AnNa Administrative Issues

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The AnNa project has to execute major administrative activities. Much to do

 

There are three elements, Identified in three colours (red for the now, bleu for after 31 March, green is the reward). 

Until 30 March 2014 we have to do deal with the following:

  • Strategic Action Plan (SAP) 
  • Action Status Report (ASR)

Together, these documents have to be sent electronically to the EC. Deadline 31 March 2014.

After 31 March 2014, taking care of the Interim Financial Statement relating 2012 and 2013 data.

A next TEN-T payment is based on an approved ASR 2012-2013 (due appr. June 2014):

  1. Each country shall be paid 50% of the TEN-T 2014 budget contribution - therefore, they prove (per country) in the ASR they have spent minimum 70% of the 2012-2013 budget (not applicable for the UK).
  2. Each country shall be paid the other 50% of the TEN-T contribution for 2012-2013 - therefore they prove (per country) in the ASR they have spent 100% of the 2012-2013 budget and this is further elaborated in a Interim Financial Statement on this period (not applicable for the UK).

The process before 31st March 2014 (Formal Process):

  1. To complete the SAP. The SAP will also include all of the justifications etc. for under-/overspending in 2012/2013 and progress etc. etc. (the technical information from the ASR) (Therefore we need your input)
  2. To complete the ASR. The ASR only consists of three tables
    1. Financial overview per activity per year (global overview not per partner):
      1. 2012 and 2013 = actual
      2. 2014 and 2015 = (updated) forecast
    2. Milestones (status – have we done it, has it started)
    3. Technical progress (% completion of activities)
  3. To fill in the ASR electronically (via TENtec) – details will follow.
  4. To upload the SAP as an annex to the ASR
  5. Each Beneficiary will have one nominated “validator”. AnNa national projectleaders are recommended to work closely together with the national validator.
  6. The validator per country will validate and confirm the electronic “ASR”
  7. The first page of the electronic ASR should be printed and signed by each Beneficiary
  8. The signed/stamped copies are uploaded to the ASR.
  9. Final submission.

For the moment till 31 JANUARY all partners need to submit as a minimum:

  • 2012-2013: Actual costs per beneficiary per activity per year (NOT UK)
  • 2014-2015: Updated forecasts per beneficiary per activity and per Subactivity 

This process until 31 March 2014 relates to the SAP and the ASR.

The process after 31st March 2014:

 The Interim Financial Statement allows us to be paid the other 50% of the TEN-T money for 2012-2013. The Interim Financial Statement is only submitted once the following conditions have been met:    

  • The ASR has been approved by TEN-T (“x” months after submission ASR) 
  • All partners have spent as a minimum 100% of the allocated budget for 2012/2013.

The detailed overview (who, what, when) is only required for the Interim Financial Statement and not before 31st March. The totals of the ASR and the Interim Financial Statement should of course match (I attach a copy of the Excel file that needs to be filled in) . It is useful if all partners use the Interim Financial Statement template when providing the global figures for the ASR (process before 31 March)

2. Next pre-financing instalment for 2014 period:

The next pre-financing instalment for 2014 (25% of total 2014 budget) will be made available to all Beneficiaries that meet the following conditions:

  • The actual costs (2012 and 2013) and the forecast costs (2014 and 2015) still amount to the total budget (you cannot change the total amount per country); and
  • If a partner underspends in 2012 and 2013 they demonstrate (through adjustments of their forecast figures for 2014 and 2015) that the commitment is still there for their total budget; and
  • If a partner underspends in 2012-2013 they should have spent at least 70% of the forecast costs for 2012-2013 (this can be derived from the ASR 2012-2013).