Article 11 Documents formalising grants when the Responsible Authority acts as executing body

United Kingdom

In cases where the Responsible Authority acts as executing body, it shall lay down project management procedures which require at least to:

(a)

formalise an administrative decision to co-finance projects and

(b)

monitor the administrative decision and any amendments thereto by administrative means such as exchanges of correspondence or written reports.

The administrative decision shall include or indicate the following:

(a)

maximum amount of Union contribution;

(b)

maximum percentage of Union contribution in accordance with the relevant Specific Regulation;

(c)

detailed description and timetable of the project;

(d)

if applicable, any major task that the beneficiary intends to subcontract to third parties, together with the related costs;

(e)

agreed forward budget and financing plan for the project, including expenditure and income, in accordance with the eligibility rules established;

(f)

method for calculating the amount of Union contribution upon the project's closure;

(g)

operational objectives of the project, including quantified objectives and the indicators to be used;

(h)

provision requiring the Responsible Authority to collect, and report at least once a year, the requisite data for the common indicators set out in the Specific Regulation, and any programme-specific indicators, and to report these data at least once a year;

(i)

definition of the eligible costs, including, where applicable, a description of methodology for determining scale-of-unit costs, lump sums and flat-rate financing;

(j)

bookkeeping requirements and conditions relating to payment of the grant;

(k)

conditions relating to the audit trail;

(l)

provisions relating to data protection and

(m)

provisions relating to publicity.

As a general rule, the administrative decision shall be taken before any of the project activities charged to the national programme begin.

The administrative decision shall expressly stipulate that the Commission, or its representatives, and the Court of Auditors exercise powers of audit over all grant beneficiaries, contractors and sub-contractors who receive Union funding under the national programme, and will do so on the basis of documentary and on-the-spot controls.