Seminar for Project Managers of EU Funded Projects

Financial Management and Reporting Obligations

for EU funded Projects

Brochure
6th – 7th July 2017, Cologne

With experts from:

• Managing Authority for England, Department for Communities and Local Government,
United Kingdom

• Centre for EU Transport Projects – a Subordinate Authority of the Ministry of Infrastructure

and Construction, Poland

• University of the Highlands and Islands, European & International Development, United Kingdom
(ERDF & ESF beneficiary)

• Transport Infrastructure, Ireland

With practical workshops on:

• Budget Calculation for EU Funded Projects:
Practical cases on the Eligibility of Costs
• How to Prepare Systematically for On-the-Spot Checks
• What are Common Mistakes in the Financial Management?
1
SEMINAR FOR PROJECT MANAGERS OF EU FUNDED PROJECTS
Financial Management and Reporting Obligations
for EU funded Projects
A well-structured financial management is crucial for the success Who is this seminar for?
of your EU funded project
EU funded projects put high demands on project leaders, coordinators and financial • Beneficiaries of European Structural
managers. Especially the correct financial accounting of the project constitutes a great and Investment Funds (ESI Funds)
and in particular Project Managers
challenge. Beneficiaries have to follow strict and complex rules set up by the European
responsible for implementing
Commission. The project needs to be correctly managed with respect to its financial
ERDF-, ESF- and CF-funded
accounting. One crucial point is indeed the correct accounting of personnel costs. Hence, projects
a profound knowledge of the eligibility rules for EU funded projects is required from the
responsible financial managers. • Public and private institutions as
well as organisations applying for
Errors in handling EU Funds finances can seriously jeopardise EU Structural and Investment
Funds
your project!
If beneficiaries do not fulfil the financial accounting obligations, both the designated
• Ministries administering EU
national authorities and the European Commission can “freeze” the funding or even Structural and Investment Funds
reclaim it completely. Therefore, protect yourself from repayment and prepare intensively
for financial controls! (Financial) Managers of EU funded projects need to implement • Managing, Audit and Certifying
and comply with specific financial rules. As the reporting requirements and deadlines Authorities for EU Structural and
Investment Funds
are inflexible, a precise documentation plays a vital role, especially in case of controls
and audits. Thus, a well-structured financial management is crucial for the success of
• Intermediate Bodies and
an EU funded project. Implementing Bodies for EU
Structural and Investment Funds

• Municipalities and local authorities

Special Offer: Send in your questions beforehand!
• Public and development banks
To tailor the programme to your personal training needs, we encourage
you to send in your particular questions beforehand. Please also indicate • Chambers of Commerce and
which topics are specifically important for you, even though they are not Chambers of Crafts
precisely covered by the programme.
• Specialised consultants and
Please send your questions at least two weeks before the seminar to: certified public accountants working
coordination@euroacad.eu
with EU Structural and Investment
Funds
Our experts will integrate these issues into the seminar and provide
recommendations.

“The seminar was very well structured, I got answers to

all of my actual questions regarding financial accounting
of EU funded projects and especially regarding
public procurement rules!”

Tatyana Bratoeva, Senior Expert, Monitoring Unit,

Ministry of Environment and Water, Bulgaria

2
What will you learn at this seminar? Your benefits

• Protect your budget – Prevent

• What does the European Commission require from beneficiaries of EU Structural and repayments
Investment Funds regarding the financial accounting of EU funded projects?
• Benefit from a hands-on and
practical seminar approach with
• What are the beneficiary’s responsibilities regarding financial accounting and which case studies, practical examples as
relevant documentation and claims do I have to be familiar with? well as numerous recommendations
for your daily work
• How to manage the bookkeeping correctly
• Be proactive – Prepare yourself for
on-the-spot checks
• What are the major financial accounting challenges of projects funded by the ERDF
and Cohesion Fund? • Participate in interactive workshops
with group work and take advantage
of the possibility to directly apply
• What are the reporting requirements and how to proceed the documentation for a your newly acquired knowledge
reliable audit trail?
• Discuss your individual questions
• Which costs are eligible and how to calculate them in practice
with our experts from different
authorities

• What are particular requirements for financial accounting of personnel costs? • Exchange experiences with other
beneficiaries and peers from all
• How to prepare for administrative checks and verifications as well as on-the-spot
across Europe
checks

• What are common mistakes in the financial management?

„Masterclass Management in EU Funds“

w
This Seminar is an optional seminar for the
„Masterclass Management in EU Funds“

For further Information, please click here.

“Helpful, well organised, worth to attend!”

Dimitrios Ontos, Project Manager, Monitoring, Verification and

Audit Unit, European Development Programs Division,
European Return Fund,
Ministry of Public Order and Citizen Protection, Greece

3
PROGRAMME DAY 1
Financial Management and Reporting Obligations
for EU funded Projects
8.30-9.00
Registration and Hand-out of Seminar Material AMARJIT S. NARAIN
Member of ERDF Managing Authority for
9.00-9.05 England, Department for Communities and Local
Opening Remarks from the European Academy for Taxes, Economics Government, United Kingdom
& Law Amarjit S. Narain has been working on the management of the
9.05-9.30
ERDF 2007-2013 programme since 2007. He played a key role
in setting up the management and control systems and getting
Welcome Note from the Chair and Round of them approved by the European Commission. Currently, he is
Introductions also responsible for the confirmation of first level controllers
Amarjit S. Narain, Member of ERDF Managing for INTERREG programmes and the conduction of quality
Authority for England, Department for Communities assurance checks of first level controllers’ work on three
and Local Government, United Kingdom programmes. Before joining the ERDF management, he
worked on managing public finances and on delivering major
9.30-10.15 regeneration and housing projects by the Central Government
in partnership with local governments.
ESI Funds 2014-2020: Requirements for
Financial Management and Accounting
• 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 12.00-12.45
management and accounting? Focus Area: Accounting of Personnel Costs
• What are the changes in the 2014-2020 Programme?
Amarjit S. Narain, Member of ERDF Managing and Avoiding Mistakes
• What are the key accounting principles for personnel costs?
Authority for England, Department for Communities • What simplified cost options are available?
and Local Government, United Kingdom • Who should be included in personnel costs?
• What makes up personnel costs?
10.15-10.30
• What supporting information is needed to claim costs?
Discussion Round
• How to record time spent on project activities
10.30-11.00
• What are the methods for calculating part-time staff costs?
Coffee Break and Networking Opportunity • Practical examples to illustrate the methods
• What are the rules for contribution in-kind for voluntary labour?
11.00-11.45 • Common mistakes that can lead to irregularities
Financial Accounting Challenges of Projects Amarjit S. Narain, Member of ERDF Managing
Authority for England, Department for Communities
Funded by the ERDF and Cohesion Fund and Local Government, United Kingdom
• Scope for applying simplified costs options
• Financial monitoring of infrastructure projects 12.45-13.00
• Special requirements of Major Projects Discussion Round
• Dealing with State aid issues
• Dealing with revenue generation aspect of a project 13.00-14.00
• Meeting the requirements of additionality and sustainability Lunch Break and Networking Opportunity
• Keeping the focus on delivering good value for money
• Demonstrating a positive contribution towards equality of
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
11.45-12.00
Discussion Round

4
14.00-15.00

Eligibility of Costs for EU funded Projects PAWEŁ ENGEL

• General rules on eligibility Director, Department for Analysis
• Specific regulations for ERDF, ESF and Cohesion Fund and Programming,
• Eligibility of VAT
• Audit trail and verification of eligibility on different level of project
Centre for EU Transport Projects
implementation – a Subordinate Authority of the
• Revenue generating projects − Financial gap and the eligibility of Ministry of Infrastructure and
costs Construction, Poland
Paweł Engel, Director, Department for Analysis and Before Paweł Engel started to work
Programming, Centre for EU Transport Projects – for the Department for Analysis and
a Subordinate Authority of the Ministry of Programming at the Centre for EU Transport Projects in Poland
Infrastructure and Construction, Poland – a subordinate authority of the Ministry of Infrastructure and
Construction – he had worked for seven years as Deputy
15.00-15.15 Director of the Department for EU Projects and Monitoring
Discussion Round in the General Directorate for National Roads and Motorways
in Poland. During the programming period 2007-2013 he was
15.15-15.45 responsible for the application process resulting in 50 projects
Coffee Break and Networking Opportunity with roughly EUR 10 bn of EU contribution. Moreover, Paweł
Engel has been in charge of preparing feasibility studies
and CBAs, having made more than 30 calculations for road
Workshop projects. Previously, he worked in the field of pre-accession
and Structural Funds, inter alia, in the Polish Ministry of
Regional Development.
15.45-17.15

Budget Calculation for EU Funded

Projects: Practical cases on the
Eligibility of Costs
The precise determination of the budget for projects is a key
area in the EU project management. In order to determine
the budget of eligible costs is a key area.

Case 1: VAT in public administration − Eligible or not?

Case 2: Revenues in the project − Implementation

phase

Case 3: Revenues in the project − Operational phase

Case 4: National and European rules on eligibility −

Which are more important?

Case 5: Project completed and results not achieved −

Are the costs eligible?
“Useful and focused on practical issues!”
In this workshop the participants work in small groups. The
results will be discussed afterwards with the other delegates
as well as with the workshop leader.

Paweł Engel, Director, Department for Analysis

and Programming, Centre for EU Transport
Projects – a Subordinate Authority of the
Ministry of Infrastructure and Construction,
Poland

17.15
End of Day One

5
PROGRAMME DAY 2
Financial Management and Reporting Obligations
for EU funded Projects
9.00-9.05

Welcome Note from the Chair LINDA STEWART

Amarjit S. Narain, Member of ERDF Managing
Authority for England, Department for Communities
and Local Government, United Kingdom
9.05-9.50
Documentation for a Reliable Audit Trail and
Reporting Requirements
• E-cohesion requirements and responsibilities
• Documentation retention options
• Claims and receipts
• Financial management and accounting
• Communication and publicity
Amarjit S. Narain, Member of ERDF Managing
Authority for England, Department for Communities
and Local Government, United Kingdom
9.50-10.00
Discussion Round
10.00-10.30
Coffee Break and Networking Opportunity
10.30-11.15
What are Possible Consequences of the
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
11.15-11.30
Discussion Round
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 and delivery for Scotland’s 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.

“It brought me what I expected!”

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

financial accounting for EU funded projects.”

6
 Workshop

11.30-13.00

How to Prepare Systematically for

On-the-Spot Checks
The beneficiaries of EU funded projects must be prepared
for on-the-spot checks carried out under Article 125 (5) of
EU Regulation 1303/2013 and other related checks. Being
prepared for those checks prevents irregularities as well as
the recovery of the money.
Who carries out on-the-spot verification checks?
Preparation and the differences between 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
The participants will discuss and work in small groups and
practical cases. The results will be presented afterwards with
the other delegates as well as with the workshop leader.
DECLAN WYLDE
Finance Director, Transport
Infrastructure, Ireland
Since 1996 Declan Wylde has been
working in the group responsible for the
planning, approvals and implementation
of the Dublin Light Rail System which
opened in 2004. In the early 1990’s, he
worked with Du Pont de Nemour Finance
and subsequently with Irish Rail in their operations and
infrastructure groups. Declan Wylde attended the Business
Graduate Trinity College Dublin and additionally obtained a
professional accounting qualification.

Linda Stewart, Director of European & International

Development, University of the Highlands and
Islands (UHI), United Kingdom

“Again, the European Academy offers

13.00-14.00 solutions and innovative seminars for all
Lunch Break and Networking Opportunity
challenges experts face in their work with
European funded projects.”
Workshop

14.00-16.00

“High Risk Area”: What are

Common Mistakes in the Financial
Management?
Financial Managers of EU funded projects are often
confronted with pitfalls and challenges. Learn how to avoid
them applying the several question on:

How to avoid ineligible costs right from the

beginning and in the design of your project
Public procurement requirements
Problems and possible consequences and sanctions
Lessons learnt: Practical cases of PP irregularities
The participants will discuss and work in small groups and
practical cases. The results will be presented afterwards with
the other delegates as well as with the workshop leader.

Declan Wylde, Finance Director,

Transport Infrastructure, Ireland
A coffee break will be included into the workshop.

16.00
End of Seminar and Handout of Certificates
7
ORGANISATIONAL MATTERS
Financial Management and Reporting Obligations
for EU funded Projects

Date of Event Contact

6th – 7th July 2017 European Academy for Taxes, Economics & Law
at Potsdamer Platz, Leipziger Platz 9
Booking Number 10117 Berlin, Germany
S-1605 MC Phone: +49 (0)30 80 20 80 20
Fax: +49 (0)30 80 20 80 22 259
E-mail: info@euroacad.eu
Event Language Internet: www.euroacad.eu
The event language is English.
Your contact persons for the programme:
Event Price Regina Lüning, M. Sc. econ.
1.389,- Euro excl. German VAT (19%)
Head of Marketing and Sales
Phone: +49 (0)30 80 20 80 22 300
The above price covers the following:
Fax: +49 (0)30 80 20 80 32 259
• Admission to the seminar
E-mail: regina.luening@euroacad.eu
• Hand-out documents
• Seminar certificate, if seminar fully attended
Jette Wienprecht, M. A.
• Soft drinks and coffee / tea on both event days
Conference Manager
• Lunch on both event days
Phone: +49 (0)30 80 20 80 21 327
Fax: +49 (0)30 80 20 80 22 259
Upon request you can receive a digital version of the seminar
E-mail: jette.wienprecht@euroacad.eu
documents after the event for 60,- Euro excl. German VAT (19%)
in addition to the seminar.
(Programme is subject to alterations)

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For online booking please visit Please contact the hotel directly and refer to the “European Academy
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8
 BOOKING
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For online booking please visit
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Booking Booking Number: S-1605 MC (DMW) 6th – 7th July 2017, Cologne

Herewith we register the following persons for the Seminar for Project Managers of EU funded Projects : “Financial Management and Reporting
Obligations for EU funded Projects“.

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Status: July 2016