Successful Verification of EU Funded Projects in
the New Programming Period 2014-2020
23rd – 24th October 2014, Berlin
Brochure
Advanced Seminar
With focus on:
• New legal requirements for administrative and on-the-spot checks
• Dealing with personnel costs
• Record keeping and documentation issues
• Handling irregularities correctly
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ADVANCED SEMINAR
Successful Verification of EU Funded Projects in the
New Programming Period 2014-2020
Enhance your verification methods – Avoid failures and reimbursement
of funding
In the new Programming Period 2014-2020 Article 13 of Commission Regulation (EC)
No 1828/2006 that stipulates certain procedures and requirements for verification will be
repealed. Managing Authorities and Intermediate Bodies will have to meet new standards
regarding the implementation of administrative and on-the-spot verifications. Until now,
Who is this seminar for?
Directors, Heads of Unit or Department,
Managers, Auditors, Controllers and
other experts dealing with verifications,
especially from:
they do not only have to verify eligibility of expenditure as well as compliance with State
• Managing Authorities of ERDF
(including ETC), ESF and CF
aid and public procurement regulations, but also need to ensure correct record keeping,
• Intermediate Bodies
documentation and reporting. In addition, double financing, irregularities and fraud have to
• Certifying Authorities
be detected and prevented.
• Audit Authorities
As a result, as a first level controller responsible for administrative and on-the-spot
verifications you carry a high responsibility and you need to assure efficient control
procedures as well as reliable control executions. It is therefore crucial for you to be informed
about new regulations for first level financial control as soon as possible. • National and Regional Audit Institutions
• Beneficiaries implementing EU funded
projects
Specialised Consultancies and
External Auditors working with EU
Funds
“Valuable use of my time that will allow me to implement change and
strengthen systems.”
Louise Long, Staff Officer,
Department of Enterprise, Trade and Investment, United Kingdom
“Useful, professional, brilliant.”
“Good inputs for the programming period 2014-2020.”
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What will you learn at this seminar?
Your benefits
• What are the changes in first level control in the Programming Period 2014-2020?
• How do you prepare yourself best for new verification rules?
• What are the lessons learnt from the Programming Period 2007-2013?
• How can you avoid errors and pitfalls in the implementation of administrative
verifications and in particular the checking of payment claims?
• What are the best strategies to prevent double financing and the reimbursement of
same expenditures by different sources?
• How should you deal with personnel and overhead costs?
•
Learn about the requirements of
the European Commission
– Become familiar with the exact
roles of the Managing Authority
and the Intermediate Body
regarding verifications in the new
Programming Period 2014-2020
•
Receive concrete advice and
checklists for verification, on-thespot visits and public procurement
– Be best prepared for your practical
work
• Have a look at previous audit
findings – Benefit from lessons
learnt
•
Boost your knowledge on sampling
methods, simplification of costs and
prevention of double financing
– Feel confident with respect to all
your duties and responsibilities and
make processes more effective
• What do you need to consider for correct record keeping and for reporting irregularities?
•
Know how to check key areas
properly – Avoid corrections and
fund cancellation due to incorrect
and ineligible project financing
• Which documents are necessary for a proper verification file?
• Be best prepared for on-the-spot
checks and reporting of irregularities
• What are the different options for applying simplification of costs?
• What do you have to take into account regarding public procurement rules?
• How can you improve the effectiveness of on-the-spot checks?
• How can you cope with the specific compliance challenges with infrastructure
projects?
• Exchange your knowledge with
experts and colleagues from other
Member States
Optional Course for the
„Master of Management in EU Funds“
This European Seminar is also an optional Course for the
„Master of Management in EU Funds“
For further Information, please click here.
“Excellent”
Tommi Multala, Resource Officer, European Environment Agency
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PROGRAMME DAY 1
Successful Verification of EU Funded Projects in the
New Programming Period 2014-2020
8.30-9.00
Registration and Handout of Seminar Material 9.00-9.05
Opening Remarks from the European Academy for Taxes, Economics
& Law
9.05-9.30
11.30-12.15
Welcome Note from the Chair and Round of
Introductions
Strategy for Improving Desk based Checks
Amarjit S. Narain, Member of ERDF Managing
Authority for England, Department for Communities
and Local Government, United Kingdom
9.30-10.15
Overview of Legal Requirements from the
Common Provisions Regulation Coming
from the New Common Structural Funds
(CSF) Regulation
•Management Control Systems and responsibility
of Member States
•European Commission powers and responsibilities
•Governance
•The role of a Managing Authority and Intermediate Bodies
•The role of the Certifying Authority
•Audit and the role of the Audit Authority
•Eligibility of expenditure
•Developing an effective strategy to gain and provide assurances
•Developing a systemic approach to conducting checks
•Getting the timing and intensity of verification right
•Using the right tools to record and report findings
•Checking financial and compliance aspects of expenditure •Limits of desk based checks – Making use of intelligence and risk
assessment
Amarjit S. Narain, Member of ERDF Managing
Authority for England, Department for Communities
and Local Government, United Kingdom
12.15-13.00
Strategy for Improving On-the-Spot
Verifications
Nicholas Suggit, ERDF Strategy and Policy Manager,
ERDF Managing Authority for England, Department
for Communities and Local Government,
United Kingdom
10.15-10.45
Administrative Verification of Expenditure
•Legal requirements (Article 114) •Desk based checks
•On-the-spot verification
•Record keeping by beneficiaries
•Selecting the appropriate methodology for verifications
•Key financial checks to make on the eligibility of expenditure
•Key compliance checks to do for meeting EC requirements
•Using the right tools to record, monitor, and maintain a reliable
audit trail
•Purpose of selecting a sample of projects
•Various options for selecting a sample
•Being smart – Using risk assessment to prioritise visits
•Ensuring adequate coverage of expenditure categories
•Ensuring adequate coverage of beneficiaries
•Adopting a smart approach by using checklists fit for purpose
•Staying in control by having a good monitoring system
Amarjit S. Narain, Member of ERDF Managing
Authority for England, Department for Communities
and Local Government, United Kingdom
13.00-13.15
Discussion Round
13.15-14.15
Lunch Break and Networking Opportunity
Amarjit S. Narain, Member of ERDF Managing
Authority for England, Department for Communities
and Local Government, United Kingdom
10.45-11.00
Discussion Round
11.00-11.30
Coffee Break and Networking Opportunity
“A must for all personnel working on EU funds as first-level controllers!”
“Very useful and practical for my job. Thank you for everything!”
Diana Dimitrova, Ministry of Regional Development, Bulgaria
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Ca
Stu se
dy
14.15-15.00
Developing Strategies for a Robust
Management and Control Environment
•Background to England ERDF Programme and the management
and control systems
•Different strategies for administrative checking and on-the-spot
verification
•Working with Auditors and the European Commission
Nicholas Suggit, ERDF Strategy and Policy Manager,
ERDF Managing Authority for England, Department
for Communities and Local Government,
United Kingdom
Focus Costs
15.00-15.45
How to Deal with Different Types of
Costs Correctly
•How to apportion personnel costs
•Key principles for claiming overheads
•Options for using flat rates, unit costs, and lump sums
•Changes from the 2007-13 Round
•Practical examples of each option
•Verification and audit issues for each option
Maeve Hamilton, Head of ERDF Managing Authority,
Enterprise, Trade and Investment, Central
Government Department, Northern Ireland
17.00-17.30
Public Procurement
– Requirements and Key Verification Checks
15.45-16.00
Discussion Round
16.00-16.20
Coffee Break and Networking Opportunity
16.20-17.00
Impact of Simplified Cost Options on
Verification
•Overview of SCOs considered in Northern Ireland ERDF
•SCO options adopted in Northern Ireland
•Impact of SCOs on verification – change in approach
•Risks in using SCOs
Maeve Hamilton, Head of ERDF Managing Authority,
Enterprise, Trade and Investment, Central
Government Department, Northern Ireland
•
•
•
•
Background on EC requirements
Public sector responsibilities
Private sector responsibilities
Key checks on compliance
Amarjit S. Narain, Member of ERDF Managing
Authority for England, Department for Communities
and Local Government, United Kingdom
17.30-18.00
Other Areas for Management Verification:
Double Financing
•Prevention •Detection
Amarjit S. Narain, Member of ERDF Managing
Authority for England, Department for Communities
and Local Government, United Kingdom
18.00
End of Day One
“An opportunity to learn about strategies for improving administrative
and on-the-spot-verifications.”
Georgeta Birău, Counselor, Ministry of Environment and Forests, Romania
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PROGRAMME DAY 2
Successful Verification of EU Funded Projects in the
New Programming Period 2014-2020
9.00-9.05
Welcome Note from the Chair
13.45-14.15
9.05-9.45
•Common mistakes detected in verification visits and other audits
•Analysis of type of irregularities found in previous rounds
•Examples of frauds detected in structural funds
•Improving guidance, training and controls to minimise recurrence
Amarjit S. Narain, Member of ERDF Managing
Authority for England, Department for Communities
and Local Government, United Kingdom
Improving Verification Effectiveness
•Use of checklists and tailored checks depending on the nature of
expenditure
•Risk assessment and sampling
•Nature of verification – timing, frequency etc.
•Desk check vs. on-the-spot verification
•Documentation retention and quality
Maeve Hamilton, Head of ERDF Managing
Authority, Enterprise, Trade and Investment,
Central Government Department, Northern Ireland
9.45-10.00
Common Mistakes and Lessons Learnt from
Previous Structural Funds Rounds
Amarjit S. Narain, Member of ERDF Managing
Authority for England, Department for Communities
and Local Government, United Kingdom
14.15-14.30
Discussion Round
14.30-15.00
Coffee Break and Networking Opportunity
Practical Workshop
Discussion Round
10.00-10.30
Coffee Break and Networking Opportunity
10.30-11.15
Specific Compliance Challenges
with Infrastructure Projects
Ve
r
Inf ifica
ras tio
Pro truc n of
jec ture
ts
•Eligibility of expenditure
•Compliance with specific EC regulation requirements
•Major projects requirements
•Compliance with public procurement
•Taking account of revenue generation
•Publicity requirements
Amarjit S. Narain, Member of ERDF Managing
Authority for England, Department for Communities
and Local Government, United Kingdom
15.00-16.15
Using a Number of Case Studies to
Check
•Compliance with procurement rules
•Apportionment of indirect costs
•Staff cost - Real and standard scales
•Infrastructure development
•Group Discussion and Questions & Answers
Amarjit S. Narain, Member of ERDF Managing
Authority for England, Department for Communities
and Local Government, United Kingdom
11.15-11.30
Discussion Round
11.30-12.15
Correct Procedure for Handling and
Reporting of Irregularities
•What encompasses an irregularity?
•Difference between irregularities and fraud
•Record keeping of cases and monitoring recovery •Application of financial correction due to irregularities and its impact •Reporting irregularities to the relevant authorities (Certifying
Authority, OLAF)
Amarjit S. Narain, Member of ERDF Managing
Authority for England, Department for Communities
and Local Government, United Kingdom
12.15-12.30
Discussion Round
12.30-13.45
Lunch Break and Networking Opportunity
6
16.15
End of Seminar and Handout of Certificates
SPEAKERS
Successful Verification of EU Funded
Projects in the New Programming
Period 2014-2020
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 of 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.
Nicholas Suggit
ERDF Strategy and Policy Manager, ERDF Managing Authority for England,
Department for Communities and Local Government, United Kingdom
Nicholas Suggit has worked for the Managing Authority for five years leading on ERDF strategy and policy. He has
managed a number of significant change programmes, redesigning the management and control systems in response
to changes in structure of government and EC interruptions in payments and then overseeing the design of the
business process for the 2014-20 ERDF and ESF programmes. His previous role was as a consultant on public policy,
strategic thinking and change management at the National School of Government.
Maeve Hamilton
Head of ERDF Managing Authority, Enterprise, Trade and Investment, Central
Government Department, Northern Ireland
Meave Hamilton has been working with EU funding for almost 15 years. She is currently the Head of the Managing
Authority for the ERDF Competitiveness Programme (2007-2013) in Northern Ireland and will also be Head of the
Managing Authority for the ERDF Investment for Growth and Jobs Programme in the Programming Period 2014-2020.
Maeve Hamilton is a fully qualified Internal Auditor through the Institute of Internal Auditors UK and has professional
qualifications in computer audit as well as in fraud investigation.
“Clear topics and precise presentation. Very useful to any professional on
EU Funds.“
Marios Savvides, Procurement Counsellor, European Funds Unit,
Ministry of Education and Culture, Cyprus
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ORGANISATIONAL MATTERS
Successful Verification of EU Funded
Projects in the New Programming
Period 2014-2020
Date of Event
23 – 24 October 2014
rd
th
BOOKING
E-mail: [email protected]
Fax: Booking Number
S-848 MC
Event Language
+49 (0)30 802080-250
Phone: +49 (0)30 802080-230
For online booking please visit
our website: www.euroacad.eu
The event language is English.
Event Price
1.289,- 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, Leipziger Platz 9, 10117 Berlin
Phone: +49 (0)30 80 20 80 230
Fax:
+49 (0)30 80 20 80 250
E-mail: [email protected]
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: [email protected]
Laura Hentz M.A.
Conference Manager
Phone: +49 (0)30 80 20 80 244
Fax: +49 (0)30 80 20 80 259
E-mail: [email protected]
(Programme is subject to alterations)
Event Location
Arcotel John F
Werderscher Markt 11
10117 Berlin, Germany
Phone: +49 (0)30 2888 6578 95
E-mail: [email protected]
Internet: www.arcotel.at
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.
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BOOKING
E-mail: [email protected]
Fax: +49 (0)30 802080-250
Phone: +49 (0)30 802080-230
For online booking please visit
our website: www.euroacad.eu
European Academy for Taxes, Economics & Law
at Potsdamer Platz
Entrance: Leipziger Platz 9
10117 Berlin / Germany
BOOKING
BOOKING NUMBER: S-848 MC (PR) 23rd – 24th OCTOBER 2014, BERLIN
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