeness (signature by the approved controller of
the LP/Partners certificates)
WE CANNOT PAY ERDF WITHOUT IT
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15. Progress Report
› To ensure that the project’s activities are progressing in
accordance with the work plan and the budget approved by the
Monitoring Committee
› The Progress Report shall be produced and submitted through
PRESAGE CTE – to be signed by LP and LP FLC
› Structure of the Progress Report shaped on the work plan
included in the Application Form in Presage-CTE
All expected outputs initially indicated in the Application Form shall
be achieved – Subsidy contract
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16. Reporting rounds
schedule
Period
Deadline
1 Dec 2013 – 30 June 2014
30 September 2014
1 July 2014 – 31 Dec 2014
28 February 2015
(claim optional, PR mandatory)
1 Jan 2015 – 31 March 2015
31 May 2015
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17. ERDF refunds
•
General refunding period:
–
all projects reporting documentation will be reviewed by the JTS
within 1 month after submission deadline ( ex. before 31st October
2014 for reporting period Dec 2013-June 2014)
– payments forecasted shortly after except if additional queries from
the JTS or the CA and depending on the delays to provide required
clarification or documents
–
total estimated turn around time is maximum of 2 months for those
projects submitted with no problems
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18. Re-programming Process – General principles
Minor Changes
Major Changes
•
change in contact information
•
Change in the partnership
(withdrawal, replacement)
•
rescheduling of activities
(calendar)
•
Removal or addition of objectiveactions with related update of
the work plan and list of
expected outputs
•
changes in the budget in excess
of the 20% flexibility rule
•
small budget deviation (within
the 20% flexibility rule)
Changes to be notified via the
Progress Report
Thursday 30 January 2014
Changes to be approved via Reprogramming process

19. Contact Details
Adele BUCELLA – Financial Manager
a.bucella@urbact.eu
Tel – 01.49.17.47.36
Céline ETHUIN – Finance Officer
c.ethuin@urbact.eu
Tel – 01.49.17.47.08
Raffaele BARBATO – Project Officer
r.barbato@urbact.eu
Tel – 01.49.17.47.52
Thursday 30 January 2014

20. contact@urbact.eu
www.urbact.eu