2006/401/EC: 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)
Date: 2006-01-20
Institutions: European Commission
Subjects: EU aid, aid to refugees, financial management, fund (EU), project evaluation, supervisory body

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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)

THE COMMISSION OF THE EUROPEAN COMMUNITIES,

Having regard to the Treaty establishing the European
Community,

Having regard to Council Decision 2004/904/EC of 2 December
2004 establishing the European Refugee Fund for the period
2005 to 2010 (1), and in particular Article 13, paragraph 5
thereof,

Whereas:

(1)

(2)

(3)

To ensure sound financial management of the assistance
granted from the European Refugee Fund (the Fund), com-
mon guidelines should be adopted for the organisation of
the tasks of the authorities responsible for implementing
co-financed actions.

To ensure that the Community funds are utilised in accor-
dance with the principles of sound financial management,
management and control systems should be introduced
that provide a sufficient audit trail, and lend the Commis-
sion any assistance it requires to carry out checks, espe-
cially sample checks.

To ensure that Community funds are used efficiently and
appropriately, uniform criteria should be established for
the checks carried out by the Member States under
Article 25 of Decision 2004/904/EC.

(4)

(5)

(6)

(7)

(8)

To ensure uniform treatment of the declarations of expen-
diture for which assistance is requested from the Fund
under Article 24 of Decision 2004/904/EC, a model dec-
laration of expenditure should be produced.

In accordance with Article 3 of the Protocol on the posi-
tion of the United Kingdom and Ireland, annexed to the
Treaty on European Union and to the Treaty establishing
the European Community, the United Kingdom takes part
in Decision 2004/904/EC and by consequence in this
present decision.

In accordance with Article 3 of the Protocol on the posi-
tion of the United Kingdom and Ireland, annexed to the
Treaty on European Union and to the Treaty establishing
the European Community, Ireland takes part in Decision in
2004/904/EC and by consequence in this present decison.

In accordance with Articles 1 and 2 of the Protocol on the
position of Denmark, annexed to the Treaty on European
Union and to the Treaty establishing the European Com-
munity, Denmark does not
in Decision
2004/904/EC and is not bound by it nor by this present
decision.

take part

The measures provided for in this Decision are in accor-
dance with the opinion of the Committee established by
Article 11 of Decision 2004/904/EC,

HAS ADOPTED THIS DECISION:

CHAPTER I

SCOPE AND DEFINITIONS

Article 1

Article 2

This Decision lays down the detailed rules for implementing Deci-
sion 2004/904/EC as regards management and control systems
and rules for the administrative and financial management for
funding granted from the European Refugee Fund ‘the Fund’ and
managed by the Member States.

(1) OJ L 381, 28.12.2004, p. 52.

For the purposes of this Decision the following definition shall be
used:

1.

‘Responsible Authority’: any functional body of the Member
State or national public body designated by a Member State
under Article 13, paragraph 1 of Decision 2004/904/EC.

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2.

‘Delegated Authority’: any public administration, or private-
law body governed by the law of the Member State and which
has a public-service mission, to which the Responsible
Authority delegates some or all of its implementation tasks
under Article 13, paragraph 1 of Decision 2004/904/EC.

3.

‘Certifying Authority’: any individual or department opera-
tionally independent of any authorising department of the
Responsible Authority and of any delegated Authority

designated by the Member State for the purposes of the cer-
tification of declarations of expenditure under Article 24,
paragraph 2 of Decision 2004/904/EC.

4.

‘Control Authority’: any individual or department operation-
ally independent of any authorising department of the
Responsible Authority and of any delegated Authority desig-
nated by the Member State for the purposes of the checks
and audits on actions under Article 25, paragraph 1(a) of
Decision 2004/904/EC.

CHAPTER II

MANAGEMENT AND CONTROL SYSTEMS

Article 3

General principles

— a Certifying Authority,

— a Control Authority.

The management and control systems set up by Member States
shall provide for:

1.

2.

3.

4.

5.

6.

7.

8.

clear definition of

a
the bodies
and/or individuals concerned in the management and con-
trol and a clear allocation of functions within each body;

functions of

the

a clear separation of functions between bodies, departments
and/or individuals concerned in the management, control
and certification of expenditure;

adequate resources for each body or department to carry out
the functions which have been allocated to it throughout the
period of implementation of actions financed by the Fund;

effective internal control arrangements in the Responsible
Authority and any delegated authority;

reliable accounting, monitoring and financial reporting sys-
tems which shall be in computerised form;

an effective system of reporting and monitoring where the
performance of tasks is delegated;

the existence of detailed manuals of procedures in relation to
the functions to be performed;

effective arrangements for the audit of the functioning of the
system;

The Member State shall lay down all the arrangements gov-
2.
erning its relations with the said authorities. Without prejudice to
the provisions of this Decision, the Member State lays down all
the arrangements governing the relations between the said
authorities, which shall act in full compliance with the institu-
tional, legal and financial systems of the Member State concerned.

3. Without prejudice to the provisions of Article 3, point (2),
some or all of the management, certification and control func-
tions may be implemented within the same body.

Article 5

Responsible Authority

1.
The Responsible Authority shall be responsible for the man-
agement and the implementation of multi-annual and annual pro-
grammes supported by the Fund in an efficient, effective
and correct way, and in particular for:

(a)

submitting to the Commission the multi-annual programme
in accordance with the model defined in Annex 1;

(b)

submitting to the Commission the annual programme in
accordance with the model defined in Annex 2;

9.

systems and procedures to ensure a sufficient audit trail;

(c)

10. reporting and monitoring procedures for irregularities and of

recovery of amounts unduly paid.

ensuring that projects are selected for funding in accordance
with the conditions and criteria laid down in articles 14
and 20 of Decision 2004/904/EC and in compliance with the
standard procedures set out in Article 10 of this Decision,
without prejudice to additional criteria as defined in appli-
cable Community and national rules;

Article 4

Designation of authorities

1.

The Member State shall designate the following:

(d) ensuring an efficient administrative, contractual and finan-
cial management of actions, in compliance with the standard
procedures set out in Article 11 of this Decision;

— a Responsible Authority,

(e)

ensuring the legality and regularity of the transactions.

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The Responsible Authority shall set up procedures to ensure
2.
that all documents regarding expenditure and checks required for
a sufficient audit trail are held in accordance with the require-
ments of Article 9.

The checks referred to in paragraph 1 shall cover a material
2.
sample of the co-financed projects, selected on the basis of a risk
analysis, and representing at least 10 % of the total eligible expen-
diture for each annual programme. The sampling method shall
take into account the following requirements:

3.
The Responsible Authority shall ensure that the Control
Authority receives, for the purposes of carrying out the checks
defined in Article 25, paragraph 1 (a) of Decision 2004/904/EC,
all necessary information on management procedures operated
and the projects co-financed by the Fund.

4.
The Responsible Authority shall ensure that the Certifying
Authority receives, for the purpose of its tasks, all necessary infor-
mation on the management procedures operated, the projects
co-financed by the Fund and the results of the controls carried out
by the Control Authority.

5.
The Responsible Authority shall receive the payments made
by the Commission, and be responsible for making payments to
the beneficiaries. It shall submit to the Commission the requests
for payment drawn up in accordance with Annex 5, accompa-
nied, where relevant, by the progress or final report for which
models are provided in Annexes 3 and 4, and by the declaration
of expenditure drawn-up in accordance with Annex 6, duly cer-
tified by the Certifying Authority.

6.
The Responsible Authority shall ensure that reports on the
implementation and evaluation of actions co-financed by the
Fund are carried out in accordance with the timetable defined in
article 28 of Decision 2004/904/EC.

Article 6

Delegation of tasks by the Responsible Authority

Where all or some of the Responsible Authority’s tasks are del-
egated to a Delegated Authority, the Responsible Authority shall
define precisely the scope of the tasks delegated, and set out
detailed procedures for the implementation of the delegated tasks,
which shall comply with the conditions laid down in Article 3.

These procedures shall include supplying the Responsible Author-
ity with regular information on the effective performance of the
delegated tasks and a description of the means deployed.

The tasks that are delegated by the Responsible Authority shall be
communicated to and acknowledged by the Delegated Authority.

Article 7

Control Authority

1.
The Control Authority shall be responsible for ensuring the
organisation of checks defined in Article 25, paragraph 1(a) of
Decision 2004/904/EC in accordance with international
standards.

(a)

include an appropriate mix of types and sizes of projects;

(b)

(c)

take account of any risk factors which have been identified by
national or Community controls and the cost benefit aspects,
taking into account controls carried out previously;

ensure that the sampling method employed for the checks
defined in Article 25 selects projects which are representa-
tive of the underlying population in each annual programme.

3. When carrying out checks, the Control Authority shall
verify the following:

(a)

the effective application of the management and control sys-
tems and the possible shortcomings and their seriousness;

(b)

the presence of a sufficient audit trail;

(c)

(d)

(e)

(f)

for an adequate number of accounting records, the corre-
spondence of those records with the supporting documents
kept by the responsible authority or any delegated body, the
beneficiaries of grants and, where appropriate, the other
organisations or firms involved in project implementation;

that the expenditure items correspond to the eligibility
requirements as set in Commission Decision C(2006)51
final/1, to the requirements specified during the national
selection procedure, to the terms of the grant agreement or
other legal instrument granting the subsidy and to the works
actually executed;

that the use or intended use of the project is consistent with
the objectives set out
in Articles 4 to 7 of Decision
2004/904/EC and benefits the target population defined in
Article 3 of Decision 2004/904/EC;

that the Community financial contributions comply with the
in Article 20 of Decision
conditions provided for
2004/904/EC or in any other applicable Community provi-
sions and are paid to beneficiaries without any reductions or
delays;

(g)

that the appropriate co-financing has in fact been made
available.

4.
The final report on the implementation of the annual pro-
gramme defined in Article 28, paragraph 2 of Decision
2004/904/EC shall include the results of all checks carried out by
the Control Authority and a description of actions taken by the
Responsible Authority with regard to the anomalies or irregulari-
ties discovered.

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Article 8

Certifying authority

The Certifying Authority shall be responsible for certifying the
statements of expenditure drawn up by the Responsible Author-
ity in accordance with Article 24 of Decision 2004/904/EC, fol-
lowing the model provided in Annex 6.

2.

An audit trail shall be considered sufficient where it permits:

(a)

reconciliation of certified declarations of expenditure submit-
ted to the Commission with the individual expenditure
records and supporting documents kept at the various admin-
istrative levels of the Responsible Authority and any Del-
egated Authority, and by the final beneficiaries;

The certification shall provide assurance that:

and

the statement of expenditure is accurate and results from reli-
able accounting systems and is based on verifiable support-
ing documents;

(b) verification of the allocation and transfers of the Community
funding granted under the Fund as well as of sources of
co-financing of the project.

the expenditure declared complies with applicable Commu-
nity and national rules and has been incurred in respect of
projects selected for funding in accordance with the criteria
applicable to the annual programme and complying with the
applicable Community and national rules;

for the purposes of certification, the Certifying Authority has
received adequate information from the Responsible Author-
ity on the management procedures operated, the projects
co-financed by the Fund and the controls carried out in rela-
tion to expenditure included in statements of expenditure;

the results of all audits carried out by the Control Authority
have been duly taken into account;

the recovery of any amounts of Community funds found to
have been unduly paid as a result of irregularities detected,
together with interest where appropriate has been duly
deducted from the declaration of expenditure.

Article 9

Audit Trail

1. Member States’ management and control systems shall pro-
vide an adequate audit trail.

3.
The Responsible Authority shall introduce procedures to
ensure that a record is kept of the location of all documents relat-
ing to particular payments made under the European Refugee
Fund, and that the documents can be produced for inspection if
requested by:

(a)

the Control Authority;

(b)

the Certifying Authority;

(c)

the officials and authorised representatives of the Commis-
sion, including the European Anti-Fraud Office (OLAF), and
the European Court of Auditors.

4.
For a period of five years following the payment by the
Commission of the final balance in respect of each annual pro-
gramme, the Responsible Authority shall keep available for the
Commission, the European Anti-Fraud Office (OLAF) and the
European Court of Auditors all the supporting documents, i.e. the
originals or versions certified to be in conformity with the origi-
nals on commonly accepted data carriers, regarding expenditure
and checks on the project concerned. This period shall be inter-
rupted in the case of legal proceedings or at the duly motivated
request of the Commission.

1.

2.

3.

4.

5.

RULES FOR THE ADMINISTRATIVE AND FINANCIAL MANAGEMENT OF PROJECTS BY THE RESPONSIBLE
AUTHORITY

CHAPTER III

Article 10

Selection and award procedures

(c)

receipt of applications, acknowledgement of receipt, registra-
tion and filing of applications for co-financing;

The Responsible Authority shall lay down detailed procedures for
the selection of actions to be co-financed by the Fund, covering
inter alia:

(d)

formal, qualitative and budgetary analysis and assessment of
applications using the criteria defined in the calls for propos-
als or calls for tender;

(a) organisation of the selection and award procedures in com-
pliance with the principles of transparency and equal treat-
ment, and, where applicable, with applicable public
procurement rules, and taking all necessary measures to
avoid any possible conflict of interest;

(e) organisation of meetings and liaison with selection or evalu-

ation panels;

(b) advertising of calls for proposals and calls for tenders via the

suitable channels at national and regional level;

(f)

consultations with relevant bodies as regards complementa-
rity of the proposed actions with other regional, national
and Community financial instruments;

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(g) adoption of the decision on selection of projects at an appro-

(e)

priate level of the Responsible Authority;

conditions for receiving, verifying and endorsing requests for
payment, authorising and paying expenses and entering them
in the accounts;

(h) publication of
procedure;

the results of

the selection and award

(i) written information to each applicant on the results of the
selection process containing an explanation relating to the
selection decisions.

(f)

recovery of unused funds or funds used by the beneficiaries
for ineligible expenditure.

The contracts or grant agreements referred to in para-

2.
graph 1(a) shall define inter alia:

Article 11

Procedures for the administrative, contractual and
financial management of actions

(a)

the amount of the grant and the maximum percentage with
regard to the eligible and total costs of the project;

The Responsible Authority shall lay down detailed proce-

1.
dures for the management of actions, covering inter alia:

(b) a detailed description and timetable of the supported project;

(a)

the signature of contracts, grant agreements or any equiva-
lent 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 ser-
vices 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;

(c)

the agreed forward budget and financing plan for the project;

(d)

the timetable and provisions for implementation of the agree-
ment (reporting obligations, amendments, termination, …);

(e) a definition of eligible costs;

(f)

conditions relating to the payment of the grant and book-
keeping 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.

CHAPTER IV

CONTROL

Article 12

Responsibilities of the Member States

in Articles 3 to 11. They shall be responsible for ensuring that the
systems function effectively throughout the period of implemen-
tation of actions financed by the Fund.

1. Member States shall be responsible for ensuring sound
financial management of actions financed by the Fund and the
legality and regularity of underlying transactions. They shall
ensure that Responsible Authorities,
including any Delegated
Authority, Certifying Authorities, Control Authorities and any
other bodies concerned receive adequate guidance on the provi-
sion of management and control systems which ensure that Com-
munity funds are used efficiently and correctly.

3. When presenting the proposal for the annual programme
2005, the Member States shall submit to the Commission a
description of the systems covering the organisation and proce-
dures of the Responsible Authority and any Delegated Authority,
as well as the Certifying and Control Authorities, in accordance
with the requirements laid down in Articles 3 to 11.

The Member States shall ensure that management and con-
2.
trol systems have been set up in accordance with the requirements

4. Member States shall provide an updated description of man-
agement and control systems whenever substantial changes are
made to the systems and procedures.

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Article 13

Responsibilities of the Commission

Article 14

Cooperation with the Control Authorities of the Member
States

1. Within 12 months of receiving the description provided for
in Article 12, paragraph 3, the Commission shall carry out a
documentary analysis of the management and control systems set
up by the Member State, as well as an on the spot check of the
implementation procedures, control systems, accounting proce-
dures and the procurement and grant allocation procedures fol-
lowed by the Responsible Authority and any Delegated Authority.
The Commission shall inform the Member State of any shortcom-
ings or deficiencies found in the systems and of corrective mea-
sures required.

2. Without prejudice to the provisions of Article 26 of Coun-
cil Decision 2004/904/EC, the Commission shall review the pro-
cedures or systems set up by the Member States whenever
substantial changes are made.

1.
The Commission shall cooperate with the control authori-
ties designated by the Member States to coordinate their respec-
tive control plans and audit methods and shall
immediately
exchange the results of the audits carried out on management
and control systems in order to make the best possible use of con-
trol resources and to avoid unjustified duplication of work.

2.
The Commission and the Control Authorities shall meet on
a regular basis, and at least once a year, in order to examine
together results of controls included in the annual reports pre-
sented under Article 28, paragraph 2 of Decision 2004/904/EC,
and to exchange views on other issues relating to the improve-
ment of the management and control systems.

CHAPTER V

ARRANGEMENTS FOR USING THE EURO

Article 15

Multiannual and annual programmes

1.
Draft multi-annual and annual programmes referred to in
Article 16 of Decision 2004/904/EC shall be submitted to the
Commission in euro.

2. Member States which do not have the euro as their currency
on the date of submission of the draft multiannual or annual pro-
gramme shall present the financial
information contained in
Annexes 1 and 2 to this decision both in euro and in national cur-
rency. The exchange rate used for the conversion of national cur-
rency in euro is the daily rate published in the C series of the
Official Journal of the European Union on the last working day of the
month preceding the month in which the draft multiannual or
annual programme is submitted to the Commission.

Article 16

Reports, declarations of expenditure and requests for
payments.

Progress reports, final implementation reports, declarations
1.
of expenditure and requests for payment referred to in Decision
2004/904/EC shall be submitted to the Commission in euro.

2. Member States which do not have the euro as their currency
on the date of submission of the reports may submit the financial
information contained in Annexes 3, 4, and 6 both in national
currency and euro. In this case the exchange rate used for the con-
version of national currency in euro for expenditure incurred in
national currency shall be the daily rate published in the Official
Journal of the European Union on the last working day of the month
preceding the month in which the expenditure was recorded in
the accounts of the Responsible Authority.

3. When the euro becomes the currency of a Member State
that has implemented the conversion procedure set out in the pre-
ceding paragraph, that conversion procedure shall continue to
apply to all expenditure recorded in the accounts by the Respon-
sible Authority before the date of entry into force of the fixed con-
version rate between the national currency and the euro.

CHAPTER VI

CLEARANCE OF ACCOUNTS

Article 17

Clearance of accounts

Responsible Authority shall submit to the Commission the fol-
lowing documents:

1. Within nine months of the end date of eligibility of costs
defined in the annual decision on co-financing by the Fund, the

(a)

the final report on the implementation of the annual pro-
gramme drawn-up in accordance with the model defined in
Annex 4;

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(b)

the final declaration of expenditure drawn up in accordance
with the model defined in Annex 6, certified by the Certify-
ing Authority;

(c)

the report drawn up by the Control Authority on the checks
carried out.

(d) a request for payment or declaration of reimbursement due

drawn-up in accordance with the model in Annex 5.

2.
The nine months period referred to in paragraph 1 shall be
interrupted if the Commission has adopted a decision suspending
payments of the co-financing for the relevant annual programme
in accordance with the provisions of Article 26, paragraph 2 of
Decision 2004/904/EC. The period shall start to run again from
the date when the Commission decision referred to in Article 26,
paragraph 3 of Decision 2004/904/EC has been notified to the
Member State.

3. Without prejudice to the provisions of Article 26 of Deci-
sion 2004/904/EC, the Commission shall, within 6 months of
receiving the documents referred to in paragraph 1, inform the
Member State of the amount of expenditure recognised as charge-
able to the Fund, and of any financial corrections deriving from
the difference between declared expenditure and expenditure rec-
ognised as chargeable to the budget. The Member State shall have
three months to present its comments.

4. Within three months of receiving the Member State’s com-
ments, the Commission shall decide on the amount of expendi-
ture recognised as chargeable to the Fund, and recover the balance
arising from the difference between final recognised expenditure
and the sums already paid to the Member States.

5.
Should the Responsible Authority fail to provide the docu-
ments required in paragraph 1 by the due date and in an accept-
able format, the Commission shall automatically cancel the
co-financing of
the period covered by the
co-financing decision, issue a recovery order for all the sums
already paid as pre-financing under the co-financing decision and
decommit all related outstanding amounts.

the Fund for

6.
The automatic cancellation procedure defined in para-
graph 5 shall be suspended, for the amount of the projects con-
cerned, where legal proceedings or administrative appeal having
suspensory effects are ongoing at Member State level at the time
of submission of the documents defined in paragraph 1. The
Member State shall, in the partial final report submitted, give
detailed information on such projects, and send reports on
progress made with regard to these projects every 6 months.
Within 3 months of the conclusion of the legal proceedings or
administrative appeal procedure, the Member State shall present
the documents required in paragraph 1 for the projects concerned.

CHAPTER VII

FINAL PROVISIONS

Article 18

Final provisions

Member States may apply national rules on control that are more
rigorous than those prescribed in this Decision.

Republic of Latvia, the Republic of Lithuania, the Grand Duchy of
Luxembourg, the Republic of Hungary, the Republic of Malta, the
Kingdom of the Netherlands, the Republic of Austria, the Repub-
lic of Poland, the Portuguese Republic, the Republic of Slovenia,
the Slovak Republic, the Republic of Finland, the Kingdom of
Sweden, the United Kingdom of Great Britain and Northern
Ireland.

Article 19

Done at Brussels, 20 January 2006.

The present decision is addressed to the Kingdom of Belgium, the
Czech Republic, the Federal Republic of Germany, the Republic of
Estonia, the Hellenic Republic, the Kingdom of Spain, the French
Republic, Ireland, the Italian Republic, the Republic of Cyprus, the

For the Commission
Franco FRATTINI
Vice-President

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ANNEX 1

EUROPEAN REFUGEE FUND

DRAFT MULTI-ANNUAL PROGRAMME (2005-2007)

1. MEMBER STATE

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

2. RESPONSIBLE AUTHORITY UNDER ARTICLE 13 OF ERF DECISION (FUNCTIONAL BODY OF THE MEMBER STATE

OR NATIONAL PUBLIC BODY)

The responsible authority within the meaning of Article 13 of Decision 2004/904/EC

Name:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Address: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Name of person responsible:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Contact person:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Function of contact person:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Tel.:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Fax:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

E-mail: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Delegated authority within the meaning of Article 13(1) of Decision 2004/904/EC (where appropriate)

(attach the official document whereby the responsible authority delegated responsibility for implementing ERF actions to the del-
egated body)

Name:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Address: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Name of person responsible:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Contact person:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Function of contact person:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Tel.:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Fax:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

E-mail: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

3. SITUATION IN THE MEMBER STATE

Provide description of the current situation in your country, as regards arrangements for reception, asylum procedures,
integration and voluntary return of the target groups covered by Article 3 of Decision 2004/904/EC. This description
should include:

1.

an overview of trends in relation to the target groups referred to in Article 3 as from 2003 including a succinct
description of the social conditions for asylum seekers, refugees and displaced persons (resettlement if applicable);

L 162/28

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Official Journal of the European Union

14.6.2006

2.

an indication of public resources actually spent on reception, asylum procedures, integration and voluntary return
as from the beginning of 2003;

3. main results of actions/projects financed by national funding (outwith ERF) since 2003 with regard to reception,
asylum procedures, integration and voluntary return. Please provide a global assessment of the impact of these
actions/projects;

4. main results of the actions/projects co-financed in your country by the European Refugee Fund in its previous
year(s) with regards to reception, asylum procedures, integration and voluntary return. Please provide a global
assessment of the impact of these projects;

5.

an analysis of the deficits within your country with regard to reception, asylum procedures, integration and vol-
untary return.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

4. ANALYSIS OF REQUIREMENTS IN THE MEMBER STATE

Provide an analysis of requirements in your country in terms of reception, asylum procedures, integration and voluntary
return and an indication of the operational objectives designed to meet these requirements during the period covered by
the programme (2005-2007), taking into account the Commission’s multi-annual planning guidelines on priorities as
detailed below:

Priority 1

Implementation of the main actions including those related to integration set out in:

(a) The Council Regulation (EC) No 343/2003 (1) of 18 February 2003 establishing the criteria and mechanisms for
determining the Member State Responsible for examining an asylum application lodged in one of the Member States
by a third-country national;

(b) The Council Regulation (EC) No 2725/2000 (2) of 11 December 2000 concerning the establishment of ‘Eurodac’

for the comparison of fingerprints for the effective application of the Dublin Convention;

(1) OJ L 50, 25.2.2003, p. 1.
(2) OJ L 316, 15.12.2000, p. 1.

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L 162/29

(c) The Council Regulation (EC) No 407/2002 (1) of 28th February 2002 laying down certain rules to implement Regu-
lation (EC) No 2725/2000 concerning the establishment of ‘Eurodac’ for the comparison of fingerprints for the
effective application of the Dublin Convention;

(d) The Council Directive 2001/55/EC (2) of 20 July 2001 on minimum standards for giving temporary protection in
the event of a mass influx of displaced persons and on measures promoting a balance of efforts between Member
States in receiving such persons and bearing the consequences thereof;

(e) The Council Directive 2003/9/EC (3) of 27 January 2003 laying down minimum standards for the reception of asy-

lum seekers;

(f)

The Council Directive 2003/86/EC (4) of 22 September 2003 on the right to family reunification; as far as provi-
sions related to refugees are concerned;

(g) The Council Directive 2004/83/EC (5) of 29 April 2004 on minimum standards for the qualification and status of
third-country nationals or stateless persons as refugees or as persons who otherwise need international protection
and the content of the protection granted.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Priority 2

The preparation of the implementation of principles and measures foreseen in the Council Directive on minimum stan-
dards on procedures in Member States for granting and withdrawing refugee status in Member States which will be
adopted in 2005.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

(1) OJ L 62, 5.3.2002, p. 1.
(2) OJ L 212, 7.8.2001, p. 12.
(3) OJ L 31, 6.2.2003, p. 18.
(4) OJ L 251, 3.10.2003, p. 12.
(5) OJ L 304, 30.9.2004, p. 12.

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Priority 3

The implementation of actions aimed at improving the quality of procedures for the examination of claims for interna-
tional protection in Member States, for example through:

— achieving a single procedure for the assessment of claims for international protection;

— strengthening of compilation, evaluation and the effective use of information on countries or regions of origin;

— strategies to address particular pressures on the asylum systems and reception capacities of Member States result-

ing, inter alia, from their geographical location;

— independent, qualitative reviews of the asylum systems in Member States, undertaken in co-operation with the asy-

lum authorities;

— strengthening the quality of first instance decision making to expedite end-to-end procedure and ensure robust final

decisions;

— actions to reinforce the integrity of the asylum systems of Member States, in particular through the voluntary return

of eligible persons;

— strategies to identify and address caseloads where a simplified or accelerated procedure or particular arrangement

for reception may be appropriate.

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14.6.2006

EN

Official Journal of the European Union

L 162/31

Priority 4

The implementation of measures relating to asylum seekers, refugees or beneficiaries of temporary or subsidiary pro-
tection, minors, in the respect of the principle of the best interests of the child.

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L 162/32

EN

Official Journal of the European Union

14.6.2006

Priority 5 (optional)

For Member States having established or willing to establish resettlement schemes, actions which address, in particular,
the reception and orientation of persons admitted to the Member States under such schemes and the management of
such schemes.

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14.6.2006

EN

Official Journal of the European Union

L 162/33

5. STRATEGY TO ACHIEVE THESE OBJECTIVES

(a) Give a presentation of an appropriate strategy to achieve the objectives stated above (4) and the priority attached to
their attainment. Please describe briefly the kinds of action envisaged to implement these priorities; How do these
requirements address the priorities identified above.

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L 162/34

EN

Official Journal of the European Union

14.6.2006

(b) Describe the consultation process undertaken with the appropriate partners provided for in Article 13(3a).

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6. COMPATIBILITY WITH OTHER INSTRUMENTS

Please indicate whether and in which way this strategy is compatible with other regional, national and Community
instruments.

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14.6.2006

EN

Official Journal of the European Union

L 162/35

7.

INDICATIVE FINANCING PLAN

Please prepare an indicative financing plan which sets out, for each year and action the Fund’s proposed financial con-
tribution and also the overall amount of public and/or private co-financing.

Indicative Financing plan (3 year multi-annual planning period)

Public Allocations

State

Regions

Commu-
nity (ERF)

Local
Authorities

Private

Total

Reception
and asylum
procedures

Total

0,00

0,00

0,00

0,00

0,00

2005

2006

2007

Integration

Total

0,00

0,00

0,00

0,00

0,00

Voluntary
Return

Technical
assistance

Total

2005

2006

2007

Total

0,00

0,00

0,00

0,00

0,00

2005

2006

2007

Total

0,00

0,00

0,00

0,00

0,00

2005

2006

2007

2005

2006

2007

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

Please refer to Article 15 of this Decision.

8. VISIBILITY OF ERF CO-FINANCING

ERF funding must be made clearly visible for any activity linked to the actions financed under the programme. Ways to
ensure visibility include:

— Placing the EU logo and indication of ERF co-financing on all materials produced by the national responsible
authority for implementing the national programme (calls for project proposals, guidelines, application forms, let-
ters to applicants, etc.).

— Informing all project beneficiaries of ERF co-financing.

— Placing the EU logo on all equipment purchased for the project.

— Placing the EU logo and indication of ERF co-financing on all relevant publicity materials, leaflets, letterhead, PR

work, etc.

L 162/36

EN

Official Journal of the European Union

14.6.2006

— Placing the EU logo and indication of ERF co-financing on grant recipients’ premises (e.g. on office walls, entrances,

etc.).

— Informing the audience of ERF co-financing when projects are mentioned at seminars or conferences.

The following acknowledgement should be used for ERF co-financing: ‘project co-financed by the European Refugee
Fund’.

The EU logo can be downloaded from: http://europa.eu.int/abc/symbols/emblem/index_en.htm

Any publications that acknowledge ERF-co-funding must specify that the publication reflects the author’s view and that
the Commission is not liable for any use that may be made of the information.

14.6.2006

EN

Official Journal of the European Union

L 162/37

Annex (i)

to Draft Annual Programme 2005

Description of the Management and Control System put in place by the Member State for the implementation
of ERF II

In view of the responsibility of the Member State to manage projects supported by the ERF in accordance with Article 12(2)(c)
of Decision 2004/904/EC. Please describe the implementing system put in place in order to (a) ensure co-ordination and con-
sistency of actions, (b) select projects and ensure that the selection procedure is transparent and (c) manage, monitor, check,
evaluate and audit projects.

The implementing system shall respect the implementing rules adopted by the Commission according to Article 13(5) of
Decision 2004/904/EC.

For your description of the implementing system, please make use of the questionnaire attached. Please submit this ques-
tionnaire together with the proposal for the 2005 annual programme.

Please note that an updated description of management and control systems should be provided to the Commission when-
ever substantial changes are made to the systems and procedures.

L 162/38

EN

Official Journal of the European Union

14.6.2006

Date:

1.

ACTION FRAMEWORK

1.1.

Legal framework

(Indicate the legislation and national rules applicable to management and control procedures for ERF actions).

National legislation applicable to ERF management

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Specific national rules adopted for ERF management

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

1.2.

Responsible authority and delegated body

The responsible authority within the meaning of Article 13 of Decision 2004/904/EC

(Attach the official document designating the public body in question as the ‘responsible authority’ for managing the ERF).

Name:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Address: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Name of person responsible: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Contact person:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Function of contact person:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Tel.: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Fax:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

E-mail: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

14.6.2006

EN

Official Journal of the European Union

L 162/39

Delegated body within the meaning of Article 13 of Decision 2004/904/EC (where appropriate)

(Attach the official document whereby the responsible authority delegated responsibility for implementing ERF actions to the
intermediary).

Name:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Address: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Name of person responsible: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Contact person:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Function of contact person:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Tel.: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Fax:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

E-mail: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

2.

STRUCTURE AND RESOURCES OF THE RESPONSIBLE AUTHORITY/DELEGATED BODY

Attach a detailed organisation chart including a brief description of functions. If implementation of the ERF
has been delegated, attach an organisation chart and a brief description of functions for the delegated body.

2.1.

Status of the responsible authority/delegated body

What is the legal status of the responsible authority?

Public body

Public law establishment or agency

What is the legal status of the delegated body?

Public body

Private body

2.2.

Staff list

Public law establishment or agency

Other (please specify)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Responsible authority (key members of staff involved in managing ERF funds)

Function

Name

Status

L 162/40

EN

Official Journal of the European Union

14.6.2006

Delegated body (where appropriate)

Function

Name

Status

2.3.

Use of external bodies

(Please specify whether the responsible authority/intermediary uses external bodies to carry out one or more tasks entrusted to it
and, where applicable, specify the arrangements made for that purpose).

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

3.

DESCRIPTION OF DUTIES INHERENT IN MANAGEMENT AND CONTROL SYSTEMS

3.1.

Distribution of tasks

Preparation of the national multi-annual and annual programme

Tasks

Units/Departments/persons responsible

Publication of calls for proposals (grants)

Receipt and registration of proposals

Administrative analysis of proposals (eligibility)

Financial analysis of proposals

Evaluation of proposals

Technical analysis of proposals

Selection of proposals (decision)

Notification of decisions to grant applicants

Preparation of related grant agreements

Signing of grant agreements

Monitoring of project implementation

14.6.2006

EN

Official Journal of the European Union

L 162/41

Tasks

Units/Departments/persons responsible

Receipt of payment applications/invoices

Analysis of recipients’ payment applications/invoices

Authorisation of payments

Checks on projects (1)

Payment function

Preparation and publication of Call for Tender

Receipt and registration of tender offers

Administrative analysis of tenders

Financial analysis of tenders

Technical analysis of tenders

Tender Award Procedure

Signing of contracts

Drafting annual implementation report

Drafting of expenditure statements by the Member State sent to the
European Commission

Drafting of payment applications by the Member State sent to the
European Commission

Sending of payment applications from the Member State to the
European Commission

Audit of management systems (2)

Evaluation (1)

Indicate external consultants where applicable.

(1)
(2) NB: Verifications to be performed by the responsible authority or under its responsibility (external auditors, public bodies) for
control purposes (Article 25(a)), i.e. not directly linked to the monitoring of day-to-day project management (analysis and deci-
sion, payment applications), etc.

3.2.

Segregation of duties

(If management, payment and control duties are carried out within the same unit (department), please specify how these activi-
ties are clearly segregated).

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Entry of ERF revenue and expenditure in the accounts

3.2.1. Accounting arrangements

What accounting instrument is used to record ERF appropriations?

Specific budget line in the national budget

Non-budget item

Specific special bank account

Other (please specify) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

L 162/42

EN

Official Journal of the European Union

14.6.2006

3.2.2. Description of the circuit whereby funds are made available and sent from the account in the Member State into which they are

paid to the specific account of the final recipient

Levels

Account name

Person responsible

Arrival of funds paid by
the EC

Final recipient

Is the authorisation circuit for ERF payments similar to that for payments made under the national budget?

Yes

No

If not, please describe the differences, stating the underlying reasons:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

3.2.3. Description of the rules (if in use) for carrying over ERF appropriations and national co-financing appropriations where public

funds are involved

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

4.

ANALYSIS OF THE MANAGEMENT PROCESS — DESCRIPTION OF CIRCUITS AND PROCEDURES

4.1.

Preparation of the multi-annual and annual programme

Who prepares the multi-annual and annual programme to be submitted to the Commission?

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

14.6.2006

EN

Official Journal of the European Union

L 162/43

In particular, how are the financial plans included in these programmes?

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Do these preparations entail contacts with appropriate partners to establish the multi-annual work programme or
with potential recipients prior to establishing the annual programme, (call for expression of interest, call for pro-
posals, tender procedures?

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

4.2.

Calls for proposals and selection of proposals/tender procedures

Have documents (manuals, circulars, guides to procedures) laying down the procedures described below been
adopted by the responsible authority/delegated body?

Yes

No

4.2.1.

Establishment of calls for proposals/Call for Tender

— Preparation and validation of the calls for proposals/Call for Tender

Is provision made for this?
Y/N/NA

Entity/Department respon-
sible

Form of procedure
(manual, circular, guide to
procedures, checklists, etc.)

Documents to be attached

2005 call for proposals
(including application
forms); Call for Tenders

— Who is consulted before the calls for proposals/Call for Tender are finalised?

Other departments

Other national authorities

European Commission

Other

(please specify) . . . . . . . . . . . . . . . . . . . . .

4.2.2.

Publication of call for proposals/Call for Tender

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

L 162/44

EN

Official Journal of the European Union

14.6.2006

— Publication arrangements:

— National Official Journal and the Official Journal
of EC (if required under procurement procedure)

— specific internet sites

— general press

— specialist press

— brochures and folders

— Other

(please specify) . . . . . . . . . . . . . . . . . . . . .

4.2.3. Assistance for applicants in preparing proposals/tenders (i.e. documents or services explaining calls for proposals/tenders, such

as guides for applicants, etc.)

Is provision made for this?
Y/N/NA

Entity/Department
responsible

Form of procedure (manual,
circular, guide to proce-
dures, checklists, etc.)

Documents to be attached

Existing documents or
drafts

4.2.4.

Receipt and registration of proposals/Tender Documents

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

— Receipt of the proposal/Tender is confirmed by:

— acknowledgement of receipt

— letter/fax/e-mail

— other

— no confirmation

(please specify) . . . . . . . . . . . . . . . . . . . . .

— Verification of compliance with dispatch/receipt dates and that proposals/tender documents received are

complete:

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

4.2.5. Analysis of proposals/Tender documents

(a) Administrative analysis

(information on applicants, checks on eligibility criteria, etc.)

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

14.6.2006

EN

Official Journal of the European Union

L 162/45

(b) Technical analysis

(analysis in the light of the selection and award criteria as defined in the call for proposals/Tender specifications)

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

Have precise selection and award criteria been defined?

Yes

No

If so, are they set out in a document (analytical checklist, etc.)?

Yes

No

(c)

Financial analysis

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

Have precise criteria been defined (reference values/ceilings per type of expenditure)?

Yes

No

If yes, are they set out in a document (checklist, etc.)?

Yes

No

4.2.6.

Relation with other Community initiatives or programmes

Are checks carried out for any possible overlap with actions/projects funded in your Member State within the
framework of other Community initiatives or programmes, for example EQUAL?

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

4.2.7.

Evaluation and selection of proposals/Tender Award Procedures

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

(Describe the parties involved (internal evaluation, external assessors, evaluation committees) in assessing proposals/tenders
submitted).

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

L 162/46

EN

Official Journal of the European Union

14.6.2006

4.2.8. Decision to select/reject proposals/tenders

Who is officially responsible for deciding whether to select or reject proposals?

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

4.2.9. Notification of decisions to reject proposals/tenders

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

Is a letter indicating the grounds for rejection sent to the applicant/tenderer?

Yes

No

Does the letter indicate the grounds for rejection?

Yes

No

4.2.10. Acceptance of the project/funding decision/award of tender

Accounting arrangements for selected projects

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

Who signs the funding agreement/tender award decision on behalf of the responsible authority/delegated body?

(attach a copy of a model agreement and specimen reports sent to recipients)

Is provision made for this?
Y/N/NA

Entity/Department
responsible

Form of procedure (manual,
circular, guide to proce-
dures, checklists, etc.)

Documents to be attached

Specimen funding agree-
ment(s)

4.3.

Management and payment of grant

4.3.1.

Payment arrangements as defined in the funding agreement(s) with the recipient

Amount
(% of total)

Payment condition
(reports to be presented by
recipients)

Scheduled date
(in relation to project
completion)

Payment

First pre-financement

Second pre-financing

Balance

14.6.2006

EN

Official Journal of the European Union

L 162/47

Have specimen progress reports and final assessment reports for use by recipients been drawn-up? (attach specimen
progress reports and assessment reports)

Yes

No

Have specimen financial reports/payment applications for use by recipients been drawn-up? (attach specimen finan-
cial reports and payment applications)

Yes

No

4.3.2. Monitoring of project implementation

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

Does this monitoring include on-the-spot project inspection visits?

Yes

No

If yes, what arrangements apply (frequency, checks on project activities/financial aspects, etc.)?

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

4.3.3.

Receipt and analysis of payment applications submitted by projects

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

Does the analysis of payment applications include the following checks:

First
pre-financement
(Y/N)

Second
pre-financement
(Y/N)

Final
(Y/N)

Whether the amount applied for tallies with the
amount specified in the agreement

Whether the applicant is the correct person and
whether the bank account to which the funding is
to be paid is valid

Whether the project has been completed in accor-
dance with the provisions of the funding agree-
ment

Exhaustive, detailed list of project expenditure

Checking of calculations in the recipient’s expen-
diture statement

Whether declared expenditure tallies with the
budget forecast

Supporting evidence for declared expenditure

Percentage of declared expenditure checked
against supporting evidence:

. . . . . . . . %

Certification of expenditure by an external body
(accountant, auditor, etc.)

Whether declared expenditure complies with the
rules laid down in Commission Decision . . . . . . . . .

L 162/48

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14.6.2006

4.3.4.

Initiating payment/recovery from beneficiaries

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

4.3.5.

Payment/recovery order

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

4.3.6.

Implementation of payment/recovery

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

Does implementation of payment/recovery include the following checks:

First
pre-financement
Advance
(Y/N)

Second
pre-financement
Interim
(Y/N)

Final
(Y/N)

Existence of a valid legal commitment for the project
(funding agreement)

Valid payment/recovery order authorisation (checklist)

Payment/recovery order duly signed by the authorised
signatory

Recipient’s exact legal status and banking data

Correct accounting entry for the payment/recovery
demand

4.3.7. Means of payment

How are recipients paid?

Bank transfer

Cheque

Other

4.3.8. Monitoring of recovery

(What arrangements are made to monitor, and ensure repayment of, recovery orders issued in respect of projects?)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

14.6.2006

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Official Journal of the European Union

L 162/49

4.3.9.

Reallocation procedures for funds repaid within the framework of the ERF (where appropriate)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

4.4.

Expenditure statements and payment applications from the Member State

4.4.1.

Expenditure statement

Which department/entity draws-up the expenditure statements sent to the European Commission

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

Which authority certifies the expenditure statements sent to the European Commission

Is provision made for this?
Y/N/NA

Individual/Entity/Department respon-
sible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

4.4.2.

Request for payment

Which department draws-up the request for payment sent to the European Commission (Article . . . .)

Is provision made for this?
Y/N/NA

Entity/Department responsible

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

5.

CHECKS, CONTROL AND AUDIT

5.1.

Departments responsible for project checks (as defined in Article 25(a))

Is provision made for this?
Y/N/NA

Entity/Department responsible (1)

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

(1)

Indicate also cases where external body used to carry out checks.

L 162/50

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Official Journal of the European Union

14.6.2006

5.2.

Features of project checks

Indicators

Yes

No

Yes

No

Structure of checks:

— centralised

— decentralised

— externalised

Number of persons carrying out checks

Types of checks:

Checks based on risk analysis?

— ex ante

— during project implementation

— ex post

An annual programme is drawn-up taking account of the sampling
methods defined in Article 7

Do checking activities include:

Ensuring that project selection procedures are complied with

Checking that the project’s aims tally with the objectives set out in the ERF
national implementation programme

Checking that the expenditure carried over by funding recipients tallies
with the supporting documents

Checking that expenditure corresponds to Community requirements, the
requirements specified during the national selection procedure, the terms
of the contract or instrument granting the funding and the works actually
executed

Checking that national co-financing is actually provided

Checking compliance with procedures and circuits defined by the respon-
sible authority/intermediary as
the analysis, authorisation
and implementation of payments to recipients

regards

Checking that the amount of funding respects the limits laid down in
Article 23 of Decision 2004/904/EC

Checking that funding has actually been paid to recipients

Checking the audit trail

Checking that accepted project expenditure and revenue tallies with the
amounts of expenditure and revenue declared by the responsible authority
in the expenditure statements submitted to the European Commission

5.3.

Follow-up for checks

(a) To whom are reports sent?

the recipients of checked projects

the responsible authority’s management board

the responsible authority’s internal audit department

the national audit authorities

other (please specify) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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(b) What follow-up is given to these reports:

— in terms of the projects concerned (financial corrections, checks on other projects launched by the same

recipients, etc.)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

— in terms of the responsible authority/intermediary (amendments and corrections to procedures/manuals

of procedures, checklists, etc.)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

5.4.

Audit of the responsible authority/intermediary

Is the responsible authority/intermediary subject to audit?

Yes

No

Which departments or authorities have the capacity to carry out this audit?

Internal audit department of the responsible authority/intermediary

Audit department of another body

National audit body (Court of Auditors)

Has an audit of that type been carried out since the entry into force of the Council Decision 2004/904/EC

No

Yes

If so:

On what date? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

By which authority? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Is/are the report(s) available? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

What action has been taken on this report?

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

L 162/52

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14.6.2006

6.

AUDIT TRAIL

Where are the following documents kept?

Documents

Unit/Department
responsible

How long for?

National multi-annual and annual programme

European Commission decision on multi-annual and annual programme

Call for proposals/Call for tenders

Applicant files/Contract files

Administrative, technical and financial analysis of proposals received
(evaluation grids) and evaluation committee reports

Funding decision or rejection

Project funding agreement

Financial commitment decisions corresponding to projects

Progress reports and final reports submitted by funding recipients

Financial reports and payment applications submitted by funded
projects

Supporting documents for expenditure and revenue for funded projects

Payment/recovery authorisations for funding (checklists)

Payment/recovery orders for funding

Proof of payment/recovery of funding

Reports on checks carried out on projects

Reports on checks carried out at national level on management and con-
trol systems

Expenditure statements sent to the European Commission

Payment requests sent to the European Commission

Final implementation reports sent to the European Commission

Proof of payment received from the European Commission

7.

EVALUATION

7.1.

Departments responsible for evaluation

Is provision made for this?
Y/N/NA

Entity/Department responsible (1)

Form of procedure (manual, circular,
guide to procedures, checklists, etc.)

(1) Also indicate external consultants where appropriate.

7.2.

Evaluation schedule

How often are ERF actions to be evaluated?

Mid-term evaluation

Final evaluation

7.3.

Indicators

Have indicators been established for the purpose of monitoring and evaluation of projects and of national pro-
grammes, and are they collected during the management phase?

Yes

No

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Have detailed indicators been established for each type of action provided for in Articles 4, 5, 6 and 7 of Decision
2004/904/EC?

Resources and
project
completion
indicators
(mark X if yes)

Action
completion
indicators
(mark X if yes)

Action result
indicators
(mark X if yes)

Action impact
indicators
(consequences)
(mark X if yes)

1. Reception conditions and asylum proce-

dures

— help for individuals

— structural assistance

2.

Integration

— help for individuals

— structural assistance

3. Voluntary return

— help for individuals

— structural assistance

L 162/54

EN

Official Journal of the European Union

14.6.2006

ANNEX 2

EUROPEAN REFUGEE FUND

DRAFT ANNUAL PROGRAMME 2005

1. MEMBER STATE

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

2.

GENERAL RULES FOR SELECTION OF PROJECTS TO BE FINANCED UNDER THE ANNUAL PROGRAMME

Are the general rules for selection of projects to be financed under the annual programme in conformity with those
laid down in the multi-annual Programme? If not, could you provide details of any changes below.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

3.

ACTIONS

3.1. Action A: Reception conditions and asylum procedures

i.

Requirements justifying implementation of action

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

ii.

Purpose of the action

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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iii.

Financial plan (*)

European Refugee Fund allocation

State allocations

Allocations from Regions

Allocations from Local Authorities

National Allocations

Total Public Allocations

Private Allocations

Total Cost

(*) Please refer to Article 15 of this Decision.

iv. Timetable

A

B

C

D

E = B+C+D

F = A+E

G

H = F+G

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

(Starting dates for projects should be in the period between 1st January and 31st December of the programme year. By way
of exception starting dates for projects under the 2005 programme should be in the period between 1.1.2005 and
30.6.2006. For the 2005 annual programme project expenditure may be eligible as from 1 January 2005)

Start date: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

End date: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

v. Actions to be implemented (operational outline)

Refer to the actions detailed under Article 5 of Decision 2004/904/EC

vi. Target groups

Persons defined under Article 3 of ERF Decision 2004/904/EC(specify the legal status)

vii. Grant recipients

(NGOs, federal, national, regional or local authorities, other non-profit organisations …)

viii. National authorities involved

Specify if other than responsible authority under Article 13 of ERF Decision is involved

ix. Expected quantified results

The list of examples detailed below is illustrative not exhaustive:

— Improvement in accommodation infrastructure or services (quantify).

— Provision of material aid and medical or psychological care.

— Provision of social assistance, information or help with administrative formalities.

— Provision of support services such as translation and training to help improve reception conditions and the

efficiency and quality of asylum procedures.

— Improvement of provision of information for local communities who will be interacting with those being

received in the host country.

— Type and amount of special assistance to vulnerable groups.

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14.6.2006

— Contact time (by specialist legal or other counsellors) with target group beneficiaries.

— Number of users of products produced by the projects (information resources, translation of documents,

etc.).

— Concrete improvements in processing asylum applications.

— Improvements in representation of asylum seekers (e.g. legal assistance).

— Other (specify).

x.

Visibility of ERF co-financing

Describe mechanisms for assuring visibility of ERF funding for any activity linked to the projects financed under
this measure.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

xi. Complementarity with similar actions financed by other instruments and additionality to national measures

Please demonstrate that the proposed actions are fully integrated and co-ordinated with similar actions financed
by other national or Community instruments and also that they are complementary to and not replacing national
actions.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

3.2. Action B: Integration of persons referred to in Article 3 of Decision 2004/904/EC whose stay in the Member

State is of a lasting and stable nature

i.

Requirements justifying implementation of the action

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

ii.

Purpose of the action

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

iii.

Financial plan (*)

European Refugee Fund allocation

State allocations

Allocations from Regions

Allocations from Local Authorities

National Allocations

Total Public Allocations

Private Allocations

Total Cost

(*) Please refer to Article 15 of this Decision.

A

B

C

D

E = B+C+D

F = A+E

G

H = F+G

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

14.6.2006

EN

Official Journal of the European Union

L 162/57

iv. Timetable

(Starting dates for projects should be in the period between 1st January and 31st December of the programme year. By way
of exception starting dates for projects under the 2005 programme should be in the period between 1.1.2005 and
30.6.2006. For the 2005 annual programme project expenditure may be eligible as from 1 January 2005)

Start date: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

End date: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

v. Actions to be implemented (operational outline)

Refer to the actions detailed under Article 6 of Decision 2004/904/EC.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

vi. Target groups

Persons defined under Article 3 of ERF Decision, whose stay in the Member State is of a lasting and/or stable
nature (attention: no asylum seekers, nor illegal migrants or migrants should be involved).

vii. Grant recipients

(NGOs, federal, national, regional or local authorities, other non-profit organisations …).

viii. National authorities involved

Specify if other than responsible authority under Article 13 of ERF Decision 2004/904/EC is involved.

ix. Expected quantified results

The list of examples detailed below is illustrative not exhaustive:

— Provision of advice and assistance in areas such as housing, means of subsistence, integration into the labour

market, medical psychological and social care Materials and services provided;

— No of actions enabling recipients to adapt to the society of the Member State in socio-cultural terms, and to

share in the values enshrined in the Charter of Fundamental Rights of the European Union;

— Provision of actions to promote durable and sustainable participation in civic and cultural life;

— Monetary value of direct support (food, clothing, accommodation, etc.);

— Number of health care services provided;

— Number of hours of education or training provided (e.g. language or vocational training);

— Contact time by social counsellors with target group beneficiaries;

— Number of users of products produced by the projects (information resources, translation of documents,

etc.);

L 162/58

EN

Official Journal of the European Union

14.6.2006

— Concrete improvements in integrating refugees;

— Provision of actions that promote equality of access and equality of outcomes in relation to these people’s

dealings with public institutions;

— Other (specify).

x.

Visibility of ERF co-financing

Describe mechanisms for assuring visibility of ERF funding for any activity linked to the projects financed under
this measure.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

xi. Complementarity with similar measures financed by other instruments and additionality to national measures.

The Member State should demonstrate that the proposed measures are fully integrated and co-ordinated with
similar actions financed by other national or community instruments, and also that they are complementary to
and not replacing national actions.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

3.3. Action C: Voluntary return of persons referred to in Article 3 of Decision 2004/904/EC provided that they

have not acquired a new nationality and have not left the territory of the Member State

i.

Requirements justifying implementation of the action

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

ii.

Purpose of the action

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

iii.

Financial plan (*)

European Refugee Fund allocation

State allocations

Allocations from Regions

Allocations from Local Authorities

National Allocations

Total Public Allocations

Private Allocations

Total Cost

(*) Please refer to Article 15 of this Decision.

A

B

C

D

E = B+C+D

F = A+E

G

H = F+G

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

14.6.2006

EN

Official Journal of the European Union

L 162/59

iv. Timetable

(Starting dates for projects should be in the period between 1st January and 31st December of the programme year. By way
of exception starting dates for projects under the 2005 programme should be in the period between 1.1.2005 and
30.6.2006. For the 2005 annual programme project expenditure may be eligible as from 1 January 2005).

Start date: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

End date: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

v. Actions to be implemented (operational outline)

Refer to the actions detailed under Article 7 of Decision 2004/904/EC.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

vi.

Post-return follow-up

Describe the system set up for monitoring and follow-up after voluntary return.

vii. Target groups

Persons defined under Article 3 of ERF Decision, provided that they have not acquired a new nationality (natu-
ralised persons) and have not left the territory of the Member State (specify.)

viii. Grant recipients

(NGOs, federal, national, regional or local authorities, other non-profit organisations …).

ix. National authorities involved

Specify if other than responsible authority under Article 13 of ERF Decision 2004/904/EC is involved.

x.

Expected quantified results

The list of examples detailed below is illustrative not exhaustive:

— Number of users of

information and advisory services concerning voluntary return initiatives or

programmes;

— Number of individuals (professionals, heads of families, family members) that return to their home country;

— Number of persons who stayed, but received return-related support;

— Additional economic benefit to the country of origin (e.g. number of jobs created, businesses set up, etc.);

— Provision of information on aspects relevant to return, including the economic, administrative and political
situation in the country of origin, employment opportunities, property rights and other legal matters;

— Value of financial assistance to returnees;

— Co-operation with similar projects in other Member States;

L 162/60

EN

Official Journal of the European Union

14.6.2006

— Contact time by counsellors with target group beneficiaries;

— Number of users of products produced by the projects (information on the situation in the country or region

of origin or former habitual residence);

— Quantified impact of action by communities of origin resident in the European Union to facilitate the vol-

untary return of the persons referred to in Council decision 2004/904/EC;

— Provision of actions which facilitate the organisation and implementation of national voluntary return ini-

tiatives or programmes;

— Other (specify).

xi. Visibility of ERF co-financing

Describe mechanisms for assuring visibility of ERF funding for any activity linked to the projects financed under
this measure.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

xii. Complementarity with similar actions financed by other instruments and additionality to national actions

The Member State should demonstrate that the proposed actions are fully integrated and co-ordinated with simi-
lar actions financed by other national (including regional and local) or Community instruments and also that they
are complementary to and not replacing national actions.

4.

TECHNICAL ASSISTANCE

i.

Requirements justifying making use of the technical assistance

Detailed description of the resources available and of additional needs required for implementing the ERF
programme.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

ii.

Purpose of the technical assistance (Article 18 of 2004/904/EC)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

iii.

Financial plan (*)

European Refugee Fund allocation

State allocations

Allocations from Regions

Allocations from Local Authorities

National Allocations

Total Public Allocations

Private Allocations

Total Cost

A

B

C

D

E = B+C+D

F = A+E

G

H = F+G

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

(*) Max 7 % of MS annual allocation, plus EUR 30 000. No obligation for co-financing. Please refer to Article 15 of this Decision.

14.6.2006

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Official Journal of the European Union

L 162/61

iv. Timetable

(Starting dates for technical assistance measures should be in the period between 1st January and 31st December of the pro-
gramme year. By way of exception starting dates for projects under the 2005 programme should be in the period between
1.1.2005 and 30.6.2006. For the 2005 annual programme expenditure may be eligible as from 1 January 2005 until
31 December 2006)

Start date: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

End date: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

v. Actions to be implemented (operational outline)

Actions to cover technical and administrative assistance related to the preparation, monitoring and evaluation of
actions of the programme, for example:

(a)

costs linked to preparation, selection, evaluation, and follow-up of the operations co-financed by the ERF.
This can include leasing or purchase of computerised systems the need of which is duly justified by the
responsible authority and proportional to the size of the programme. The equipment leased or purchased
can be used for the implementation of the programme only. Eligibility rules on leasing apply;

(b)

information actions and costs linked to the visibility of ERF co-financing;

(c)

costs linked to audits and on-the-spot controls and checks of the projects;

(d)

expenditure related to remuneration, including social security contributions, is eligible only in the following
cases:

(e)

(f)

permanent officials, temporarily seconded by formal decision of the responsible authority, entrusted with
executing the tasks enumerated in points 2 to 4 above.

temporary agents or private sector staff employed solely for the purpose of executing the tasks enumerated
in points 2 to 4 above.

vi.

Procurement Procedure

Public authority implementing the ERF programme (and other implementing bodies involved in the implemen-
tation, if relevant). Specify in particular under which procurement procedures the technical assistance expendi-
ture is to be managed.

vii. National authorities involved

Specify if other than responsible authority under Article 13 of ERF Decision.

viii. Expected quantified results

e. g.:

— Quantified improvement in implementation of ERF

— Improvements in preparation of call for proposals and preparation of programme (specify person/days)

— Evaluation of project proposals (specify number):

— Selection of projects (expected number):

— Follow-up of projects and management of programme (specify No person/days)

— Audit and on-the-spot checks (specify number of audits/visits):

L 162/62

EN

Official Journal of the European Union

14.6.2006

— Evaluation reports (specify No person/days)

— Publicity initiatives (specify)

— Equipment leased or purchased (specify)

— Other (specify)

ix. Visibility of ERF co-financing

ERF funding shall be made clearly visible for any activity linked to the projects financed under this measure.

x.

Complementarity with similar measures financed by other instruments and additionality to national measures

Member State should demonstrate that the proposed measures are fully integrated and co-ordinated with similar
measures financed by other national, community or international instruments and also that they are comple-
mentary to and not replacing national measures.

5.

INDICATIVE TOTAL FINANCING PLAN FOR YEAR (*)

European Refugee Fund allocation

State allocations

Allocations from Regions

Allocations from Local Authorities

National Allocations

Total Public Allocations

Private Allocations

Total Cost

(*) Please refer to Article 15 of this Decision.

A

B

C

D

E = B+C+D

F = A+E

G

H = F+G

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

0,00 %

14.6.2006

EN

Official Journal of the European Union

L 162/63

ANNEX 3

MODEL PROGRESS REPORT

(Article 23(3) of Decision 2004/904/EC)

To be sent to:

European Commission

Directorate-General for Justice, Freedom and Security

Unit B/4 European Refugee Fund

B-1049 Brussels

Member State: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Annual programme year: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Responsible authority:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

(name of contact person, department or organisation, address, fax, telephone, e-mail)

Due date: when 70 % of the amount of the initial payment incurred at final beneficiary level.

A. PROGRAMME ADMINISTRATION AND MANAGEMENT

1. Description of annual programme management structures, financial circuits, methodology and criteria for project selec-
tion, monitoring system (if identical to information given in request for co-financing: simply refer to request for
co-financing):

2. Project selection: steps taken and results obtained (e.g. date of publication of call for proposals, number of requesters,
number of projects selected, average cost of selected projects). Description of technical assistance activities undertaken
in implementing the programme:

3.

Information and publicity: activities undertaken. Detailed description of how visibility was afforded to Community
co-financing. All project documentation and publications must mention EU co-financing, ‘This project is co-financed by
the European Refugee Fund’:

4.

Information on the controls carried out in accordance with Article 25§1 of Decision 2004/904/EC:

5.

Information on the risks linked to the activities (a risk being the possibility of an event occurring that will have an impact
on the achievement of objectives):

B. PROGRAMME IMPLEMENTATION

1. Timetable

— Start date of implementation of national annual programme:

— End date of national annual programme (final date for execution of expenditure as set out in co-financing decision):

2. Financial aspects

(a) Financial report table (specify date – no earlier than one month before submission of the summary report)

L 162/64

EN

Official Journal of the European Union

14.6.2006

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EN

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L 162/66

EN

Official Journal of the European Union

14.6.2006

DECLARATION OF EXPENDITURE ERF ANNUAL PROGRAMME

(Article 23.3 and 24 of Council Decision)

Total expenditure

Eligible expenditure

Direct eligible
costs

Indirect eli-
gible costs

Total eligible
expenditure

Contributions
in kind

Total expenditure

(in Euro)

Commission reference number:

Country:

Date:

Activities

Reception & Asylum Procedures Action 1

Reception & Asylum Procedures Action 2

Reception & Asylum Procedures Action 3

(A) Total Reception & Asylum Procedures

Integration Action 1

Integration Action 2

(B) Total Integration

Voluntary Return Action 1

Voluntary Return Action 2

(C) Total Voluntary Return

Mixed Action 1

Mixed Action 2

(D) Total Projects covering more than one activity

(E) Technical assistance

GRAND TOTAL

(b) Payments received from the Commission with corresponding dates:

3.

Implementation of programme actions:

(a) Principal objectives of selected projects by activity (please use the appropriate indicators as described in the request

for co-financing: give examples of selected projects):

(b) Quantification of results expected (please update the quantification of the indicators by measure contained in the

request for co-financing):

(c) Problems encountered in implementing the national annual programme:

(d) Any other remarks on implementation:

14.6.2006

EN

Official Journal of the European Union

L 162/67

ANNEX 4

MODEL FINAL REPORT

(Article 23(4) of Decision 2004/904/EC)

To be sent to:

European Commission

Directorate-General for Justice, Freedom and Security

Unit B/4 European Refugee Fund

B-1049 Brussels

Member State: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Annual programme year: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Responsible authority:
(name of contact person, department or organisation, address, fax, telephone, e-mail)

Due date: no more than nine months after the eligible deadline for the annual programme.

A. OPERATIONAL CONTEXT

1. Description of any significant developments in the situation in the Member State, as compared to the situation described

in the annual programme:

2. Consequences of the above developments on the implementation of the programme:

3. Measure undertaken to ensure coherence and complementary with other related policies at national or European level

(including competition, public procurement, equal opportunities and environment policies):

B. PROGRAMME ADMINISTRATION AND MANAGEMENT

1. Description of programme management structures, financial circuits, methodology and criteria for project selection,
monitoring and control system (if identical to information given in request for co-financing: simply refer to request for
co-financing):

2. Details of any modifications to programme management and monitoring systems:

3. Description of technical assistance activities undertaken in implementing the programme: results obtained:

4.

5.

6.

Information and publicity: activities undertaken. Detailed description of how visibility was afforded to Community
co-financing. All project documentation and publications shall mention EU co-financing. ‘This project is co-financed by
the European Refugee Fund’. (Attach a copy of all project-related publications, press articles, etc.):

Information on the controls carried out in accordance with Article 24(1) of Decision 2004/904/EC, including an expla-
nation on the cost-benefit aspects of the sampling method in accordance with Article 7(2) of this Decision:

Information on the risks linked to the activities: (a risk being the possibility of an event occurring that will have an impact
on the achievement of objectives:.

C. PROGRAMME IMPLEMENTATION

1. Timetable

— Start date of implementation of national annual programme:

— End date of national annual programme (final date for execution of expenditure as set out in co-financing decision):

2. Financial aspects

(a) Financial report table (specify date – no earlier than one month before submission of the summary report)

L 162/68

EN

Official Journal of the European Union

14.6.2006

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EN

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(

L 162/70

EN

Official Journal of the European Union

14.6.2006

FINAL DECLARATION OF EXPENDITURE ERF ANNUAL PROGRAMME

(Article 23.3 and 24.3 of Council Decision)

Commission reference number:

Country:

Date:

Activities

Eligible expenditure

Direct eligible
costs

Indirect eli-
gible costs

Total eligible
expenditure

Contributions
in kind

Total expenditure

Total expenditure

(in Euro)

Reception & Asylum Procedures Action 1

Reception & Asylum Procedures Action 2

Reception & Asylum Procedures Action 3

(A) Total Reception & Asylum Procedures

Integration Action 1

Integration Action 2

(B) Total Integration

Voluntary Return Action 1

Voluntary Return Action 2

(C) Total Voluntary Return

Mixed Action 1

Mixed Action 2

(D) Total Projects covering more than one activity

(E) Technical assistance

GRAND TOTAL

Sources of income

Public

Activities

Community
(ERF)
(ERF Funding
maximum due)

State

Regions

Local
authorities

Private

Contribu-
tions in
kind

Total

Reception & Asylum Procedures Action 1

Reception & Asylum Procedures Action 2

Reception & Asylum Procedures Action 3

(A) Total Reception & Asylum Procedures

0,00

0,00

0,00

0,00

0,00

0,00

Integration Action 1

Integration Action 2

(B) Total Integration

Voluntary Return Action 1

Voluntary Return Action 2

(C) Total Voluntary Return

Mixed Action 1

Mixed Action 2

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

(D) Total Projects covering more than one activity

(E) Technical assistance

Grand Total

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

14.6.2006

EN

Official Journal of the European Union

L 162/71

Appendix to the statement of expenditure

Amounts recovered included in this declaration of expenditure

Project Reception & Asylum Procedures Action 2

Amount to be repaid

Debtor

Issue date of the collection document

Authority which issued the collection document

Actual recovery date

Amount recovered

Amount to be repaid

Debtor

Issue date of the collection document

Authority which issued the collection document

Actual recovery date

Amount recovered

Project Reception Action 3

(b) Payments received from the Commission with corresponding dates:

3.

Implementation and programme measures

(a) Description of means used in practical and concrete terms to implement the actins foreseen in the national annual

programme:

Example:

Action

Project as described in national implementation
programme

Implementation

A - Reception

Project 1 – Create reception infrastructure for
1 000 persons

— creation of a reception centre for

450 persons located at …

— increased capacity to 500 persons of

existing centres located at …

(b) Outputs and impacts achieved (qualitative and quantitative description using relevant indicators as set out in the

request for co-financing), assessment of effectiveness (compared to forecasts) and value for money:

(c) Any other remarks on implementation:

4.

If applicable, description of any transnational activities and/or impact of the programme:

5. Detailed description of problems encountered in implementation of the national annual programme:

E. REPORT OF THE CONTROL AUTHORITY

1. Details of any modifications to the control system:

2. Results of these activities, irregularities detected and communicated, actions taken by Responsible Authority:

L 162/72

EN

Official Journal of the European Union

14.6.2006

3. Appropriate action taken by Responsible Authority after comments resulting from control missions from the European

Union (Court of Auditors, European Commission):

4. Detailed information on cases of irregularities detected, where there is a suspicion of fraud and appropriate action may

be considered:

A. List of projects approved by activity

ANNEXES TO THE FINAL REPORT

B. Summary description of individual projects half a page each plus summary financial indicators, budget committed per

project in tabular form, final expenditure per project

C.

Independent evaluation

14.6.2006

EN

Official Journal of the European Union

L 162/73

ANNEX 5

EUROPEAN COMMISSION

EUROPEAN REFUGEE FUND

REQUEST FOR PAYMENT

(to be sent via the official channels to Unit B4 of DG Justice, Freedom and Security, LX 46, B-1049 Brussels)

Name of programme: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Commission Decision No . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . of . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Pursuant to Article 13 of Decision 2004/904/EC, I, the undersigned (name in capitals, stamp, position and signature of com-
petent authority), representing the authority responsible for implementing the European Refugee Fund request payment of
the amount of EUR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . as an second pre-financing payment/final payment. This request for
payment meets admissibility requirements because:

the progress report on implementation of the annual work programme and a dec-
laration of expenditure accounting for at least 70 % of the amount of the initial pay-
ment provided for by Article 23(3) of Decision 2004/904/EC

— has been supplied
— is enclosed

the annual programme’s final implementation report and the final declaration of
expenditure provided for by Articles 24(4) and 28 (2) of Decision 2004/904/EC

— has been supplied
— is enclosed

Delete as appropriate

the decisions of the responsible authority are consistent with the total amount of
Fund contribution to the priorities concerned

any recommendations for improving the monitoring and management arrange-
ments made by the Commission under Article 27 of Decision 2004/904/EC

(a)

(b)

(c)

(d)

— have been acted upon
— explanations have been given
— no recommendations made

— have been acted upon
— have been commented on
— no expenditure included
— no requests made

(e)

any request for corrective measures under Article 26 of Decision 2004/904/EC

Payment should be made to:

Beneficiary

Bank

Account no

Account holder (if different from beneficiary)

Date

Name in capital letters, stamp, position and
signature of competent authority

L 162/74

EN

Official Journal of the European Union

14.6.2006

ANNEX 6

EUROPEAN COMMISSION

EUROPEAN REFUGEE FUND

MODEL FOR THE DECLARATION OF EXPENDITURE (Article 25)

To the European Commission, Directorate General Justice, Freedom and Security

DECLARATION BY RESPONSIBLE AUTHORITY

(to be sent via the official channels to Unit B4 of DG Justice, Freedom and Security, LX 46, B-1049 Brussels)

1.

I,
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (state name in capitals, title and department) hereby submit the final declaration
of expenditure for the European Refugee Fund annual programme for the year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . and
the application to the Commission for payment of the balance of the Community co-financing.

2.

I can provide assurance on the national annual programme for the year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . that:

(a)

the statement of expenditure is accurate and results from reliable accounting systems and is based on verifiable
supporting documents;

(b)

the expenditure declared complies with applicable Community and national rules and has been incurred in respect
of projects selected for funding in accordance with the criteria applicable to the annual programme and comply-
ing with the applicable Community and national rules;

(c)

for the purposes of certification, the Certifying Authority has received adequate information from the Respon-
sible Authority on the management procedures operated, the projects co-financed by the fund and the controls
carried out in relation to expenditure included in statements of expenditure;

(d)

the results of all audits carried out by the Control Authority have been duly taken into account;

(e)

the recovery of any amounts of Community funds found to have been unduly paid as a result of irregularities
detected, together with interest where appropriate has been duly deducted from the declaration of expenditure.

Date

Name in capital letters, stamp, position and signa-
ture of responsible authority.

14.6.2006

EN

Official Journal of the European Union

L 162/75

EXPENDITURE BY ACTIVITY

Commission reference number:

Name:

Date:

Activity

(A) Reception & asylum procedures

(B)

Integration

(C) Voluntary return

(D) Projects covering more than one activity

(E) Technical assistance

Total eligible expenditure paid (1)

Public

Community
(ERF)

State

Regions

Local
authorities

Private

Total

(in Euros)

(1) Please refer to Article 16 of this Decision.

ERF Total

Total

0,00

0,00

0,00

0,00

0,00

0,00

Appendix to the statement of expenditure

Amounts recovered since the last declaration of expenditure included in this declaration of expenditure
(grouped by measure)

Amount to be repaid

Debtor

Issue date of the collection document

Authority which issued the collection document

Actual recovery date

Amount recovered

Date

Name in capital
signature of responsible authority

letters, stamp, position and

L 162/76

EN

Official Journal of the European Union

14.6.2006

CERTIFICATION

I,
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (state name in capitals, title and department), have examined the final statement of
expenditure for the European Refugee Fund in . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (indicate period covered) and the appli-
cation to the Commission for payment of the balance.

SCOPE OF THE EXAMINATION

The certification aimed to provide assurance that:

(a)

the statement of expenditure is accurate and results from reliable accounting systems and is based on verifiable sup-
porting documents;

(b)

(c)

the expenditure declared complies with applicable Community and national rules and has been incurred in respect of
projects selected for funding in accordance with the criteria applicable to the annual programme and complying with
the applicable Community and national rules;

for the purposes of certification, the Certifying Authority has received adequate information from the Responsible
Authority on the management procedures operated, the projects co-financed by the fund and the controls carried out
in relation to expenditure included in statements of expenditure;

(d)

the results of all audits carried out by the Control Authority have been duly taken into account;

(e)

the recovery of any amounts of Community funds found to have been unduly paid as a result of irregularities detected,
together with interest where appropriate has been duly deducted from the declaration of expenditure.

OBSERVATIONS

1.

The scope of the examination has been limited by the following:

(a) …

(b) …

(c)

etc

(Indicate any obstacles encountered in the examination, for example systemic problems, management weaknesses, lack
of audit trail, lack of supporting documentation, cases under legal proceedings, etc; estimate the amounts of expendi-
ture affected by these obstacles and the corresponding Community co-financing)

2.

The examination, together with the conclusions of other national or Community controls to which I have had access,
reveal a low/high (indicate as appropriate;
frequency of errors/irregularities. The
errors/irregularities reported have been satisfactorily dealt with by the responsible authorities and they do not appear
to affect the amount of Community co-financing payable, with the following exceptions:

if high please explain)

(a) …

(b) …

(c)

etc

(Indicate the errors/irregularities which have not been satisfactorily dealt with, and for each case, the possible systemic
character and extent of the problem and the amounts of Community co-financing which appear to be affected)

14.6.2006

EN

Official Journal of the European Union

L 162/77

CONCLUSION

Either:

If no obstacles were encountered in the examination, the frequency of errors found is low and all problems have been sat-
isfactorily dealt with:

(a)

In the light of the examination and the conclusion of other national or community checks to which I have access,
it is my opinion that the final statement of expenditure presents fairly, in all material aspects, the expenditure
incurred in accordance with Decision 2004/904/EC, and the request to the Commission for payment of the bal-
ance of the Community co-financing appears to be valid.

Or:

If certain obstacles were encountered in the examination, but the frequency of errors is not high, or if some problems have
not been satisfactorily dealt with:

(b)

Except for the matters referred to at point 3 and/or the errors/irregularities referred to at point 4 which do not
appear to have been satisfactorily dealt with, it is my opinion, based on the examination and the conclusions of
other national or Community checks to which I have had access, that the final statement presents fairly, in all
material respects the expenditure incurred in accordance with Decision 2004/904/EC and its implementing rules,
and that the application to the Commission for payment of the balance of the Community co-financing appears
to be valid.

Or:

If major obstacles were encountered in the examination or the frequency of errors found is high even if the reported
errors/irregularities have been satisfactorily dealt with:

(c)

in view of the matters referred to at point 3 and/or given the high frequency of errors reported at point 4, I am
not in a position to express an opinion on the final statement of expenditure and the application to the Commis-
sion for payment of the balance of the Community co-financing.

Date

Name in capital letters, stamp, position and
signature of certifying authority.