Module 4b Contract and reporting: Financial Report

 

Goals

You will be able to identify obligations and rights associated with signing an EuropeAid grant contract and you will be familiar with the contents and constituent parts of a grant contract. At the end of this module you will be able to draft financial interim and final reports to EuropeAid. You will be familiar with all relevant regulations and templates and will know how to make use of them. Furthermore, you will have learned about the documents you need to obtain from your project partners, how to contract an auditor and in which way to prepare and assemble invoices and supporting documents.

 

Methods

You will be introduced step by step to the different sections and elements of a EuropeAid contract. The rules and regulations stipulated in the contract will be presented in detail and substantiated by practical examples. You will be given the opportunity to explore the documents and annexes online. Sufficient space will be provided for in depth discussions of singular contractual obligations and clarifications of questions. During the second phase of this session, you will acquire in depth knowledge on key characteristics of financial reporting to the EU. Consequently, you will have the opportunity to utilize and practice this knowledge within extensive small-group exercises. The results of these exercises (i.e. your financial reports) will be analysed in a final plenary session.


Content

  • Elements of the contract, significance of the different contract versions and introduction to the General Conditions
  • Pre-financing payment and final amount of the grant
  • Procurement procedures and visibility of EU funding
  • Amendments to the contract
  • EuropeAid financial reporting templates (including interim report, forecast budget for the following period, final report and sources of financing)
  • How to handle different currencies (InforEuro)
  • Reporting obligations: deadlines and formalities (e.g. reporting period)
  • How to handle over- and underspendings, shifting of costs between budget items and headings
  • Assembling of supporting documents, invoices and further documents required (e.g. tender documents, working contracts etc)
  • Preparation of detailed list of expenditures/ list of invoices
  • Tips for budget monitoring
  • Tips on how to cooperate with partner organizations
  • Expenditure verification/ audit (Terms of Reference)

 

Lecturer

Sebastian Henning

 

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