COMMISSION IMPLEMENTING REGULATION (EU) 2015/377
of 2 March 2015
establishing the models for the documents required for the payment of the annual balance pursuant to Regulation (EU) No 514/2014 of the European Parliament and of the Council laying down general provisions on the Asylum, Migration and Integration Fund and on the instrument for financial support for police cooperation, preventing and combating crime, and crisis management
Article 1
Models for the request for payment of the annual balance
Article 2
ANNEX I
ACCOUNTS
CCI |
<0.1 type=‘S’ maxlength=‘15’ input=‘G’> |
Title |
The national programme of the Fund for [Member State] |
Version |
<0.3 type=‘N’ input=‘G’> |
First Year |
<0.4 type=‘N’ maxlength=‘4’ input=‘M’> |
Last Year |
2020 |
Eligible From |
1 January 2014 |
EC Decision Number |
<0.8 type=‘S’ input=‘G’>> |
EC Decision Date |
<0.8 type=‘D’ input=‘G’>> 1 |
Project and accounts submission date: |
|
Financial Year |
|
Project reference: [MS/start YEAR/PR/number] (20 characters unique number) |
Specific Objective/national objective or specific action: [drop menu] |
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Project title: [10 word title/90 characters] |
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Project summary: [900 characters] |
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Beneficiary name: official [90 characters] |
Beneficiary name: short name [20 characters] |
Type of beneficiary [drop menu] |
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Reference to selection procedure: (including the year) [50 characters] |
Type of procedure [drop box: Open, restricted negotiated] |
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% of Fund's co-financing: % |
Justification for > 75 % co-financing: [250 characters] e.g specific actions maximum of >/= 90 %; |
Pledging (Union Priorities): Project reference: [MS/start YEAR/RP/number] (20 characters) |
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Union Priority |
Country of asylum: |
Country of origin: |
Number of adults: |
Number of adult females: |
Number of unaccompanied minors |
Total number |
Total number × lump sum |
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[Drop Box] |
[Drop Box] |
[Drop Box] |
number |
number |
number |
number generated |
Euro generated |
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TOTALS |
generated |
generated |
generated |
generated |
generated |
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Pledging (Others) Project reference: [MS/YEAR/RO/number] (20 characters) |
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Country of asylum: |
Country of origin: |
Number of adults |
Number of adult females |
Number of unaccompanied minors |
Total number |
Total number × lump sum |
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[drop box] |
[drop box] |
number |
number |
number |
number generated |
Euro generated |
|||||||
TOTALS |
generate |
generate |
generate |
generated |
generated |
Other Pledges Project reference: [MS/year/ST/number] (20 character) |
||||||
MS from which the beneficiaries of international protection have been transferred |
Country of origin: |
Number of adults |
Number of adult females: |
Number of unaccompanied minors |
Total number |
Total number × lump sum |
[drop box] |
[drop box] |
number |
number |
number |
number generated |
Euro generated |
TOTALS |
Generate |
generated |
generated |
generated |
generated |
national Objective: |
Project reference: [MS/start Year/O[v/b]/number] (20 character) |
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Project name |
[90 characters] |
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Beneficiary name: official |
[90 characters] |
Beneficiary name: short name] |
[20 characters] |
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|
Unit of measure |
Number |
Annual Union contribution |
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1.1 |
Staff costs, including for training |
1 FTE |
|
|
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1.2 |
Service costs (subcontracts) such as maintenance and repair |
Number of contracts |
|
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1.3 |
Upgrading/replacement of equipment |
Number of items |
|
|
||
1.4 |
Real estate (depreciation or refurbishment) |
Number of buildings concerned |
|
|
||
1.5 |
IT systems (operational management of VIS, SIS and new IT systems, rental and refurbishment of premises, communication infrastructure and security) |
/ |
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||
1.6 |
Operations (costs not covered by the previous above categories) |
/ |
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Total: |
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|
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Provide a description for each |
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1.1 |
Staff costs, including for training (Indicate the services and tasks concerned and the main locations of assignment) |
[1 000 characters] |
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1.2 |
Service costs, such as maintenance and repair (Subcontracts) (Detail the 10 biggest contracts, with the indication of the scope and the period concerned) |
[1 500 characters] |
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1.3 |
Upgrading/replacement of equipment |
[500 characters] |
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1.4 |
Real estate (depreciation or refurbishment) |
[500 characters] |
||||
1.5 |
IT systems (operational management of VIS, SIS and new IT systems, rental and refurbishment of premises, communication infrastructure and security); IT systems (not included in any other category) |
[1 000 characters] |
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1.6 |
Operations (costs not covered by the previous above categories) |
[1 500 characters] |
Project reference: [LT/start YEAR/TS/number] (20 characters) |
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Project name |
[90 characters] |
Beneficiary name: |
[90 characters] |
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Project summary: |
[350 characters] |
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|
Unit of measure |
Number |
Annual Union contribution (EUR) |
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1.1 |
Investment in infrastructure |
Number of buildings concerned |
|
|
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1.2 |
Training of staff implementing the Scheme |
Number of training |
|
|
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1.3 |
Additional operational costs, including salaries of staff specifically implementing the Scheme |
1 FTE etc. |
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|
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1.4 |
Visa foregone fees |
Number of visa |
|
|
||
Total: |
|
generated |
Financial data may be completed at any time to record the events of a single financial year. The financial year consists of 16/10/N-1 to 15/10/N. Once the data has been entered, validated (signed) and sent to the Commission each year (by 15 February or extended to 1 March), the data and the summaries will be fixed and can no longer be changed. The Responsible Authority of the Member States which have not adopted the euro shall keep accounts covering the amounts expressed in the currency in which the expenditure was incurred and the revenue received. However, to enable all their expenditure and revenue to be consolidated, they shall be able to provide the corresponding data in national currency and in euro in accordance with Article 43(2) of Regulation (EU) No 514/2014. There is a line for each payment made. There should not be more than 13 payments per year per project. If necessary payments may be grouped in monthly batches to limit the total number of payments made in a year. For pledges, payments should be recorded in monthly batches (i.e. all the payments made during a month are recorded in SFC2014 as a one single payment made at the end of the month). Recovery orders or financial penalties are to be recorded as negative payments. Some closure payments may also be made as zero payments. |
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Project reference: |
[MS/…] |
MS accounting reference |
Is this a final payment? |
|
Union contribution payments in financial year N |
EUR |
[15 characters] |
Y/N |
|
Total Union contribution paid in financial year N. |
generated |
|
|
|
For multiannual projects: Cumulated Union contribution paid since the start of the project: |
generated |
|||
Amount of the cumulative total Union contribution paid to this project for the maintenance of Union or national IT systems: (if applicable). |
Amount |
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This project is in relation to or in third-countries which implement the strategic Union priorities |
[Yes/No] |
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(If appropriate) In the case of final payments: Is the purchase of equipment (total value of > 10 000 EUR each piece) included in this project? |
Y/N (If YES go to inventory |
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(If appropriate) In the case of final payments: Is the purchase of infrastructure costs (of a total value of > 100 000 EUR ) included in this project? |
Y/N (If YES go to inventory |
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Is a Union contribution recovery planned? |
Amount of Union contribution to be recovered: |
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Without prejudice to any other enforcement action provided for by national law, the Responsible Authority or the Delegated Authority shall off-set any outstanding debt of a beneficiary established in accordance with national law against any future payments to be made by the Responsible Authority or Delegated Authority for the recovery of the debt to that beneficiary |
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Y/N |
EUR |
|||
Operational/financial on-the-spot control for this project: |
Y/N (if YES link to Section C) |
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|
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TECHNICAL ASSISTANCE For TA, payments should be recorded in batches (e.g all the payments made during a month are recorded in SFC2014 as a single payment made at the end of the month or all the payments made in a set number of cost categories over the year). |
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Reference for Technical assistance: |
[MS/YEAR/TA-AMIF/TA-ISF-B/TA-ISF-P] |
MS accounting reference |
[15 characters] |
|
TA Union contribution paid in financial year N |
Euro |
|||
TA Total Union contribution paid in financial year N |
[generated] |
FUND |
Project reference |
Total value of the item (in Euro) |
Serial number (for equipment) |
Location/Address where the equipment/infrastructure can be found |
Date of purchase/completion |
ISF B/P |
[MS/…] |
Euro |
[35 characters] |
[200 characters] |
date |
Description of equipment/describe infrastructure costs |
[350 characters] |
Project reference: |
Type of on the spot control |
Dates of on the spot control: |
Date of final report: |
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from |
to |
||||||||
[MS/…] |
[drop box: operational — financial |
[Date] |
[date] |
[date] |
|||||
|
|
% of error detected |
|||||||
[Euro] |
[Euro] |
% (generated: B/A) |
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Case reported Irregularity Management System? |
Yes/No |
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Comments (optional) e.g. types of irregularities and corrective measures) [2 500 characters] |
Specific objectives |
Total Union contribution paid in financial year N |
% |
1.1: National Objective … |
[generated] |
[generated]/Sp Ob |
1.2: National Objective … |
[generated] |
[generated] Sp Ob |
n.n: National Objective |
[generated] |
[generated]/Sp Ob |
Subtotal of National Objectives |
Total generated |
[generated]/Total Sp Ob |
SA1: Specific Action |
[generated] |
[generated] |
SAn. Specific Actions |
[generated] |
[generated] |
Total SO1: … |
Total generated |
[Sp Ob/TOTAL] |
2.1: |
[generated] |
[generated]/Sp Ob] |
Subtotal of National Objectives |
Total generated |
[generated] |
Total SOn: |
Total generated |
[generated] |
Pledges |
[generated] |
[generated] |
Other pledges |
[generated] |
[generated] |
Support |
[generated] |
[generated] |
Schemes |
[generated] |
[generated] |
Total Special cases |
Total generated |
[generated] |
Technical assistance |
Total generated |
[generated] |
Total Union contribution paid in year N for the national programme (EUR) |
Total generated |
|
% of specific objective allocation |
|
[generated] |
% of specific objective n/basic allocation |
|
[generated] |
Project reference number |
Total Union contribution paid in financial year N (in EUR ) |
Is there a final payment in financial year N? Y/N |
If this project was not accepted in any previous annual account submissions |
|||
[generated] |
[generated] |
[generated] |
[generate years] |
|||
[generated] |
[generated] |
[generated] |
[generate years] |
|||
[generated] |
[generated] |
[generated] |
[generate years] |
|||
[generated] |
[generated] |
[generated] |
[generate years] |
|||
[generated] |
[generated] |
[generated] |
[generate years] |
|||
Sum of total Union contribution paid in year N (EUR) on projects |
[Total generated] |
|||||
Total Union contribution paid in year N on TA (EUR) |
[generated] |
|||||
|
[Total generated][a] |
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|
[+/– manual][b] |
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|
[generated] |
ANNEX II
MANAGEMENT DECLARATION
1 |
[500 characters] |
2 |
[500 characters] |
3 |
[500 characters] |
4 |
[500 characters] |
5 |
[500 characters] |
ANNEX III
ANNUAL SUMMARY OF FINAL AUDIT REPORTS AND of CONTROLS CARRIED OUT
A. FINAL AUDIT REPORT SUMMARIES
Auditing body: |
Drop box: AA, COM, ECOA, MSCOA, other |
Year of audit |
[year] |
||||
Audit reference |
[25 characters] |
Type of audit |
[drop menu: System: financial, re-performance or other] |
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Scope of audit |
[90 characters] |
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Overall summary of very important and critical findings, together with recommendations to the Responsible Authority. |
[900 characters] |
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Overall audit conclusion, including identification of problems with a systemic character |
[500 characters] |
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Estimated financial and operational impact of the weaknesses identified |
[500 characters] |
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Corrective measures for the functioning of the system (action plan) |
[900 characters] |
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State of implementation of corrective measures (including outstanding issues from audits previously submitted) |
Drop box: planned, in progress, implemented in full |
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If applicable amount of financial correction made or planned |
Amount Euro |
B: SUMMARY OF THE ADMINISTRATIVE CONTROLS CARRIED OUT DURING FINANCIAL YEAR
N
C: SUMMARY OF THE ON-THE-SPOT CONTROLS CARRIED OUT DURING FINANCIAL YEAR
N
Financial year |
Project reference |
Total Union contribution controlled (EUR ) |
Total Union contribution affected by error (%) |
Union contribution recovered |
Union contribution to be recovered (EUR ) |
generated |
generated |
generated |
generated |
Manual |
Manual |
generated |
generated |
generated |
generated |
Manual |
Manual |
Total |
|
Total generated |
Total generated |
Total generated |
Total generated |
Total number of on-the-spot Operational controls in financial year (a) |
Number of projects not finalised at the start of the financial year (b) |
Number of projects started in the financial year (c) |
Total number of projects being implemented during the financial year (d = b + c) |
% of operational on the spot controls (a/d) |
generated |
generated |
generated |
generated |
generated |
Financial Year |
Total Union contributions controlled by financial controls (a) |
Total Amount of error detected in Union contribution (b) |
% of error detected (c = b/a) |
Cumulated Union contribution declared for the projects finalised (d) |
% of financial on-the-spot controls carried out (e = a/d) |
2014 |
generated |
generated |
generated |
Generated |
generate |
2015 |
generated |
generated |
generated |
Generated |
generate |
Total |
Total generated |
Total generated |
Total generated |
Total generated |
Total generated |
ANNEX IV
OPINIONS OF THE AUDIT AUTHORITY
A:
AUDIT OPINION ON THE ANNUAL ACCOUNTS
Unqualified opinion on the validation of the accounts
Qualified opinion on the validation of the accounts
A |
[500 characters] |
B |
[500 characters] |
C |
[500 characters] |
D |
[500 characters] |
E |
[500 characters] |
Adverse opinion on the validation of the accounts
B.
OPINION ON THE FUNCTIONING OF THE MANAGEMENT AND CONTROL SYSTEMS
Scope of the examination
B: OPINION: UNQUALIFIED, QUALIFIED OR ADVERSE (select 1 opinion)
Unqualified opinion
Qualified opinion
A |
[500 characters] |
B |
[500 characters] |
C |
[500 characters] |
D |
[500 characters] |
E |
[500 characters] |
A |
[500 characters] |
B |
[500 characters] |
C |
[500 characters] |
D |
[500 characters] |
E |
[500 characters] |
Adverse opinion
C.
VALIDATION OF THE MANAGEMENT DECLARATION OF THE RESPONSIBLE AUTHORITY
A |
[500 characters] |
B |
[500 characters] |
C |
[500 characters] |
D |
[500 characters] |
E |
[500 characters] |
Date of validation |
[date] |
Full name and authority (By validating and sending this it is deemed signed.) |
[90 characters] |