# Commission Decision of 20 January 2006 laying down detailed rules for the implementation of Council Decision 2004/904/EC as regards Member States management and control systems, and rules for the administrative and financial management of projects co-financed by the European Refugee Fund (notified under document number C(2006) 51/3) (Only the Czech, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Italian, Swedish, Latvian, Lithuanian, Polish, Portuguese, Slovakian, Slovenian and Spanish texts are authentic) (2006/401/EC), Article 11: Procedures for the administrative, contractual and financial management of actions

Extent: E+W+S+N.I.

1. The Responsible Authority shall lay down detailed procedures for the management of actions, covering inter alia:
(a) the signature of contracts, grant agreements or any equivalent form of legal instrument with selected beneficiaries;
(b) follow-up of agreements and any amendments thereto by establishing a system for the administrative monitoring of projects (exchange of correspondence, issue and monitoring of amendments and reminder letters, receipt and processing of reports, etc.);
(c) analysis of activity reports and financial reports on the projects, verification of the delivery of the products and services co-financed including, where appropriate, on the spot verifications;
(d) verification of the reality of expenditure declared for projects and the eligibility of such expenditure with the conditions laid down in Decision C(2006)51 final/1 and national rules;
(e) conditions for receiving, verifying and endorsing requests for payment, authorising and paying expenses and entering them in the accounts;
(f) recovery of unused funds or funds used by the beneficiaries for ineligible expenditure.
2. The contracts or grant agreements referred to in paragraph 1(a) shall define inter alia:
(a) the amount of the grant and the maximum percentage with regard to the eligible and total costs of the project;
(b) a detailed description and timetable of the supported project;
(c) the agreed forward budget and financing plan for the project;
(d) the timetable and provisions for implementation of the agreement (reporting obligations, amendments, termination, …);
(e) a definition of eligible costs;
(f) conditions relating to the payment of the grant and bookkeeping requirements.
3. The Responsible Authority shall establish a system to record and maintain in a computerised form detailed accounting records on each project under the annual programmes, and shall provide for adequate data collection on implementation of the projects for the purposes of financial management, monitoring, control and evaluation.

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Source: https://www.legislation.gov.uk/eudn/2006/401/article/11 (the official version)
Page: https://openlegislation.uk/eu-decision-2006-401/article-11
Contains public sector information licensed under the Open Government Licence v3.0. Source: legislation.gov.uk, The National Archives.