Level-1 Public Beneficiary Body - Dundalk Institute of Technology

Level-1 Public Beneficiary Body - Dundalk Institute of Technology
DUNDALK INSTITUTE OF TECHNOLOGY
FINANCIAL PROCEDURES
AND GUIDELINES FOR ERDF FUNDED PROJECTS
Version 3
Revised 23/01/2012
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
1.0 INTRODUCTION- MANUAL OBJECTIVES AND REGULATORY BACKGROUND
1.1 OBJECTIVES OF THIS MANUAL
1.2 CONTEXT & REGULATORY BACKGROUND
REGULATIONS
TOPIC
1.3 PROCEDURES MANUAL UPDATE
2.0 KEY COMPLIANCE ISSUES FOR ERDF
2.1 ROLE OF THE PUBLIC BENEFICIARY BODY
2.2 MANAGEMENT AND CONTROL ISSUES
2.2.1 KEY COMPONENTS OF A COMPLIANCE FRAMEWORK
2.2.2 Compliance guidelines for Regulations 1080/2006, 1083/2006 and 1828/2006
2.2.3 Management and Control systems and Audit Trail
2.2.4 RETENTION OF DOCUMENTS
2.2.5 CERTIFICATION OF EXPENDITURE
2.2.6 PUBLIC & FINAL BENEFICIARY BODY
2.2.7 INFORMATION AND PUBLICITY MEASURES
2.2.8 PROCUREMENT
3.0 EXPENDITURE DECLARATION RETURN PROCEDURES
3.1 PREPARATION OF FORM B1 RETURN
3.1.1 Staff Roles and Responsibilities
3.1.2 Verifications by the Public Beneficiary Body
3.1.3 Verifications of Expenditure by the Intermediate Body
3.1.4 Organisation Chart & Segregation of duties within the Finance Office
3.1.5 Irregularities and Reporting of Errors
3.1.6 Receipts
3.1.7 Compliance with EU & National Regulations
4.0 PART FOUR: OTHER ISSUES
4.1 PROCEDURES MANUALS
5.0 ERDF FINANCIAL GRANT ADMINISTRATION
5.1 SET UP ON AGRESSO
5.2 RECRUITMENT OF STAFF FOR PROJECTS
5.2.1 RESEARCH POST GRADUATES
5.2.2 SALARY
5.2.3 TIMESHEETS
5.2.4 TERMINATION
5.3 PURCHASING PROCEDURES
5.3.1 WITHHOLDING TAX
5.3.2 CAPITAL EXPENDITURE
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
5.3.3
5.3.4
5.3.5
5.3.6
5.3.7
5.3.8
5.3.9
MAJOR CAPITAL EXPENDITURE
PAYMENTS TO SUPPLIERS
TRAVEL & SUBSISTENCE EXPENSES
PETTY CASH
PURCHASING CARDS
SUPPORTING DOCUMENTS FOR INVOICES
INSURANCE
6.0 PUBLICITY
7.0 FINANCIAL REPORTING
8.0 FINANCIAL MANAGEMENT
8.1.1 SALARY COSTS
8.1.2 NON SALARY COSTS
8.1.3 ACCOUNT OVERSPENDS
8.1.4 AUDIT RESPONSIBILITIES
9.0
INTERNAL VERIFICATION CHECKS
9.1.0 VERIFICATION CHECKS SHOULD COVER :
APPENDIX 1- TIMESHEET
APPENDIX 2- CURRENT MILAGE & SUBSISTENCE RATES
APPENDIX 3- TRAVEL CLAIM FORMS
APPENDIX 4- SUBACC SET UP
APPENDIX 5 – DKIT PURCHASING PROCEDURES
APPENDIX 6 – DKIT VERIFICATION CHECKS
APPENDIX 7- SCHOLARSHIP EXEMPTION FORM
APPENDIX 8- PROCEDURES MANUAL UPDATE FORM
APPENDIX 9 – ARTICLE 13 CHECKS
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
APPENDIX 10- DKIT EQUALITY & ENVIRONMENTAL POLICY
APPENDIX 11- EUSF IT MANUAL
APPENDIX 12 – EXPENPENDITURE DECLARATION FORM B1 & B0
APPENDIX 13- FIXED ASSET PROCEDURES
APPENDIX 14- PURCHASING CARD PROCEDURES
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
1.0
INTRODUCTION- MANUAL OBJECTIVES AND REGULATORY
BACKGROUND
1.1
Objectives of this manual
This manual sets out the role of Dundalk Institute of Technology (DKIT)
relating to the implementation of the European Union Structural Funds
Programmes 2007-2013 under Ireland‟s National Strategic Reference
Framework (NSRF). The NSRF has two themes the European Social Fund
(ESF) and the European Regional Development Fund (ERDF). This
procedures manual details the role of Public Beneficiary Body (PBB) and
Final Beneficiary Body (FBB) in relation to the ERDF funded Southern &
Eastern and the Border Midland & Western Regional Operational
Programmes 2007-2013. For Enterprise Ireland and Science Foundation
Ireland, DKIT is the Public Beneficiary Body under the Operational
Programme. For the Higher Education Authority, DKIT is the Final
Beneficiary Body under the Operational Programme. The Funding Calls
supported under the ERDF theme are as follows:ENTERPRISE IRELAND
Campus Incubation
Applied Research Enhancement
Commercialisation Fund to include:* Proof of Concept
* Technology Development
* Commericalisation Plus
HIGHER EDUCATION AUTHORITY
Strand I & II TSR
HEA Research Lab Refurb
PRTLI Cycle 4
SCIENCE FOUNDATION IRELAND
SRCs- Strategic Research Centres
C-SETs **
PI Programme **
** As at 16th January 2012, DKIT only has
SFI Funding under these two calls
Expenditure declarations (claims) are returned by DKIT (the PBB & FBB) to
Enterprise Ireland(Intermediate Body), Science Foundation Ireland
(Intermediate Body)and the Higher Education Authority (Public
Beneficiary).All schemes are funded under both the Border Midland and
Western Regional Operational Programme 07-13 and the Southern and
Eastern Regional Operational Programme 07-13.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
The Bodies involved in the day to day management of the programme are
responsible, in the first instance, for the declaration process. A reporting
format (the Form B0, B1, B2, B3) process was introduced to ensure that
sound and efficient financial management and control procedures are in
place and that an adequate audit trail exists. There are four function levels
involved in this process:




Public Beneficiary Bodies - the bodies commissioning operations
and/or implementing the activity (Level 1).
Intermediate Bodies (all public or private bodies or services acting
under the responsibility of Managing or Paying Authorities or
performing tasks on their behalf in relation to final beneficiaries or the
bodies or firms carrying out operations (Level 2).
Managing Authorities (Level 3).
Certifying Authorities (Level 4). Responsible for certifying declared
expenditure to the European Commission.
Level 1 (DKIT) is responsible for reporting and declaring the accuracy,
actuality and eligibility of the expenditure and for completing the Form B0
(paper return to the Higher Education Authority) or the B1 using the EUSF
IT System (Enterprise Ireland & SFI projects). Level 1 verifies that the
required management and control procedures are in place in accordance
with Article 13 Checklists (Appendix V). Each expenditure report forwarded
from Level 1 must be accompanied by a reconciled FMS print-out.
Level 2 (Enterprise Ireland, Science Foundation Ireland and Higher
Education Authority) are responsible for aggregating expenditure
information coming from Level 1, reporting and declaring expenditure to
Level 3 and completing the Form B2 (Enterprise Ireland & Science
Foundation Ireland). For HEA administered projects, the HEA complete
Form B1. This form is completed at theme level and is accompanied by a
schedule indicating the projects (as appropriate), the Form B1 references,
the total eligible expenditure being reported and the associated ERDF grant
amount. Level 2 declares that the management and control procedures
described in the Public Beneficiary Body‟s Procedural Manual, are in place
at level 1 and that steps have been taken to give reasonable assurance that
the amount returned is correct, before declaring and reporting the
expenditure to Level 3. Each expenditure report forwarded from Level 2 is
accompanied by a completed Form B2 and appropriate schedule.
Level 3 (Managing Authority) is responsible for aggregating expenditure
information coming from Level 2 up to Programme level and completing
Form B3. This form is accompanied by a schedule indicating the priorities
and Form B2 references, the total eligible expenditure being report ed and
the associated ERDF grant amount. This level declares that the
management and control procedures described in the Intermediate Body‟s
Procedural Manual, are in place at level 2 and that steps (including sample
checking of information at level 2) have been taken to give reasonable
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
assurance that the amount returned is correct, before declaring and
reporting the expenditure to the Certifying Authority. The Managing
Authority may also undertake sample spot checks at Level 1 of the cascade.
In the case of the following:
ENTERPRISE IRELAND
Campus Incubation
Applied Research Enhancement
Commercialisation Fund to include:* Proof of Concept
* Technology Development
* Commericalisation Plus
HIGHER EDUCATION AUTHORITY
Strand I & II TSR
HEA Research Lab Refurb
PRTLI Cycle 4
SCIENCE FOUNDATION IRELAND
SRCs- Strategic Research Centres
C-SETs **
PI Programme **
** As at 16th January 2012, DKIT only has
SFI Funding under these two calls

For Enterprise Ireland and Science Foundation Ireland The Higher
Education Institutes (HEIs) are the Public Beneficiary Bodies (Level
1);
For Higher Education Authority (HEA) funded programmes the HEIs
are the Final Beneficiary (Level1)
o The HEA are the Public Beneficiary Body for their funding initiatives.
1.2

Enterprise Ireland and Science Foundation Ireland are the
Intermediate Bodies (Level 2); and

The Southern and Eastern Regional Assembly and the Border,
Midland and Western Regional Assembly are the Managing
Authorities (Level 3).

Department of Finance is the Certifying Authority (Level 4)
Context & Regulatory Background
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
This manual is prepared in recognition of DKIT‟s obligations as a Public
Beneficiary Body of ERDF funding. DKIT‟s place in respect of Ireland‟s
receipt of this funding is set in the context of the following:
Ireland‟s National Strategic Reference Framework (NSRF)
Ireland‟s National Development Plan 2007-2013 (NDP), see website NDP.IE
This manual considers and is informed by the following regulations and
circulars which should be read in conjunction with it.
Regulations
EC No 1080/2006
EC No 1083/2006
EC No 1828/2006
Topic
ERDF Regulation
General Regulation: Management and control
systems, eligibility and audit trail
Implementation Regulation: Information and
publicity measures, management and control
systems,
eligibility,
irregularities
and
disconformities
Circular
Department of Finance 12/2008 Financial Management
Procedures
Department of Finance 16/2008 Eligibility of Expenditure
and
Control
Guidelines
Information and Publicity Guidelines for EU Structural Funds 2007-13
Based on Department of Finance- Financial Management and Control
Circular (12/2008) and National Eligibility Rules (16/2008) Circular, DKIT
has entered into an Administrative Agreement with the Intermediate Body
(e.g Enterprise Ireland, HEA) to ensure compliance with the EU structural
funds programme 2007-2013.
1.3
Procedures Manual Update
This procedures manual must be updated on an annual basis before
January 31. The Finance Office should update the procedures manual and
this should be approved by the Finance Manager. The appendix contains a
form which must be completed as evidence of this update (Appendix 8). It
shows the date of the completion of the procedures manual / updated
procedures manual, the signature of the person who prepared the
procedures manual and the signature of the person who approves the
procedures manual and the date of approval.When the procedures manual
is updated relevant individuals should be informed of the
update.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
2.0
KEY COMPLIANCE ISSUES FOR ERDF
2.1
Role of the Public Beneficiary Body
DKIT as a Public & Final Beneficiary Body will be responsible for
submission of Form B0 & B1 expenditure returns to the Intermediate Body
(Enterprise Ireland & Science Foundation Ireland) and Public Beneficiary
Body the HEA declaring the accuracy, actuality and eligibility of the
expenditure in the required format.
The Public & Final Beneficiary Body must ensure it has adequate controls in
operation to ensure that payments made are eligible, publicity requirements
are observed and an adequate audit trail exists ensuring that all conditions
(procurement, publicity, eligibility etc. as set out in Article 13 of Commission
Regulation 1080/2006 are met (Appendix V – Article 13 Checklist attached).
All conditions set out in Article 13 of Commission Regulations 1083/2006
with regard to equality and non-discrimination must also be met.
The Public & Final Beneficiary Body is required to ensure that only eligible
expenditure, actually incurred, and expenditure which comes under the
terms of the project/operation, as approved by the Intermediate Body, is
declared (Appendix V – Article 13 Checklist). The Public & Final Beneficiary
Body is required to ensure that a clear audit trail exists and that all claims
are supported by receipted invoices or, where this cannot be done, by
accounting documents of equivalent probative value in compliance with
Article 90 of the General Regulation, Articles 14 and 19 of the
Implementation Regulation and the Electronic Commerce Act 2000.
Such controls include checks on the:
 Eligibility of Expenditure (ERDF)
 Actual implementation of projects for which payment is made
 Compliance with specific publicity requirements (See articles 8&9 of EC
Regulation 1828/2006)
 Compliance with public procurement requirements (See Public
Procurement Guidelines – Competitive Process, 2004, published by the
NPPPU, Department of Finance and update EU Procurement Directive
2004/18/EC).
 Audit Trail Checklist (Appendix V – Article 13 Checklist section C) must be
completed in advance of on-the-spot verifications carried out by the
Intermediate & Public Beneficiary Bodies. Note that the Intermediate Body
(SFI & EI) & Public Body (HEA) are responsible for carrying out Article 13
checks. The Public Beneficiary Body needs to be cognizant of the Article
13 requirements.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
 Article 13 checks are detailed in Appendix V.
 DKIT‟s Verification checks are detailed in Appendix VI.
2.2 Management and Control Issues
Ultimate responsibility for the certification of expenditure claimed under the
Operational programme rests with the Certifying Authority for ERDF funds in
the Department of Finance. At the winding up of assistance, declarations
as to compliance with regulatory requirements will be made on the basis of
verification tests undertaken by the Department of Finance‟s ERDF
Financial Control Unit, which is the designated Audit Authority.
This manual sets out the specific requirements in respect of DKIT for
programmes co-funded from the ERDF:
 Expenditure Declarations (Forms B0 & B1s) are made by the Institution‟s
Secretary/Financial Controller, Finance Manager or Project Accountant
using the EUSF IT System (For Enterprise Ireland & Science Foundation
Ireland only) or paper copies (B0s) returned to the Higher Education
Authority.
 Institutions must ensure that appropriate management and control systems
are in place in the Institution, as described in the Procedures Manual.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
2.2.1 Key components of a compliance framework
There are a number of key elements to a sound compliance framework for
Structural Funds:
 A procedures manual for each implementing department/agency which
must demonstrate how compliance with regulation will be ensured and
demonstrated
 Formalisation of regulatory requirements into the grant agreements or
contracts
 The inclusion of a declaration of compliance with regulatory requirements
in grant claims or expenditure returns submitted by Public & Final
Beneficiary Bodies.
 DKIT should have appropriate payment authorisation controls. ( For details
in this area please see the Institute‟s internal Financial Procedures
document)
The implementation of these elements will provide the basis for certifying
the regularity and compliance of grant payments by the Public & Final
Beneficiary Body in completing Form B1 using the EUSF IT system
(Enterprise Ireland & Science Foundation Ireland) and B0 paper returns to
Higher Education Authority.
2.2.2 Compliance guidelines for Regulations 1080/2006, 1083/2006 and
1828/2006
 Ensure that the theme complies with the requirements of Regulation (EC)
No‟s 1081/2006, 1083/2006 and 1828/2006, and specifically that the
transactions arising from the theme will be demonstrably eligible.
 Ensure that all staff involved in preparing form B1s and B0s are aware that
funding is provided under the European Union Structural Funds
Programmes 2007-2013 under Ireland‟s National Strategic Reference
Framework (NSRF 2007-2013).
 Ensure that relevant staff receives copies of the relevant EU Regulations
and Publicity Requirements and access to the EUSF IT system for
completing the B1 forms which they will be requested to complete and
authorize.
 Ensure that staff involved in preparation of ERDF returns are familiar
with the Regulations and the Procedure‟s Manual.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
2.2.3 Management and Control systems and Audit Trail
Regulation EC No 1828/2006 sets out the detailed rules in respect of the
management and control systems and audit trail required to ensure the proper
implementation of Structural Funds.
The management and control system must provide for a sufficient audit trail. All
sums included in returns to the Intermediate Bodies must ultimately be supported
by reference to individual payments made by Public & Final Beneficiary Bodies.
2.2.4 Retention of documents
All supporting documentation must comply with Article 90 of the General
Regulation, Articles 14 and 19 of the Implementation Regulation and the Electronic
Commerce Act 2000, with regard to the electronic storage and location of
documents, for a period of three years after the closure date of last payment
from the European Commission to the programme. This is expected to be the
year 2022. During this period documents should be available for inspection by
Managing and Certifying Authority staff, Intermediate Body staff, auditors, certifying
officers and other national or commission officials. Documents forming the audit
trail at each level of the cascade must be retained in readily retrievable form and
be readily accessible. The statutory time requirement for the retention of financial
documentation in Ireland is seven years. However, specific European Union
funded initiatives require that all documentation including invoices, travel
expenses, procurement documentation and bank statements should be kept for an
extended period. Details are as follows:
Retention
Period
European Regional
Development Fund (ERDF)
2000-2006 (HEA PRTLI Cycles
1-3)
European Regional
Development Fund (ERDF)
2007-2013 (HEA Cycles 4-5)
ESF Third Level Access
Measure 2000-2006
ESF Third Level Access
Measure 2007-2013
15 Years
15 Years
15 Years
15 Years
For the 2000-2006 ERDF and ESF measures, documentation should be retained
until at least 31 December 2015 and should not be disposed of after this date
without confirmation from the ERDF and ESF Managing Authorities.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
For the 2007-2013 ERDF and ESF measures, documentation should be retained
until at least 31 December 2022 and should not be disposed of after this date
without confirmation from the ERDF and ESF Managing Authorities.
Public & Final Beneficiary Bodies should retain the following:
 Grant approvals
 Accounting record of payments made and funds received
 Form B1 & B0 (expenditure declaration) and attached schedules of
payments, projects and adjustments
 Timesheets
 Employment Contracts
 Original Invoices and documents of equivalent probative value
 FMS print-outs reconciled to form B1s/B0s
 Procurement and Publicity documentation
 Bank Statements
 Any other relevant documentation
The location of the Finance Office files are as follows:-
Main Accounts Office
Room L124
Bank Statements
Cashbooks
Cash receipt books
Bank transfer forms
2003 to date
2008 to date
2008 to date
2010 to date
VAT files
PSWT files
RCT files
Tax Clearance certificates
2009 to date
2009 to date
2009 to date
2009 to date
Payroll Office
Room L142
Storeroom - access only with code
Adjacent to Room L124
Whitaker Storeroom - access only with special key
Adjacent to TK Whitaker theatre
Payroll Reports Sept 2011 to date
Payslips
Sept 2011 to date
Payroll reports
Payslips
Cashbooks
Cash receipt books
Bank transfer forms
2003 to 2008
2003 to 2008
2003 to 2010
VAT files
PSWT files
RCT files
Tax Clearance certificates
2003 to 2009
2003 to 2009
2003 to 2009
2003 to 2009
2003 to Aug 2011
2003 to Aug 2011
Invoices
2006 to 2010
Purchase Orders
2006 to 2011
PO Requisitions
2006 to 2010
EFT/Cheque payment reports
2006 to 2010
Creditors statements and reconciliations
2006 to 2010
Invoices
2010 to date
Purchase Orders
2011 to date
PO Requisitions
2010 to date
EFT/Cheque payment reports
2010 to date
Creditors statements and reconciliations 2010 to date
Fixed Assets records
2003 to date
PJ Carrolls
Accounts receivable records
2007 to date
Invoices
2000 to 2006
Purchase Orders
2000 to 2006
PO Requisitions
2000 to 2006
EFT/Cheque payment reports
2000 to 2006
Creditors statements and reconciliations
2000 to 2006
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
2.2.5 Certification of expenditure
Regulation (EC) 1083/2006 requires that certificates of expenditure be drawn
up by the Certifying Authority for presentation to the European Commission
in order to draw down funding. In practice, certification by the Certifying
Authority is conditional on the satisfactory declaration of eligible expenditure
by public beneficiary bodies/ Intermediate Bodies and the Managing
Authority, through the completion of Forms B0, B1, B2 and B3.
2.2.6 Public & Final Beneficiary Body
 Expenditure returns will be made on Form B1/B0, certified by the
Secretary/Financial Controller, Finance Manager or Project Accountant
using the EUSF IT System(For Enterprise Ireland & Science Foundation
Ireland), B0 paper return for Higher Education Authority. The Form B1/B0
includes expenditure incurred in respect of each project.
All declarations required in the Form B1/B0 must be completed by the
Public/Final Beneficiary Body.
(See detailed requirements under B1/ B0 Preparation – Part 3)
2.2.7 Information and Publicity Measures
Where structural funds are applied in the co-financing of an infrastructure
project, regulation EC NO 1828/2006 should be complied with. Information
and publicity requirements for the general public should include billboards
erected on site and permanent commemorative plaques where the public
contribution exceeds €500,000.
The role of Public Beneficiary Body with regard to Information and Publicity
Measures is to:
 Ensure that relevant staff is aware of EU requirements with regard to
procurement and publicity. Staff should be familiar in particular with the
following:
o Articles 8 and 9 of Regulation EC no. 1828/2006
o Information and Publicity Guidelines for EU Structural Funds
2007-2013 (available on the BMW Regional Assembly website,
www.bmwassembly.ie)
This document will be circulated by the Finance Manager to the following
sections within DKIT which, along with the Finance Office, have a significant
role in various aspects of ERDF projects, and the publicity requirements
highlighted:
 Estates Office (Responsible for Campus development tendering)
 Research Office (Responsible for Science Foundation Ireland, Enterprise
Ireland Projects and HEA TSR Projects)
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
 President‟s Office (Responsible for Publicity, Corporate Identity etc.)
 HR Office (Responsible for Recruitment of Staff of ERDF funded projects)
 Maintain a publicity folder. Our publicity folder should include copies of
photographs of the various signage‟s etc. in order to document our
compliance for potential subsequent audit visits. This folder should also
include copies of fliers etc. and it should be verified that they comply with
the various logo requirements etc. at time of placing in the file. The Project
Accountant will be responsible for liaising with the other relevant sections
of DKIT in order to ensure that the publicity file is kept up to date, and that
all requirements are being adhered to.

The Publicity Folder must be updated on an annual basis before January 31
by the Project Accountant.This update should includes printouts from DkIT‟s
website showing logos and date of printout.
 Confirm the accuracy of DKIT‟s Form B1/BO return in that the relevant
publicity requirements have been adhered to.
 Public Procurement adverts also need to be compliant with the Publicity
requirements.
Publicity Checklist
Article 2 – 10 Commission Regulation (EC) no. 1828/2006 and Section 18
of the Administrative Agreement sets down the European Commission
requirement on information and publicity.
The EU Flag and the European Regional Development Fund‟s participation
should feature on the following in relation to projects in receipt of EU
Structural funds:
Billboards Plaques
Brochures/Literature
Application Forms
Annual Reports
Display/Exhibition stands
Videos
Advertising & Supplements
Conference Material
Web sites
Offer letters, correspondence with projects/beneficiaries
Press releases
Posters
The arrangements for the use of logos are as follows:
the Irish structural funds logo is to replace the NDP logo for all EU cofinanced publicity material;
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
this is to be accompanied by the EU flag logo, with European Regional
Development Fund underneath, to be inserted on right hand side of the
Irish structural funds logo;
the sponsoring organisation or Department logo (where used) is inserted to
the right of the EU logo;
all logos to be of equal scale; and
in addition, where it is feasible to do so, the EU Commission‟s suggested
tagline “Investing in your future” should also be used.
Requirements for billboards and Plaques
Billboards and commemorative plaques are compulsory for projects where
the total public contribution is over €500k.
The billboard must be of a size that is appropriate to the scale of the
operation.
The section of the billboard reserved for the EU contribution should take up
to at least 25% of the total area of the billboard.
The letters used must be at least the same size as the letters for the
national announcement although the typeface may be different.
Once a site or project is completed, billboards must remain in place for no
longer than six months.
Wherever possible, the billboard must be replaced by a commemorative plaque
within 6 months of completion of the project.
For further information on publicity, see the website www.eustructuralfunds.ie
2.2.8 Procurement
All public & final beneficiary bodies must ensure that each project follows
National and EU Public Procurement Rules as set out in the revised guidelines
drafted by the National Public Procurement Policy Unit (NPPPU) and EU
Directive 2004/18/EC. The Irish Public Procurement guidelines are outlined on
the website www.procurement.ie and can be found at Appendix VII.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
3.0 EXPENDITURE DECLARATION RETURN PROCEDURES
3.1 PREPARATION OF FORM B1 RETURN
3.1.1 Staff Roles and Responsibilities
At the end of a designated period, the Project Accountant (Odelle McGreal, Gerard
Crawley ,Stuart Quinn & Assistant Accountant, Susan Gorman shall prepare the
Form B1 return for submission to the Intermediate Body using the EUSF IT
system (Enterprise Ireland & Science Foundation Ireland), B0- paper returns to
Higher Education Authority. The B1/B0 will be authorized by the Finance Manager
Marie Madigan.
3.1.2 Verifications by the Public Beneficiary Body
Project Accountant
The Public/Final Beneficiary Body shall verify all expenditure (100%) declared is in
accordance with Article 13 of Regulation (EC) 1828/2006. These desk based
verifications shall ensure that expenditure declared is real, the products or services
have been delivered in accordance with the approval decision, the amount of
expenditure declared is correct, and the project/operations and expenditure comply
with Community and national rules. The verification checks shall include
procedures to avoid double-financing of expenditure with other Community or
national schemes and with other programming periods. DkIT have developed an
internal checklist to ensure only eligible costs are included in the B0/B1. This
checklist (see Appendix 6) has been devised on the basis of reviewing the nominal
ledger printout to ensure the following occurs:The Public /FinalBeneficiary Body shall:
Attach a copy of the project printout from the financial system (Agresso)
together with a reconciliation which reconciles the figure per the printout
(accruals based) to the actual amount claimed (cash payments basis).
Adjust this report for any items which appear in it but which have not yet
cleared the bank and so cannot be included in a claim. Equally, such items not
included in prior returns for this reason must be again reviewed to determine
whether they have since cleared the bank and are therefore to be included in
the current return.
Review the printout to ensure that all items included appear to be appropriate to
the project in question and that the print-out reconciles with the expenditure
declared on Form B1/B0.
In relation to pay expenditure, ensure that contracts of employment are in place
and approved timesheets are available.
Expenditure should be checked for eligibility for ERDF co-funding
Verify that expenditure claimed was incurred in an operation which is in
accordance with the criteria applicable to the theme as set-out in the
implementation plan and approved by the monitoring committee
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
For noted differences, obtain clarification from the relevant personnel, ensure
that differences have been formally approved in writing, and obtain copies of
the approval for file.
Ensure there is sufficient controls on the nominal ledger cost coding so only
eligible costs are included.
For any significant variations of actual expenditure versus budget expenditure
(as per financial plan), document such differences, obtain explanation from the
project manager, and review documentary evidence.
Keep written records of the actions taken in respect of any errors or
irregularities over €10,000 detected.
For the HEA, errors of €50 or less do not need a new B0. An email to the HEA
to agree the change and reason for the change should be kept on file. The
amount on the B0 should then be changed and initialled and the HEA does
likewise.
Submit the Form B1 to the relevant Intermediate Body using the EUSF IT
system or B0 paper return to Higher Education Authority by authorized user
(Project Administrator/Accountant and approver (Finance Manager/Controller)
3.1.3 Verifications of Expenditure by the Intermediate Body
Applied Research Enhancement & Commercialisation Fund
On-the-spot checks will be carried out by a nominated Auditing Firm on behalf of
the Enterprise Ireland on a selected sample basis in accordance with the
Intermediate Bodies Sampling Methodology which is approved annually by the
Regional Assemblies.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
3.1.4 Organisation Chart & Segregation of duties within the Finance Office
Academic Council &
Sub-Committees
Governing Body
G.B. Sub-Committees – Finance
& Audit Campus Development
and Buildings Development
Centre
President
Mr Denis
Cummins
Head of Teaching and
Learning
Dr John Dallat
Head of Research
Dr Tim McCormack
Head of
Development
Mr Gerry Carroll
External Services
Manager
Ms Irene
McCausland
Secretary/Financial
Controller
Mr Peter McGrath
Registrar
Mr Stephen
McManus
Quality Assurance ,
Awards &
Graduate Studies
Ms. Ann Campbell
Finance Manager
Ms Marie Madigan
Academic/Student
Affairs Manager
Ms Linda Murphy
Estates‟ Manager
Mr. Conor Lait
Human
Resources‟
Manager
Mr. Ger O‟Driscoll
I.T. Manager
Mr James
McCahill
Head of School of
Informatics, Music &
Creative Media
Dr Bob McKiernan
Head of Computing &
Mathematics
Dr. Chris Horn
Head of School of
Engineering
Mr Eugene Roe
Head of Dept. of
Business Studies
Vacant
Head of Dept. of
Infrastructural and
Environmental Studies
Mr Pat Mc Cormack
Head of Dept. of
Management &
Professional
Studies
Mr. Shane Hill
Head of Music &
Creative Media
Dr. Eibhlis Farrell
Librarian
Ms Lorna
O‟Connor
Freedom of
Information
Officer/ Staff
Development
Ms Loretto
Gaughran
Head of School of
Business &
Humanities
Mr Cathal Kearney
Head of Dept. of
Humanities
Dr David Getty
Noreen Carney
Schools Liaison
Officer
Head of Hospitality
Studies
Ms Brianain Erraught
Head of Dept. of
Electronics &
Mechanical
Engineering
Dr Dan O‟Brien
Head of Department of
Building & Surveying
Mr Noel McKenna
Head of Department of
Engineering Trades
Mr John Carolan
Manager, Lifelong
Learning Centre
Mr A. Barrett
Project Accountants, Odelle McGreal, Gerard Crawley & Stuart Quinn, Assistant Accountant, Susan Gorman prepare the
B0/B1 after completing the inhouse Checklist (see Appendix 6)
After review of all the documentation the Finance Manager, Marie Madigan counter signs the B0/B1
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
Strategic Development
Officer
Ms Anne Cleary
Head of School of Nursing,
Midwifery, Health Studies &
Applied Sciences
Dr Edel Healy
Head of Dept. Of
Applied Sciences
Dr Breda Brennan
Head of Dept. of
Nursing & Health
Studies
Mr Myles Hackett
Head of Midwifery
Ms Jill Atkinson
Analysis of Segregation of Duties within the Finance Office
Finance Manager,
Marie Madigan
Payroll
Barbara Duffy
Carmel Leech
Angela McComish
Accounts Payable
Angela Magennis
Deirdre Gika
Angela McElroy
Yvonne McGill
Cash & Bank
Yvonne McGill
Adele Nordone
Fixed Assets
Odelle McGreal
Terese Dunne
Debtors
Susan Gorman
Project
Accountants
Assistant
Accountant
Odelle McGreal
Sandra Hanratty
Gerard Crawley
Stuart Quinn
Graham Hodgins
Susan Gorman
Staff involved in preparing the B0/B1s, Odelle McGreal, Stuart Quinn, Susan Groman & Gerard Crawley are not involved in the Accounts Payable, Payroll or
Cash & Bank activities of the Finance Office.
The Finance Manager, Marie Madigan who counter signs the B0/B1s is also not involved in each of the functions within the Finance Office.
3.1.5 Irregularities and Reporting of Errors
Where ineligible expenditure is identified, determine the cause of the inclusion
of ineligible expenditure. Determine whether or not it is a systemic problem or
“once-off” and attributable to human error, lack of knowledge on eligibility
criteria or fraud. Include the ineligible expenditure in the list of findings.
Determine if irregularity report is required, prepare same where necessary.
Taking into account the work carried out and the findings on the sample
selected, is further testing required in order to obtain assurance that the
expenditure declared is eligible?
Report and make recommendations to the relevant persons. Ensure that you
follow up on all issues. Keep on file evidence of follow up that you have
undertaken.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
Keep written records of the actions taken in respect of any errors or
irregularities over €10,000 detected.
For the HEA, errors of €50 or less do not need a new B0. An email to the HEA
to agree the change and reason for the change should be kept on file. The
amount on the B0 should then be changed and initialled and the HEA does
likewise.
3.1.6 Receipts
Procedures should be in place to ensure that receipts for the projects are
separately identifiable
Where revenue has been generated, ensure that were applicable the revenue
has been offset against the expenditure in the declarations
When an operation is revenue generating, determine if projected net revenues
can be established or forecast.
If projected net revenues can be established in advance, ensure discounted
net revenues are offset against eligible expenditure in accordance with Art 55
of Commission Reg1083/2006 and following Commission guidance.
Where projected net revenues cannot be established in advance ensure
certifying authority is notified that 5 years of actual net revenue must be offset
against eligible expenditure at closure. The start date for assessing revenues
must be noted. If there is no clearly identifiable capital investment period, the
period for the assessment of revenue should start from the point where the
revenue is being generated.
When there is revenue which has not been offset against the expenditure,
obtain an explanation and note any findings
Confirm, through a review of documentation and discussions with the project
manager that there is no overlapping of EU aid for the project.`
Note: Based on the projects selected for co-funding it is unlikely the projects will
be deemed to be revenue-generating projects.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
3.1.7 Compliance with EU & National Regulations
Ensure that all conditions as set out in Art 16 of Commission Regulations
1083/2006 with regard to equality and non-discrimination are met.
(see Appendix 10 for Dkit Equality Policy)
Obtain evidence that the principle of gender equality has been observed.
Identify any proactive measures being taken to promote gender equality, where
appropriate.
Ensure the implementation of a operation/project is non-discriminatory on the
grounds
of:
-
Sex
Race
Ethnic Origin
Religion or beliefs
Disability
Age
Sexual orientation
Obtain evidence to reflect same.
Determine if any technical specifications were laid out in the contract
documentation so as to take into account accessibility criteria for people with
disabilities, where appropriate
Ensure compliance of same and any recommendations have been followed up.
Ensure that all conditions as set out in Art 57 of Commission Regulations
1083/2006 with regard to the durability of operations are met. Document any
findings:
Determine that the operation within five years of receipt of the funding has not
undergone a substantial modification:
Affecting its nature
Affecting its implementation conditions
Gives an unfair advantage
Which resulted from a change in the nature of ownership of infrastructure or
the cessation of productive activity.
Where de-committal of funds has commenced and the managing authority has
been notified,
Ensure correct calculations have been used; negative adjustments have been
made on the B1 Form and recorded on the EUSF IT system.
Where applicable, ensure irregularity report has been submitted, if threshold
exceeded.
Where de-committal has not commenced; inform the Managing Authority of the
breach in article 57 with regard to the durability of an operation.
Where applicable, ensure irregularity report has been submitted, if threshold
exceeded
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
Where de-committal has commenced but the managing authority has not been
informed of same, notify managing authority of de-committal procedure.
Check calculations used in de-committal procedure.
Where applicable, ensure irregularity report has been submitted, if threshold
exceeded.
Ensure that all conditions regarding state aid are satisfied as laid out in both
National and Community rules. Document any findings:
1. Has a transfer of state aid resources occurred as per Article 87(1) of the treaty
which;
o Created an economic advantage to an undertaking;
o Was selective in the granting of aid and;
o Has a potential impact on competition.
2. Does the operation fall under any of the following block exemptions:
o
o
o
o
Small-Medium sized enterprise
Employment Aid
Training Aid
Transparent Regional Aid Scheme
Further, if the combined aid received by the operation/project over the previous
three year fiscal period is under €200,000, it is a de-minimus aid may be applied
exempting the operation/project from state rules.
o Does the above mentioned de-minimus apply?
3. If the answer to the 1 above is yes and 2 above is no i.e. no exemption, Obtain
authorisation received from the Commission to allow for any applicable state
aid
4. If aid granted is combined de-minimus exemption, ensure cumulative aid
received over the last 36 months by the operation/project does not exceed
€200,000. This aid will include – tax relief, Interest relief, other grants etc.
Does the state aid rate applied comply with the ceiling in the issued Regional
Aid Map 2007 – 2013.
Confirm, through a review of documentation and discussions with the project
manager that there is no overlapping of EU aid for the project
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
Ensure that all conditions regarding the Environment have been observed as
laid out in both National and Community rules. Document any findings:
(see Appendix 10 for DkIT’s Environmental Policy)
Does the project/operation have a significant impact on the environment
If the answer to the above is yes, has an Environmental Impact Assessment
been carried out, as per thresholds and sectors specified in the consolidated
EIA Directive (85/337/EEC & 97/11/EC)
Have recommendations and observations in the above mentioned assessment
been adhered too.
Is environmental information freely available to the public concerning this
project?
Have consents been obtained by the Beneficiary from the relevant national
authorities that the relevant directives have been complied with.
Audit Trail
Obtain Hardcopy Form B1 for the period from EUSF I.T. System.
Verify the following:
- Correct aid rates have been used
- Expenditure entered in correct project
- Correct authorisation signatures on EUSF IT system Form B
Agree total project expenditure for period to Form B.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
4.0 PART FOUR: OTHER ISSUES
4.1 Procedures Manuals
This procedures manual must be updated on an annual basis before
January 31. The Project Accountant should update the procedures manual
and this should be approved by the Finance Manager. The appendix
contains a form which must be completed as evidence of this update
(Appendix III). It shows the date of the completion of the procedures
manual / updated procedures manual. The signature of the person who
prepared the procedures manual and the signature of the person who
approves the procedures manual and the date of approval.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
5.0
ERDF FINANCIAL GRANT ADMINISTRATION
5.1
SET UP ON AGRESSO
When an application for ERDF research funding has been successful and
after the letter of offer or contract has been signed by the Institute the
research/project can begin.
On receipt of notification of success of a grant application, the Principal
Researcher must :Copy the Research Finance Office on any correspondence from the
awarding body.
(I.e. Letters of Offer, terms & conditions, grant acceptance cert)
Set out details of budget for review with Research Finance Office. The
Research Finance Office will then examine the award against the
application to ensure all relevant costs are provided for.
The Principal Researcher should complete the Agresso Account Set up
Form. (Appendix 4). The Project budget details should also be attached
to this form along with confirmation from the Funding Authority (e.g.
Letter of Offer) that the funding has been approved. The Agresso
Account Set up Form and Budget should be counter signed by the
Secretary/Financial Controller.
The project will then be assigned its own unique account code on the
Institute‟s accounting system. All income and expenditure relating to the
project will be credited or charged to this unique account code.
Each Principal Researcher is responsible for the financial management
of his/her project.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
5.2
RECRUITMENT OF STAFF FOR PROJECTS
(Principal Investigator should ensure all relevant documents are
retained until 2022)
The Institute‟s procedures relating to the employment of staff must be
followed. The Principal Researcher should consult with the Human
Resource Office in advance of any staff being recruited. It is the
responsibility of the Principal Researcher to ensure that the recruitment
rules and regulations of the Funding Body are adhered to. This is
particularly relevant for ERDF funded appointments. The main points to
consider to ensure adherence to EU and national employment and equal
opportunities legislation are:
Statutory employment legislation must be adhered to. DKIT must
document the recruitment procedures and all appointments must be
made by means of open competition.
The newspaper advertisements, job description and CV‟s should be
retained on file. When advertising or making any public announcements
regarding the project, reference should be made to the source of funding
and the Irish Structural Funds and EU logos must be displayed on all
publicity material.
The short-listing criteria should be documented and the selection criteria
should be consistent with the job description. The letter of invitation to
interview accompanied with the attendance record should be kept on the
recruitment file.
Details of the criteria used to shortlist the candidates, copy of the
completed interview appraisal schedule based on the selection criteria,
signed by each member of the interview board should also be kept on
file.
Formal employment contracts should be devised for all employees,
which must be signed and dated accordingly and should be updated
throughout the duration of the individual‟s employment.
If relevant, representation from the Management Committee (particular
EU funded projects must have in place a Management Committee)
should be on the interview board.
See Appendix 10 for copy of DkITs Equality Policy
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
5.2.1 RESEARCH POST GRADUATES
The Principal Researcher must inform the Human Resource Department of
Post Graduates assigned to the project. If the Post Graduate is in receipt of
a monthly grant and working full time on the project the Post Grad may be
eligible for Scholarship Tax Exemption on the monthly grant payment. Post
Graduates must complete the Revenue Scholarship Exemption form
(Appendix 7). Completed forms should be returned to the Research
Finance Office (assistance in completing the form can also be obtained from
the Research Finance Office). It is the responsibility of the Research
Finance Office to submit the form to the Revenue Commissioners. The
Institute can automatically apply exemption upon receipt of a signed
Scholarship Exemption Form from the Postgraduate Research Student as a
self-assessment scheme operates. The Research Finance Office should
inform payroll of the tax exempt status of the monthly payment once the
Form has been submitted to Revenue.
5.2.2 SALARY
The salary should correspond to the approved budget. Pay increases must
be formally approved and where relevant (e.g. EU Funded Projects should
have Management Committee approval) extracts of the relevant Committee
minutes placed on the relevant personnel files.
5.2.3 TIMESHEETS
See (Appendix 1) for DKIT template Timesheet. Always seek clarification
from Funding Authority on level of detail required for timesheets.
Timesheets should be completed on a weekly basis. Backup providing a
clear audit trail of work done should be maintained, for example if you detail
on the timesheet attendance at a meeting, then the minutes of the meeting
should be kept on file. This provides a clear audit trail of activities done.
If a DKIT employee is working part-time on a project for 5 hours a week and
is contracted to work for say a 35 hour week, the timesheet should detail out
the hours worked on the project i.e. 5 and include a line to show the balance
of 30 hours DKIT related work. This is to ensure that an employee‟s full
hours are accounted for and there is no double funding if working on
numerous projects. If working on numerous projects then only ONE
timesheet should be used to cover all the projects.
5.2.4 TERMINATION
It is the responsibility of the Principal Researcher to inform Human
Resources and Research Finance Office in writing of the termination of an
appointment at least one week in advance, or one month depending on the
employment contract.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
5.3
PURCHASING PROCEDURES
(Principal Investigator should ensure all relevant documents are
retained until 2022 e.g. quotes, tender documents)
A separate procurement file with quotes etc should be maintained by
the project office.
This section MUST be read in conjunction with DKIT‟s Purchasing
Procedure Manual (Appendix 5 ) and DKIT‟s Tendering Manual.
DKIT are obliged under EU and national public accountability
requirements to ensure value for money in all financial transactions.
To ensure Dundalk Institute of Technology obtains value for money, and
adheres to public procurement guidelines, it has adopted the following
quotation policy from September 2011 for the purchase of all goods and
services by the Institute.
PURCHASE VALUE
PROCESS
Goods valued less than €1,500
1 Supplier
Goods valued between € 1,500 and € 5,000
2 quotations
€5,000 - € 50,000
3 quotations*
€ 50,000 - € 193,000
Public tender
> € 193,000
EU Tender Procedure
Please ensure the appropriate number of valid quotations are obtained in line with
the value of the purchase above. The value above is the VAT inclusive cost. Please
retain all original documentation in your school/department office for review and
audit purposes.
Purchases over €5,000 are approved by Peter McGrath. Attached in Appendix 1 is
the relevant form to be sent to Peter for approval.
*Purchases over €25,000 are now required by the Department of Finance to be
advertised through the government’s e-tenders website. Please liaise with Deirdre
Gika regarding training for this process.
*
Certain other items are tendered for annually
**
This will change to reflect up to date EU Tender guidelines
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
NB – Letter of Offer from EU Funding Bodies may detail different quote
criteria for items in the purchase value of €0 to €25,000. The Principal
Researcher should request to use the Institute’s quote criteria. Any
agreement on this issue with the Funding Authority must be put in
writing and a copy sent to the Research Finance Office.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
If it is not possible to source quotations, e.g. only one specialist
contractor, the organisation should document the rationale for awarding
the contract to the supplier. It is not enough to state there is only one
supplier, you MUST demonstrate and document exactly why this is
the case.
When commissioning a supplier to provide services, (e.g. training,
mentoring, research, evaluation, computer maintenance, etc.) the
Principal Researcher should enter into a written agreement with the
supplier and define clearly the work to be performed, the timescale for
completion, and the related fee, agreed in advance. The supplier of the
service should initially send in a proposal outlining what work they are
going to perform and the cost should be based on marketable rates.
It is the Principal Researchers responsibility to ensure that expenditure
items are in accordance with the budget approved by the funding
authority. (a rule of thumb is expenditure should be wholly and
exclusively for the project- if the project wasn‟t happening would we be
incurring this cost?)
All invoices must be addressed to the „The Finance Department in DKIT‟.
Any internal invoices submitted in a claim must be fully detailed and the
supporting documentation attached to justify the costs.
Where appropriate procurement contracts / tenders should be advertised
in the Official Journal of the European Communities. Bids for contracts
must be assessed on an objective basis and contract awards should
also be published in the Official Journal.
5.3.1 WITHHOLDING TAX
As DKIT is an “Accountable Person” under Irish Revenue law we are
obligated to deduct 20% which is the current standard rate of income tax
from payments made to specified persons in the provision of “professional”
services.
Invoices should ALWAYS detail exactly what service is being provided as
this will determine the taxable status of the payment. For example the word
“mentoring” or “consultancy” will not suffice. As there are many criteria
under which to judge whether a provision of service is taxable or not, always
seek clarification from the finance office before inputting purchase order on
AGRESSO. All payments subject to withholding tax should be coded to
6010 on AGRESSO and consultants travel should be coded to 5500.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
5.3.2 CAPITAL EXPENDITURE
(Principal Investigator should ensure all relevant documents are
retained until 2022 eg quotes, tender documents- copies of award
notices, e-tenders, press advertisements, scoring etc)
**** NB Please note there has been a tightening up on what constitutes
an asset and how we can claim for it in the 2007-2013 round of
funding. As a result this could effect how and the value of what we can
claim for capital expenditure.
Previously the EU did not define in monetary terms the value of an
asset. Now for the 2007-2013 round of funding they have stated that
any item >€1,000 inc Vat with a tangible life of >1 year is an asset.
The cost of an asset can only be claimed in full in the following
circumstances:The asset is purchased within the period of co-financing;
The asset has a useful economic life less than or equal to the
remaining life of the project and
Is wholly and exclusively related to the project.
If the above does not apply then a depreciation charge for an asset
can be declared as eligible (provided the asset is being used wholly
and exclusively by the project). But this rule can mean that if you
decide to purchase an asset towards the end of a project you may not
be able to claim the full cost of it.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
EXAMPLE
You have a 5 year project starting on 01.01.09 ending 31.12.13 and you
have a capital budget of €100,000, all of which is equipment. DKIT
depreciates equipment over 5 years (see below), with depreciation being
charged from the date of purchase. If you do not buy all of the equipment at
the beginning of the project and instead buy say €20,000 in year 3 on
01.06.11 you will only be able to claim the depreciated element of the asset
until the end of the project i.e from 01.06.11 to 31.12.13. This is because
the asset us not being used over the lifetime of the project.
COST OF ASSET(purchased 01.06.11)
DEPRECIATE @20 % over 5 YEARS
Only able to claim for the following
YE 31.12.11 (1/2 yr depreciation
YE 31.12.12
YE 31.12.13
TOTAL ELIGIBLE AMOUNT TO CLAIM
20,000
4,000 per annum
2,000
4,000
4,000
10,000
Therefore by not purchasing the equipment at the start of the project
you will have to fund the €10,000 from other sources.
From 01 September, 2009 DKIT’s depreciation policy is as follows:Depreciation is provided on fixed assets, excluding land, on a straight line
basis so as to write off their historical costs or valuations over their
estimated useful lives as follows:
Buildings
Prefabricated buildings, fixtures, plant and machinery
Mainframe computers
Other computer equipment
Educational and administrative equipment
Furniture
Motor Vehicles
Years
50
10
7
4
5
5
5
All equipment funded from Research Grants and Contracts is depreciated
over the life of the asset in line with the policy for all other Fixed Assets.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
5.3.3 MAJOR CAPITAL EXPENDITURE
(Read in conjunction with DKIT Purchasing Manual & Tendering
Procedures and DKIT’s Fixed Asset Procedures)
Major Capital works are carried out by the Estates Office. But the Principal
Investigator must ensure that expenditure on works of construction is
properly tendered in accordance with the Institute‟s and EU Regulations and
supervised by an Independent Architect who should ensure that all
necessary statutory approvals are obtained prior to commencement and
adhered to during construction.
General Legal Framework at EU Level is available in the current legislation:EU Directive 2004/18/EC -covers the procurement of public bodies
This directive was transposed into Irish law in 2006.
EU procurement directives apply to any contract placed by a public body
that is over the financial threshold set.
All building work and other contracts for services should be governed by
written contracts, setting out the nature of work, the timescale and an allinclusive fee should be agreed in advance. The contracts should include a
provision that the payee is looking after his/her own tax affairs in respect of
payments received from the organisation.
Payments for construction work must be supported by an architect /
engineer certificate of payment confirming the value and standard of work
completed.
There are a number of statutory requirements of particular relevance to
capital projects. For example it may be necessary for you to have:




Building control in place
Planning permission granted
Proof of ownership of property
Suitable lease held e.g. why refurbish if a one-year lease is in place
Other Capital expenditure such as equipment purchased should be
accounted for as detailed in DKIT‟s Fixed Asset Procedures.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
5.3.4 PAYMENTS TO SUPPLIERS
All payments must be supported by properly headed original invoices.
Photocopies/faxes/statements will not substantiate the expenditure incurred
so it is imperative that original source documents are maintained on file.
DKIT have two cheque runs in a month, one on the 15th and one on the last
day of the month. The cheque signatory is as follows:
Panel
Signatory
A
To be confirmed (7/6/11) - Chairperson of Governing
Body
Padraig Kirk
- Member of Governing Body
B
Denis Cummins
Peter McGrath
Marie Madigan
Gerard Carroll
Gerald O‟Driscoll
C
Eugene Roe
- Head of School of Engineering
Stephen McManus - Registrar
Cathal Kearney - Head of Business School
- President
- Secretary/Financial Controller
- Finance Manager
- Head of Development
- Human Resources Manager
Cheques up to €2,999
Requires one signature from Panel B
Cheques between €3,000 and €6,999
Requires two from Panel B or one from
Panel B and one from Panel C
Cheques €7,000 or over
Requires one from Panel A and two from
Panel B or one from each of the three
panels
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
5.3.5 TRAVEL & SUBSISTENCE EXPENSES
Travel and subsistence expenses must relate only to the project activities.
All claim forms (Appendix 3) must be authorised by the appropriate
personnel normally the principal investigator.
The rates applied should be as per the agreed DKIT rates. Please see
(Appendix 2) for the current up to date rates.
Expenditure on travel and subsistence should be carefully planned and
monitored, and should only be incurred only when necessary.
All claims for travel and subsistence should be made on the DKIT
expense claim form which records the full details on which the claim is
based (Appendix 3).
Normally, the mileage to be claimed is the distance from the employee‟s
base to the official destination. Where the employee begins the journey
to the official destination from another location such as home, the lesser
of the two distances should be claimed.
When reimbursement is claimed for childcare or carer‟s costs, the
related expenditure should be supported by a receipt from the childcare
service or childminder or carer.
Subsistence allowances are intended to contribute to the costs of
meals, accommodation and other incidental expenses that an employee
or (Committee Member-EU Funded projects) incurs while away from
headquarters on official business. See Appendix 2 for current DKIT
rates.
All staff and Board (EU Projects) members who use their cars on the
project‟s business must ensure that their motor insurance covers the
use of the car for this purpose. (Appendix 3)
Pack up documentation justifying the travel should be kept on file. For
example minutes from meetings, training notes etc. This is to ensure a
clear audit trail exists.
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DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
5.3.6 PETTY CASH
DKIT will operate a petty cash system to pay small amounts where cheque
payments would be inappropriate. The overall level of expenditure should
be low.
Maintain the petty cash on an imprest basis (set a float amount e.g. €200
and reimburse when the float goes below a certain level e.g. €25 to the
original float amount) and regularly reconcile.
All payments from Petty Cash should be supported by a till receipt or
invoice for the amount spent.
IOU notes and cashing of personal cheques should be prohibited.
Expenditure per the Petty Cash is detailed out on a journal which is then
posted to the relevant subaccs by the Finance Office.
5.3.7 PURCHASING CARDS
It is the responsibility of the card holder to ensure that proper back up
documents are kept on file to verify every purchase made. If applicable the
items purchased should comply with the Institute‟s procurement policy and
with the project budget.
The card holder should put the proper Agresso expense code opposite the
items purchased on the monthly statement. The expenditure is then posted
to the relevant expense categories and subacc by the finance office.
5.3.8 SUPPORTING DOCUMENTS FOR INVOICES
All expenditure should be supported by an original invoice, a payroll
record or an expense claim to substantiate the expenditure incurred.
Photocopies, faxes, supplier‟s statements, delivery dockets, advice
notes or vouchers of any similar nature are not sufficient to substantiate
the expenditure incurred.
All purchase orders should be approved at an appropriate level.
All paid invoices should be held on a central file, in transaction number
order. Once paid, invoices should be reflect payment processing.
Invoices should be dated, and describe the goods/services purchased
and the nature of the cost (including meetings, hospitality).
Internal invoices should be on headed notepaper with a reference
number displayed and the rationale for the charge illustrated and
supported with relevant documentation to justify the cost.
5.3.9 INSURANCE
The Principal Investigator should liaise with the Financial Controller‟s office
to ensure the project has proper insurance cover. Many funding authorities
will require verification that the project is insured.
39
DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
6.0
PUBLICITY
FAILURE TO ACKNOWLEDGE AND PUBLCISE THE EU STRUCTURAL
FUNDS’S CONTRIBUTION CAN LEAD TO A 100% FINANCIAL
CORRECTION BEING APPLIED BY THE COMMISSION
A SEPARATE PUBLICITY FOLDER SHOULD BE MAINTAINED WITH
ALL THE PUBLCITY RELATING TO THE PROJECT.
Where applicable, the organisation must acknowledge the support of the
European Union, the Irish Government in all publicity articles, stationery,
announcements, press releases, launches/awards, conference material,
application forms, annual reports, brochures/literature, display/exhibition
stands, websites etc –
See conditions in contractual agreement for other publicity requirements.
The link for EU logos and Irish government is as follows:www.esf.ie/en/logos.aspx
40
DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
7.0
FINANCIAL REPORTING
The Research Finance Office Section is responsible for the completion
of the B1/B0 returns and claims to the Intermediate Bodies (Enterprise
Ireland and HEA).
The Research Finance Office should provide all supporting
documentation, as required, to accompany claims and deal with all
Finance related queries arising from the audit of claims by internal and
external auditors.
The Research Finance Office will provide quarterly cumulative
expenditure versus budget report to all Principal Researchers. A
transaction report detailing all income and expenditure will also be
provided.
Requests for reclassification of expenditure within budget heads must be
made to the Research Finance Office. It is the responsibility of the
Research Finance Office to complete the necessary journals.
Request for budget changes on Agresso must be made in writing to the
Research Finance Office. Where necessary proof of written agreement
from funders must also be presented.
It is therefore vital that grant holders inform the Research Office of any
alteration or amendment to the original contract in order to ensure the
accuracy of claims and the information contained in Institutes reports.
41
DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
8.0
FINANCIAL MANAGEMENT
It is the responsibility of the budget holder to ensure that all
expenditure incurred is in accordance with the terms and conditions of
the grant and that expenditure is within budget.
8.1.1 Salary Costs –
The budget holder (Principal Researcher) must ensure that the number of
new staff, grade, scales and period (usually to the end of the grant or
before) for which they are employed are in accordance with the terms and
conditions of the grant. The budget holder should also ensure that the
salary costs are coded to the cost centre allocated to the project. If the
project is only partially funding salary costs, the budget holder must ensure
that the source of additional funding is identified and charged. In the event
of „existing‟ staff time being included in the budget set-up, the budget holder
should inform the Research Finance Office of any alteration in the named
individuals involved, their percentage input or their period of involvement
with the project. The budget holder is responsible for ensuring that all staff
involved in the project complete monthly timesheets if such timesheets are
required. The timesheets must be authorised by the budget holder, and
forwarded to the Research Office Finance Office within 2 weeks of the
month end. The Research Finance Office has responsibility for costing the
time spent on the project. Where necessary this should be journalled into
the Project Subacc with a basis for the charge properly recorded. (I.e. time
sheets packing up hours spent and a calculation of the cost per hour).
8.1.2 Non Salary Costs Budget check is in place on DKIT‟s Agresso system. The budget holder
must ensure that the correct codes (subacc and analysis) are used. Only
expenditure for which budgets have been set up may be charged to the sub
acc. The Institutes regulations much be adhered to relating to purchases of
goods and services and to all travel arrangements. No expenditure should
be charged which has been specifically excluded from the original budget
(e.g. recruitment cost, rent, rates etc.)
8.1.3 Account Overspends
The Principal Researcher is responsible for the financial management of
his/her project. In the event of a deficit arising, he/she must immediately
notify the Head of Department/School.
8.1.4 Audit Responsibilities
The budget holder should be able to demonstrate to grant awarding bodies,
or auditors appointed on their behalf, that all expenditure (salary, recurrent
and capital) has been expended in accordance with the contract and in the
furtherance of the project.
42
DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
9.0
INTERNAL VERIFICATION CHECKS
(Finance Office should maintain evidence of checks until 2020)
Internal verification checks should always be carried out BEFORE
expenditure is declared on the B1/B0. These checks will be carried out by
the Finance Office. The checks should consist of an administrative/ desk
based and on the spot element.
9.1.0 Verification checks should cover :
The correctness of the B1/B0 form.
That the expenditure relates to the eligible period and has been
incurred.
The expenditure relates to an approved operation.
Compliance with national and Community eligibility rules.
Adequacy of supporting documents and of the existence of an
adequate audit trail.
Compliance with EC and national public procurement rules.
Compliance with State aid ruls, environmental rules and equal
opportunity and non discrimination requirements.
The respect of EC and national rules on publicity.
Delivery of products/services in full compliance with the approved
application.
See Appendix 6 for Audit Verification Checks.
43
DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
10.0 POLICY FOR THE CLOSURE OF SUBACCS ON COMPLETED PROJECTS
Close down procedure timetable as follows:
 3 MONTHS BEFORE FINISH DATE – Principal Researcher will be
notify by memo the Research Finance Office that the project is
ending. End date must be stated. If project is being extended this
must be put in writing to the Research Finance Office with a copy of a
letter from the Funding Authority confirming extension.
 FINISH DATE – Research Office Claims Section will prepare final
claim
 6 MONTHS AFTER FINISH DATE – cost centre will be made inactive
IT IS THE RESPONSIBILITY OF THE PRINCIPAL RESEARCHER TO ENSURE
THAT ALL DOCUMENTS ARE STORED IN A SECURE PLACE FOR THE
LENGTH OF TIME REQUIRED BY THE FUNDING AUTHORITY. ALL
DOCUMENTS RELATING TO THE 2007-2013 PROGRAMMES SHOULD BE
RETAINED UNTIL 2022.
44
DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
APPENDIX 1- TIMESHEET
TIMESHEET
Programme Name
Agresso Code
Employee/Particpant Name
Reporting Period (eg May 2007 )
Where applicable timesheets should be completed on a daily basis. Please start a new month on a new timesheet.
Date
Total
Hours
Venue
Signed by :
Description of Activity
Approved by:
45
DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
APPENDIX 2- CURRENT MILAGE & SUBSISTENCE RATES
46
DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
47
DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
48
DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
APPENDIX 3- TRAVEL CLAIM FORMS
Travel Expense Claim Form within Ireland – Expense Form 1
EMPLOYEE NO.:
NAME:
DEPARTMENT:
ACCOUNT CODE:
SUB-ACCOUNT:
ATTRIBUTE:
MAKE OF CAR:
HP (CC)
REG. NO.:
Please note: Only employee’s who have provided details of indemnity policy will be paid mileage.
Date
dd/mm/yy
Time
( 24 hr format )
Depart Return
Journey
From
No.
of
Kms.
Subsistence
Allowance
Summary
Of
Trip/ Expense
Receipted
Expenses
(Vouched)
Pre-Approved
HOS/
HOD/
HOF
Date of
Pre-Approval
To
Total
Were meals
provided:
Yes:
No.:
If ‘yes’ how many:
I hereby certify that the above is an accurate account of travelling expenses actually and necessarily undertaken by me in the performance of my duties to the Dundalk Institute Of Technology.
Employee Signature:
Date:
I hereby certify that I have examined this claim for expenses. I am satisfied that the journeys set out were necessarily performed in the discharge of the employee’s duties and that the mileages
shown are correct.
Signature of Head of Department/Budget Holder:
Date:
49
DKIT Financial Procedures and Guidelines for ERDF FUNDED Projects
Travel Expense Claim Form outside Ireland – Expense Form 2 (International)
EMPLOYEE
NO.:
NAME:
DEPARTMENT:
ACCOUNT
CODE:
SUB-ACCOUNT:
ATTRIBUTE:
MAKE OF CAR:
HP (CC)
Time
24 hr format )
part
REG. NO.:
Please note: Only employee’s who hav e provided details of indemnity policy will
be paid mileage.
Return
Air Fares
(Ticket
Stubs
Required)
Journey
From
Were meals
provided:
Subsistence
Allowance
Summary
Of
Trip/
Expense
Receipted
Expenses
(Vouched)
To
Yes:
No.:
If ‘yes’
how
many:
I hereby certify that the abov e is an accurate account of travelling expenses actually and
necessarily undertaken by me in the performance of my duties to the Dundalk Institute Of
Technology.
Employee Signature:
Date:
I hereby certify that I have examined this claim for expenses. I am satisfied that the journeys set
out were necessarily performed in the discharge of the employee’s duties and that the mileages
shown are correct.
Signature of Executive
Board Member:
Date:
Pre-Approved
By Member of
Executive Board
Date of
Pre-Approval
APPENDIX 4- SUBACC SET UP
APPENDIX 5 – DKIT PURCHASING PROCEDURES
DUNDALK INSTITUTE OF TECHNOLOGY
PROCEDURES AND GUIDELINES FOR PURCHASING
1.
INTRODUCTION
Dundalk Institute of Technology has developed a „purchasing through to payments system‟ to:
Assist members of staff of the Institute in acquiring supplies, equipment and services, to obtain
the maximum ultimate value of each euro of expenditure and to establish the prices most
economical for value received.
Maintain good relations with Institute suppliers and to procure their goods and services on a fair
and competitive basis.
Grant all competitive bidders equal consideration, to regard each transaction on its own merits;
to foster and promote fair, ethical, and legal trade practices.
Eliminate problems in deliveries of critical items.
Ensure the efficient processing of all purchase requisitions, purchase orders, deliveries to the
Institute and the resulting payment for those deliveries.
2.
PURPOSE
To ensure that documented, controlled and auditable procedures exist within Dundalk Institute
of Technology to ensure that all:
Purchasing done by the Institute,
Purchased goods received by the Institute, and
Payments made by the Institute for purchased goods
are carried out in a controlled and timely fashion.
3.
SCOPE
This procedure documents:
The general and specific purchases generated within DKIT.
The general and specific payments generated within DKIT.
The use of a petty cash system within the Institute.
The procedures and policies followed by relevant personnel in the execution of these duties.
The interfaces required between the Finance Department and all other relevant departments of
the Institute.
To correctly operate the Institute‟s purchasing procedure, the user should also refer to the
documents „Procedures and Guidelines for the Tendering Process‟ also published by the
Institute and available in the Finance Department.
4.
PROCEDURE
4.1
QUOTATION POLICY
To ensure Dundalk Institute of Technology obtains value for money, and adheres to public
procurement guidelines, it has adopted the following quotation policy from 1 June 2005 for the
purchase of all goods and services by the Institute.
PURCHASE VALUE
PROCESS
Goods valued less than €1,500
1 Supplier
Goods valued between € 1,500 and € 5,000
2 quotations
€5,000 - € 50,000
3 quotations*
€ 50,000 - € 193,000
Public tender
> € 193,000
EU Tender Procedure
Please ensure the appropriate number of valid quotations are obtained in line with the value of the
purchase above. The value above is the VAT inclusive cost. Please retain all original
documentation in your school/department office for review and audit purposes.
Purchases over €5,000 are approved by Peter McGrath. Attached in Appendix 1 is the relevant
form to be sent to Peter for approval.
*Purchases over €25,000 are now required by the Department of Finance to be advertised through the
government’s e-tenders website. Please liaise with Deirdre Gika regarding training for this process
2. Where the Purchase Value of the item (s) is expected to be over € 5,000 the request for the
quotation, detailing required specifications, must be made in writing to the proposed suppliers
and their reply with quotation must also be in writing. These documents must be retained in the
relevant department as they may be required for examination by the Comptroller and Auditor
Generals office
3. Please note that all values are VAT INCLUSIVE and where a quotation is obtained from
another EU State you must add the relevant Irish rated VAT to the quote to get the true cost.
(There is no 0 VAT for non Irish suppliers, the VAT from non Irish invoices is GROSSED up
and paid to the Collector General)
GENERATION AND PROCESSING OF PURCHASE ORDERS
All staff of the Institute must adhere to the following procedures when raising an order for the
purchase of goods or services.
For orders over €1500 a backup file must be maintained by the staff inputting an order on the
system in each school/ functional department. This file should contain in Order Number
sequence the following information and no order should be entered until this information is
complete:a)
The method of quotation request, in writing or otherwise. For purchases with a value
exceeding €5,000 the written request for quotation provided must also be included.
b)
The relevant quotations (as per Section 4.1 above). If the cheapest quotation is not
being used this must be explained and justified in a note on the file.
c)
All relevant tendering documentation attached, where the tendering process applies to
the requisition (refer to „Procedures and Guidelines for the Tendering Process‟). A cover sheet
showing details of all companies tendering for the contract together with tender prices is also
required.
d)
Letter from the company stating that they are the sole supplier of specific goods, if they
are being indicated as such by a file note.
4.2.1 Unauthorised Purchases
No individual has the authority to enter into purchase contracts, or in any way to obligate the
Institute, for procurement indebtedness, without a Purchase Order, unless specifically
authorised to do so by the Secretary/Financial Controller. Any such negotiations are considered
an unauthorised purchase and the individual may incur a personal obligation to the vendor.
Firms ordinarily doing business with the Institute are aware of this policy and are advised that
all purchases for the Institute must be authorised by an official Institute purchase order signed
by an authorised individual. Exclusive of the petty cash procedure, the Institute will not
reimburse officers or employees for the cost of any such purchases on behalf of the Institute
unless previous arrangements have been made.
4.2.2 Personal Purchases
The Institute will not purchase any supplies or equipment for the personal use of Institute staff
nor will arrangements be made to create any buyer seller arrangements between members of
staff and Institute suppliers.
Note: The attractiveness of the Institute‟s buying power sometimes motivates individuals to
take advantage of the ordering system for personal purchases. Even though the individual
involved may have fully reimbursed his department budget, this procedure is in violation of
Institute policy.
4.2.3 Conflict of Interest
Acquisitions (including temporary services and/or materials) from a business enterprise in
which an Institute employee has a significant proprietary interest, and/or control, is prohibited,
unless a full disclosure of the background facts are presented in writing to the
Secretary/Financial Controller of the Institute and prior written permission for the acquisition is
given.
4.3
PROCESSING ORDERS
All orders are processed through the Agresso Accounting Package in each School and
Functional Department by the designated personnel.
.
The following is the procedure for Ordering/Receiving & Paying Invoices using the Agresso
system :Complete manual requisition form, filling in all details and prices including VAT and Carriage.
An order can then be placed on the system by the person designated to do so in each area. If
this is a current supplier, it will be available on the system to all departments. But if it is a new
supplier, please complete the supplier form (including email address) and request a tax
clearance cert from the supplier. Then send the form and the Tax Clearance Cert. to the
Finance Department.
If a "no budget" error appears on the screen then it means that the nominal/sub account for
which you are placing the order has either exceeded its budget or requires a budget to be set
up. In this case, please contact the Budget Holder to arrange for the budget to be amended /
set-up. The Budget Holder can do this by sending an email to [email protected]
(Once the account and budget have been set up then it will be possible to place the order).
Once an order has been completed, then it needs to be authorised by the relevant Budget
Holder.
The authorised Order is emailed/posted out by the accounts department each day.
4.4.1 Checking all deliveries against orders
When a delivery arrives a delivery note is provided which must quote the Purchase Order
Number.
Goods should be checked against the delivery note, and if correct, the delivery note is signed.
If the quantity of goods is not correct as per delivery note, a note to that effect should be made
on the delivery note.
If the goods are obviously damaged they are returned immediately to the supplier.
The delivery note should then be passed to the relevant admin office.
4.4.2 Matching Order with GRNs
Once the delivery note is received in the office an entry must be made against the order in the
Agresso system confirming receipt of the goods or service. This then releases the order for
matching with the invoice.
Matching Invoices to Order.
Invoices arrive by post directly to the Finance office.
On arrival the invoice is date stamped and matched to the Order.
Where this is not possible a photocopy of the invoice is sent to the relevant area with the
mismatch reason noted. This must then be corrected and Finance notified that the correction
has been done, preferably by email: [email protected]
Once matched and available for payment the invoice is filed in number order.
(see Agresso Purchase Order Manual for dealing with different types of invoices)
4.5
PAYMENTS
The Institute generates payments under the following headings:
All Creditors (main body, Euro/Stg/Foreign) including
Capital Payments funded by the Building Unit
External Travel and Maintenance
Euro only Sundry Creditors including
Student payments/ Refunds/Other once-off payments/ Hardship Funds.
Manual;
Taxes: Withholding Tax, VAT,
Foreign (Non-Stg).
The payments are processed in the following ways.
Suppliers
Once matched on the System they are available for payment.
Suppliers are paid on a 30-day credit cycle from the date the invoice is received. Exceptions to
this are Telephone and Electricity, which are paid by Direct Debit and treated as a manual
payment.
A remittance proposal report, detailing proposed payments is printed and filed (only for 3
months).
The printing of remittances confirmations and cheques follows this. Payment runs are done bimonthly and limited to this.
For suppliers receiving payments in connection with building works, etc. Forms C2, RCT47 and
RCT46 must be completed and subsequently payments are recorded on payments cards.
For invoices received for professional fees i.e. doctors, design teams, solicitors, etc. a
Withholding Tax (W/T) Form F45/1 must be completed and W/T deducted at the appropriate
rate. (Printed by system but must be completed manually).
NOTE:
The Prompt Payments Act enforces the Institute to pay all invoices received
within 30 days from the date of invoice received or receipt of the goods, whichever is later.
4.6.2 Capital Payments
All invoices received for Capital Projects are sent to the Department of Education and Science
for funding.
When the Institute receives funding the invoices are then processed as per non-pay creditors.
All payments on Capital projects are generated on the payment days immediately after the
funding is received from the Department of Education and Science.
4.6.3 External Travel/Maintenance
Travel and subsistence payments are made to any non-member of staff travelling on Institute
business and are paid based on Department of Finance Guidelines and circular ref. 11/82.
An official External Claim Form must be used - these are available from administrative staff
within the various departments.
The Claim for External Travel/Subsistence Form must be completed in full by the claimant
when travel has been undertaken. It is essential that all information requested on the form is
submitted i.e. function date, location, departure and return times. [All travel must be to and from
Dundalk Institute of Technology]. Subsistence is calculated on the basis of the number of
hours/days away on actual business.
The Travel and Subsistence forms must be coded by the accounts person in the relevant
School/Function Department.
The appropriate Senior Manager/Head of School must sign and date the Travel and
Subsistence Claim Form before it can be processed for payment within the Finance
Department.
Payments of External Travel/Maintenance claims are made through the Agresso system and if
the main payment is subject to withholding Tax then the travel and subsistence is subject as
well.
4.6.4 Refunds/Hardship Funds/Insurance Refunds for Doctors, etc.
Student services process payments of of this nature.
Payments are generally made once a week on the payment days. (However it may be
necessary for an exception to be made in the case of such payments).
4.6.5 Taxes: Withholding Tax (W/T), VAT,
These payments are made in accordance with the deadlines laid down by the Collector
General. i.e.
Monthly:
Withholding Tax.
Bi-monthly: VAT
Petty Cash Payments
The maximum amount of Petty Cash given out at any one time is confined to the limit of the
float.
Petty cash vouchers are available in all schools/departments.
When an item is purchased a receipt is obtained.
The person claiming the petty cash completes the petty cash voucher and attaches the receipt
for the goods.
The Head of School/Department is also required to sign the voucher.
To reclaim their money, the person who purchased the goods brings the completed voucher to
the Petty Cash Clerk in their Department for payment.
The Petty Cash Clerk checks that the voucher has been completed correctly, and once this is
correct the claimant is paid immediately. If it is not correct the claimant may be required to
clarify any ambiguities or include further information before payment is permitted.
At the end of every month, petty cash is reconciled by the Petty Cash Clerk with the receipts
received for goods purchased.
A claim is processed by the Finance Department for payment of the petty cash cheque. This
cheque is equal to the amount of money spent on petty cash in the previous month.
AUDIT
The operation and management of all of these procedures is subject to audit on an annual
basis, in accordance with the existing procedures of the Finance Department, and the
Comptroller and Auditor General.
AUTHORISED MINIMUM SIGNATORIES FOR PURCHASE REQUISITIONS
1.
ORDERS OF VALUE LESS THAN OR EQUAL TO €4999
HEAD OF SCHOOL
HEAD OF DEPARTMENT
BUDGET HOLDERS
2.
ORDERS GREATER THAN €5,000
Director or Secretary/Financial Controller
APPENDIX 6 – DKIT VERIFICATION CHECKS
National Research Development Framework 2007-2013
European Regional Development Fund
Expenditure submitted on EUSF IT system
Institute Name:
B1 Reference No:
Expenditure verified on B1:
€
Theme:
Please indicate Applied Research Enhancement
Commercialisation Fund
Incubation Centre
Project List:
Please include the full list of projects on the
B1 and Claimed expenditure for each project
on the B1
File prepared by:
____________________
Date: _____________
File reviewed by:
____________________
Date: _____________
Checklist for Audit File
Yes
1.1
1.2
1.3
1.4
2.1.
2.2
Section 1: Project Set up /Eligibility
Eligibility – Is the project eligible for ERDF cofunding in accordance with Regulation EC
1083/2006 and Circular 16/2008
Pre-proposal form
- Signed by Head of School, Secretary
/Financial Controller and Head of Research.
Letter of Offer
- Include all correspondence from funding
body on file, including confirmation of
undertaking of project by funding body.
Verify that expenditure claimed was incurred
in an operation approved in accordance with
the selection criteria applicable to the theme.
Section 2: Funding Body
Funding Schedule and Reporting Schedule
-Detailing all income to be received and
expenditure to be incurred
Record of funding received
- Include all remittances /documentation
No
N/A
Details
Where applicable
reference relevant
section in ERDF
Procedures Manual
Section 3: Project Payments
3.1
Extract from Reporting Schedule of all
expenditure incurred
- to include payment details i.e. date of
payment, cheque number etc (For ERDF
purposes only include expenditure which has been
paid & cleared bank in the reporting period)
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10
3.11
A photocopy of all invoices, requisitions and
quotes held on file
Verification of expenditure to original
documentation.
Travel Claims
– photocopy of each on file
Travel claims
- reference where original located.
Purchasing cards
- confirm review of all expenditure incurred
on project to receipts and that expenditure is
appropriate
Purchasing cards
- reference where original located
Salaries/Wages
- confirm location of original signed HR
contracts of project employees
Salaries/Wages
- reports held on file
Recruitment
- the advertisement of post and the short
listing (scoresheet) on file
VAT
- eligible only where VAT is not recoverable
by the beneficiary by any means
Where applicable
reference relevant
section in ERDF
Procedures Manual
Section 4: Depreciation
4.1
Schedule of Capitalised assets
- check depreciation rates correct
Ref: Circular 16/2008(for ERDF returns only
claim depreciation applicable to the asset for
the period being returned i.e do not include
the full cost of the asset)
Where applicable
reference relevant
section in ERDF
Procedures Manual
Section 5: Procurement (25% check)
Where applicable
reference relevant
section in ERDF
Procedures Manual
Procurement
National and EU guidelines adhered to
Copies of tender notices that appeared in
OJEU, e-tenders website and national press
obtained
Copies of award of contract published on etenders/OJEU
Relevant logos have been displayed on
tender notices etc.
Section 6: Publicity (25% check)
Where applicable
reference relevant
section in ERDF
Procedures Manual
Acknowledgement of funding bodies
- correspondence
Details of where logos and terminology have
been used in all opportunities to publicise the
project (e.g. billboards, newspapers, leaflets
etc.)
Section 7: Accounting Treatment
Periodical review of budget versus
expenditure
- signed off by Project Manager and Project
Accountant
Details of potential expenditure to be
disallowed
Exception report generated and reviewed
Returns to funding bodies/EU submitted and
copies on file
Final set of project accounts.
Where applicable
reference relevant
section in ERDF
Procedures Manual
APPENDIX 7- SCHOLARSHIP EXEMPTION FORM
APPENDIX 8 – PROCEDURES MANUAL UPDATE FORM
UPDATING PROCEDURES MANUAL FORM
Current Version Revised Version Date of Revision
Revised by
Approved by
Date Approved
A/1-1
Appendix 9
Article 13 Completion Checklist
Priority/sub-priority:
Organisation:
Date :
Verification Programme
Yes/No
N/a
Comments
Ref. No.*
Eligibility checklist completed and current
position noted, supported with evidence?
Errors noted and documented.
Audit trail checklist completed and current
position noted, supported with evidence?
Procurement checklist completed and current
position noted, supported with evidence?
Publicity checklist completed and current
position noted, supported with evidence?
Procedures manual checklist completed and
current position noted, supported with
evidence?
Receipts checklist completed and current
position noted, supported with evidence?
Compliance with EU & National Regulations
checklist completed and current position
noted, supported with evidence?
B/1
C/1
D/1
E/1
F/1
G/1
H/1
Has table in A/1-1 being completed and same
recorded on EUSF IT system?
A/1-1
Has sufficient evidence been obtained to
confirm the physical aspects of the operation?
Are you satisfied from work carried out to
give reasonable assurance that the amount
returned is correct, that working papers
contain sufficient evidence to support this
assurance and these working papers are
available for inspection.
All documents obtained/prepared to support the Article 13 check should be clearly referenced.
The reference number of the supporting documentation should be noted in this column.
I am satisfied that the objectives set out above have been achieved and have recorded
same on the EUSF I.T. system.
Signed ...........................................................
Date.........................................
Reviewed ........................................................ Date .........................................
Intermediate Body Article 13 Completion
Checklist
Priority / Theme:
Organisation:
Date visited:
Prepared by (print + sign):
Reviewed by (print + sign):
Col 1
Claim Ref
1
Expenditure Declared on Claim
Amount
Col 2
2
%
3
Col 3
Cumulative
Amount to
4
date
Col 4
Cumulative %
5
to date
6
Expenditure Certified on Claim
by FLC
%
%
State the amount and
percentage of expenditure
subject to:
1. Desk Check
2. On the Spot Check
3. Errors identified
4. Certified
State the amount and
percentage of expenditure
subject to sampling /transaction
testing
1. Declared expenditure
2. Certified expenditure
3. Errors identified
1
Enter Form B1 Reference here
Under each heading insert the amount of expenditure for this period subject to the various types of checks
3
Under each heading insert the percentage of expenditure for this period subject to the various types of checks
4
Insert cumulative amounts under each of the headings from the commencement of declarations of eligible
expenditure via the EU SF IT system 2007-2013.
5
Insert the cumulative percentage of expenditure under each of the headings from the commencement of
declarations of eligible expenditure via the EU SF IT System 2007-2013 to date
6
Columns 1 & 3 to be completed for this heading
2
Appendix 10- DkIT- Equality Policy & Environmental Policy (per Employee Manual)
Dundalk Institute of Technology
Section 6 :
Policies and Procedures
Employment Policies
•
•
Each staff member is issued with individual terms and conditions of
employment. The information contained in this handbook is laid out in
general terms only and in no way affects the specific conditions as set
out in an individual's contract of employment. If you have a query or
concern in relation to your own conditions of appointment then you
should discuss this with the FIR Manager.
(1)
Employment Equality Policy
The Institute is an equal opportunity employer and as such is committed
to implementing employment policies, which do not discriminate on the
grounds of sex or marital status or indirectly impede equality of
opportunity. For further information, please refer to Appendix Section F
of this handbook for full wording of Policy.
(2)
•
Absence Management Policy
For the Institute to run smoothly and operate effectively requires the
regular attendance and good time-keeping of all its staff Ail absences
from work should be approved in advance where possible. Any absence
due to illness should be reported to the appropriate School Office or
Function Head as early as possible on the morning of the first day of
absence. When the staff member returns to work he/she should fill out
the necessary absence report sheet (see Appendix Section for form) and
submit to Head of School or Function along with any medical
certificates if appropriate. Medical certificates should be produced from
the third day of continuous illness onwards. For further information,
please refer to Appendix Section G (1) of this handbook for full wording
of Policy. The Institute also offers Flexitime for staff wishing to avail of
it. For full details on Flexitime Policy please revert to Appendix Section
G (2) of this Manual.
93
Appendix F (From Employee Handbook)
Employment Equality Policy
The Institute is an equal opportunity employer and as such is committed to implementing
employment policies which do not discriminate on the grounds of sex or marital status or
indirectly impede equality of opportunity.
Recruitment and Selection+
Employees or prospective employees will not be directly or indirectly discriminated against in
relation to access to employment on the grounds of sex or marital status.
Qualifications and Requirements
Entry qualifications and requirements for positions within the Institute which are not essential to
the job and indirectly discriminate against candidates on the grounds of sex or marital status
will not he used as selection criteria.
Advertising of Vacancies
Advertising of vacancies will be carried out in such a way as to encourage applications from
suitable candidates of both sexes. All advertisements will carry the statement "The Institute is
an Equal Opportunities Employer".
Dealing with Applications
The Institute will ensure that persons who handleapplications for vacancies in any form or
capacity or who
give information on vacancies do not state or imply that
18
contractual terms as a person of the opposite sex in the same employment who is doing similar
work.
Career Development, Promotion, Training
The Institute is committed to providing equal access, regardless of sex or marital status, to
opportunities for promotion and training.
Criteria or requirements used in selection for promotions will not be discriminatory.
Access to inservice training will not be affected by presumptions about future domestic
responsibilities or career plans. Current training programmes in operation/being proposed are
as follows
Training of Trainers Programme
This programme offers staff a number of ways of addressing some of the training issues raised
Masters Degree Strand
Primary Degree Strand
Short Course Strand
Financial Assistance.
The Masters Degree Strand offers a number of Master Degree programmes including Management in Education
Advanced Engineering Techniques Computing
Interactive Multi-Media and Design Technology and Enterprise.
Environmental Policy- Employee Handbook
At Dundalk Institute of Technology, we are committed to working with all our stakeholders to
minimise our impact on the environment and conthually improve our environmental
performance. We aim to achieve an environmentally friendly culture in DkIT, through the
promotion of environmental awareness.
In DkIT we will strive to:
*
Minimise the production of waste;
*
Maximise the use of recyclable and biodegradable materials;
*
Maximise the reuse and recycling of waste;
*
Reduce the volume of waste going to landfill.
Also, we will minimise our use of energy through energy conservation measures and the use of
renewable energy sources. Consideration of environmental concerns wil form an integral part
of all development and planning at the Institute.
•
Personal Property
The Institute does not accept responsibility for loss or damage to employees' property including
motor vehicles, bags, etc., while on Institute premises. All property lost or found should be
reported to your Head of Department or Function.
D
if
Post comes into the Institute Reception each morning and is sorted by School Function and
distributed on a daily basis to your Department mail box. Outgoing mail should be left at
Reception no later than 4.00 pm for ordinary mail. For Registered mail or Swiftpost, mail should
be left into Reception before 12.00 noon each day for next day delivery.
Reception
Reception is open daily 9.00 am to 9.00 pm Monday to Thursday and 9.00 am to 5.00 pm
Friday during Term time. (See also Visitors to the Institute). To dial Reception dial 0.
•
Recycling and the Environment at DKIT
The Institute has established an Environmental and Waste Committee of staff and students
who are committed to achieving an environmentally- friendly culture on the campus. The
members of the committee come from all Schools and Functions in the Institute. Since the
committee was founded two years ago the Institute has set up paper and cardboard recycling
on the campus and the Institute now saves 3 trees a day, everyday, from land fill! "fhe Institute
also recycles glass, fluorescent tubes, cooking oil, copper, steel and other materials. The
committee acts as a focus for all the recycling activities on campus.
The Institute wishes to draw the attention of staff to the following:
m
in each photocopying room the Institute has recycling centres for segregating paper,
cardboard etc which is bailed separately, and also other material for land till. Paper-recycling
bins are located in computer rooms, labs, and in the library. Beside each paper- recycling bin
you will find a smaller bin, the contents of which goes to landfill. You are asked to use the
correct bins. Please do not
contaminate the waste streams by putting non-recyclable material into a segregated bin.
•
The collection point for glass recycling is behind the Multi-purpose
centre.
o
In the corridors and at other strategic locations there will be recycling stations. Please
use them as intended and encourage the students to use them.
•
If as a result of your lecturing you generate waste, which could be
recycled please feel free to contact the committee if there is not something already in place to
cope with this waste stream.
What next?
Although the Institute has made a lot of progress so far, we still have more work to do. Our next
challenges include the recycling of aluminium cans and plastic bottles, copper wire. the
disposal of hazardous waste and the education of staff and students about environmental
matters. The Institute is also examining other forms of organic waste disposal.
The Institute would very much the welcome your help. Please feel free to join the committee by
contacting Tony Lennon in the Science department (ext. 2569) or [email protected] Notice
of all committee meetings and subsequent Minutes are published on the email system to All
Staff so please make sure that you are on the All Staff e¬mail list.
Remember:
o
Reduce.
o
Reuse.
o
Recycle.
D
Safety
At certain time there may be minor or major building work taking place on the campus. For your
own safety and that of others, do not enter any prohibited areas. Failure to observe safety
notices could result in disciplinary action.
Appendix 11
EUSF IT System User Manual
Level-1 Public Beneficiary Body
[Draft-5.1-26-02-2010]
Contents
1.
GLOSSARY .................................................................................................. 6
2.
INTRODUCTION .......................................................................................... 9
3.
SYSTEM CONVENTIONS .......................................................................... 10
3.1. STRUCTURE OF SYSTEM........................................................................................................... 10
3.2. NAVIGATION ................................................................................................................................... 10
3.2.1. Top Menu ................................................................................... 10
3.2.2. Sub-Menu................................................................................... 10
3.2.3. Actions ....................................................................................... 11
3.2.4. Moving Between Fields .............................................................. 11
3.2.5. Long Pages/Screen Text ............................................................ 11
3.2.6. Standard Buttons........................................................................ 12
3.2.7. Moving between pages .............................................................. 13
3.2.8. Results of Searches ................................................................... 13
3.2.9. Going to Specific Screens .......................................................... 13
3.2.10. Changing Order of Results .............................................................. 14
3.2.11. Error Messages ............................................................................... 14
3.3. SPECIAL FIELD TYPES ............................................................................................................... 16
3.3.1. Mandatory Fields ........................................................................ 16
3.3.2. Drop Down Menus ...................................................................... 16
3.3.3. Date Fields .............................................................................. 16
4.
LOGGING IN .............................................................................................. 18
4.1. USER ACCESS LEVELS ............................................................................................................. 19
4.1.1. Single Sub Priority Access for a Level-1 Public Body.................... 19
4.1.2. Multiple Sub Priority Access for a Level-1 Public Body ................. 20
4.2. CHANGING YOUR PASSWORD ....................................................................................................... 21
5.
LOGGING OUT .......................................................................................... 22
6.
LEVEL 1 PUBLIC BODY MENUS .............................................................. 23
7.
PROJECTS ................................................................................................ 24
7.1.1. Static Project Data...................................................................... 24
7.2. SEARCH PROJECT...............................................................................................................................25
7.2.1. View a Project ............................................................................ 27
7.2.2. Update a Project......................................................................... 28
7.3. CREATE A NEW PROJECT ...............................................................................................................30
7.3.1. Unique Project Identifiers ........................................................... 34
7.4. DELETE A PROJECT............................................................................................................................35
8.
DECLARE EXPENDITURE ........................................................................ 36
8.1. DECLARE EXPENDITURE FOR A PROJECT ........................................................................ 36
8.2. SEARCH FOR AN EXPENDITURE DECLARATION .............................................................. 43
8.2.1. View an Expenditure Declaration ................................................... 46
8.3. UPDATE AN EXPENDITURE DECLARATION ........................................................................ 47
8.4. DELETE AN EXPENDITURE DECLARATION ........................................................................ 49
8.5. ATTACHING DOCUMENTS TO AN EXPENDITURE DECLARATION ............................... 50
8.6. VIEW A DOCUMENT ATTACHED TO AN EXPENDITURE DECLARATION..................... 52
8.7. DELETE A DOCUMENT ATTACHED TO AN EXPENDITURE DECLARATION ............... 53
9.
PRIOR PERIOD ADJUSTMENTS – NEGATIVE ADJUSTMENTS .............. 54
9.1. CREATE PRIOR PERIOD NEGATIVE ADJUSTMENT .......................................................... 54
9.2. ADD ADDITIONAL PRIOR PERIOD NEGATIVE ADJUSTMENTS ..................................... 63
9.3. SEARCH PRIOR PERIOD NEGATIVE ADJUSTMENTS ....................................................... 65
9.3.1. View Prior Period Negative Adjustments ....................................... 67
9.4. UPDATE PRIOR PERIOD NEGATIVE ADJUSTMENTS ....................................................... 68
9.5. DELETE PRIOR PERIOD NEGATIVE ADJUSTMENTS ........................................................ 70
10. ADD A RELATED EXPENDITURE CHECK.................................................... 71
10.1.1. View Related Expenditure Check .......................................................72
10.1.2. Update Related Expenditure Check ...................................................73
10.1.3. Delete Related Expenditure Check.....................................................74
11. B1 MENU .................................................................................................... 75
11 .1. CREATE A B1 DECLARATION..................................................................................................................... 76
11.1.1. Attaching Documents to a Created B1 Declaration......................... 80
THE USER MUST CLICK THE SUBMIT BUTTON TO FINISH ATTACHING THE DOCUMENT. ..... 80
11.1.2. View Documents included in a B1 Declaration................................81
11.1.3. Delete Document included in a B1 Declaration...............................81
11.2. SEARCH FOR A B1 DECLARATION....................................................................................................82
11.2.1. View a B1 Declaration .................................................................. 83
11.3. COUNTER SIGN B1 DECLARATION...................................................................................................84
11.4. REOPEN B1 DECLARATION ..................................................................................................................86
11.4.1. Update Reopened B1 Declaration ......................................................87
12. REJECTED B1 DECLARATION FROM INTERMEDITE BODY ..................... 90
13. REPORTS .................................................................................................. 95
13.1. B1 REPORTS ....................................................................................................................................... 95
13.2. EXPORT REPORT TO EXCEL................................................................................................................. 96
13.2.1. Total Eligible - This Claim Only ....................................................... 97
13.2.2. Total Public Report – This Claim Only ............................................ 98
13.2.3. Adjustments Report – This Claim Only............................................ 99
13.2.4. Total Eligible Report – Cumulative to-date .................................... 101
13.2.5. Total Public Report – Cumulative to-date ...................................... 102
13.2.6. Total Adjustments Report – Cumulative to-date............................ 103
1. GLOSSARY
ERDF
European Regional Development Fund
ESF
European Social Fund
EFF
European Fisheries Fund
S&E OP
Southern & Eastern Regional Operational Programme.
BMW OP
Border Midland & Western Regional Operational
Programme.
HCI OP
Human Capital Investment Operational Programme
SD OP
Seafood Development Operational Programme
CCI Code
The term CCI stands for Common Identification Code.
Each Operational Programme is assigned a unique CCI code
by the EU Commission at Operational Programme Setup.
Nomenclature of Territorial Units for Statistics – the EU
method of subdividing countries for statistical reporting
purposes.
NUTS (locations)
Level-1 Public Body
(also referred to as Level-1 Public
Beneficiary Body) (Level-1)
In Ireland there are 8 NUTS-3 (corresponding to the 8
Regional Authorities) regions, there are 34 NUTS-4
(corresponding to the Local Authority) regions and there are
2 Nuts-2 Regions (BMW & S&E).
This is a public body responsible for managing projects,
issuing grants and declaring the eligibility of expenditure to
the Intermediate Body in a process called B1 Declaration.
Each Sub-Priority may have several Level-1 Public Bodies
who all declare expenditure to the Intermediate Body using
the B1 Declaration process.
County Enterprise board, Local Authority, and Institute of
Technology are all examples of Level-1 Public Bodies.
Intermediate Body (IB)
This is a public body such as a Government Department or
State Agency responsible for checking and verifying the
correctness of expenditure declared by the Level-1 Public
Body in the B1 Declarations and then aggregating and
declaring the eligibility of this expenditure at Sub-Priority to
the Managing Authority in a process called B2 Declaration.
Each Sub-Priority has an Intermediate Body
.
Managing Authority (MA)
Enterprise Ireland is an example of an Intermediate Body.
This is a public body designated to manage an Operational
Programme and responsible for checking and verifying the
correctness of expenditure declared by the Intermediate
Body in the B2 Declarations and then aggregating and
declaring the eligibility of this expenditure to the Certifying
Authority at Priority level in a process called B3 Declaration.
The Southern & Eastern Regional Assembly is the Managing
Authority for the Southern & Eastern Regional Operational
Programme (S&E OP).
The Border Midland and Western Regional Assembly is the
Managing Authority for the Border Midland and Western
Regional Operational Programme (BMW OP)
The Department of Enterprise, Trade & Employment is the
Managing Authority for the Human Capital Investment
Operational Programme (HCI OP)
The Department of Agriculture, Fisheries & Food is the
Managing Authority for the Seafood Development
Operational Programme (SD OP)
Certifying Authority (CA)
This is a national body designated to certify statements
of
expenditure for Operational Programmes and applications
Commission.
for payment before they are sent to the European
The Department of Finance is the Certifying Authority for
the Southern & Eastern Regional Operational Programme
and the Border Midland and Western Regional Operational
Programme.
The Department of Enterprise, Trade & Employment is the
Certifying Authority for the Human Capital Investment
Operational Programme.
The Department of Agriculture, Fisheries & Food is the
Certifying Authority for the Seafood Development
Operational Programme.
Audit Authority
Unit) (FCU)
(Financial Control This is a national body designated to audit payment claims
for Operational Programmes after they are submitted to the
EU Commission.
URL to access the EUSF IT System
Helpdesk assistance on EUSF IT
System
The ERDF Financial Control Unit is the Audit Authority for
the Southern & Eastern Regional Operational Programme
and for the Border Midland and Western Regional
Operational Programme.
https://eusf.gov.ie/Production/
If you experience any difficulties or problems in using the
EUSF IT System or if you require training on the EUSF IT
System please contact the Managing Authority for your
Operational Programme
Ms. Gerardine Lafferty, Border Midland & Western Regional
Assembly
tel. 094-9862970
Email: [email protected]
Ms. Oonagh Hearne, Southern & Eastern Regional
Assembly
tel. 051-860700
Email: [email protected]
2.
INTRODUCTION
The EUSF IT system is a purpose built web based solution designed to support the Expenditure Certification
Process for Operational Programmes included in the 2007-2013 Structural Funds period.
The system will allow the creation and administration of projects and is designed to capture, store and aggregate
data for reporting purposes. The system will provide an audit trail from the initial project expenditure
declaration through to the final payment claim to the Commission.
The EUSF IT system has been specifically designed and will be used by:
The Certifying Authority
The Managing Authority
Intermediate Bodies
Level 1 Public Beneficiary Bodies
Audit Authority
As a Level 1 Public Body user you are responsible for managing projects, issuing grants and declaring the
eligibility of expenditure to the relevant Intermediate Body. Each Sub-Priority may have several Level 1 Public
Bodies who report expenditure to the Intermediate Body.
3. SYSTEM CONVENTIONS
3.1. Structure of System
When using the EUSF IT system you will access a number of different screens, sometimes called pages. These
screens are made up of a number of fields visible on the screen. This is where you enter the appropriate
information.
Once the information has been entered on a specific screen, there is a choice of actions that can be carried out
by clicking on the appropriate button (i.e. Search, Generate or Delete buttons) in the lower left hand corner of
the selected page.
3.2. Navigation
All screens have a similar appearance with some common features that appear throughout. This helps in
navigating through the application. This functionality is explained below.
3.2.1. Top Menu
The bar at the top of the screen contains the menu options
The top-level menu contains the main functional areas of the system and is the primary way of moving (or
navigating) through the system.
The current menu item selected is highlighted and appears shaded – e.g. in the example above the Projects
menu is selected.
3.2.2. Sub-Menu
There are sub-menus associated with the top-level menu items however, the number of sub-menus differ
depe
nding on the menu selected. Selecting a menu item will automatically result in the sub-menus being
displayed, as shown below:
In
the
example above, we are in the Projects menu and the Expenditure Declarations sub-menu is selected. We
can perform project activities associated with expenditure declarations from this menu.
3.2.3. Actions
Actions such as searching or moving to the next page can be performed by clicking on the appropriate button.
These are positioned at the bottom of the page on the left hand side and are consistent in appearance – dark blue
buttons with bold white font text.
The Search and Reset buttons are two common action buttons that appear throughout the EUSF IT system
and are displayed below.
3.2.4. Moving Between Fields
In addition to using the mouse to move around the screen, it is also possible to move forward between the fields
on a page using the Tab key.
The Tab key is found on the left hand side of the keyboard, marked __ . To move backwards through the fields,
hold down the shift key (usually marked ) at the same time as the Tab key. The cursor will appear in the
current field. If a field already has an entry, that value will be highlighted. Using the Tab key in this way will also
move the cursor to menu items and buttons in sequence on the page. If the cursor has moved to a button in this
way a dotted line box will appear on the button as shown in the example of the Reset button below:
fl
3.2.5. Long Pages/Screen Text
Where possible, the system has been designed for all standard pages to fit on one screen. In some cases,
however, there is too much content to fit on one screen i.e. there are too many fields to display.
On such screens it is possible to move up and down the page to see the hidden fields (i.e. the ones not displayed
on the default screen). This process is known as scrolling.
The appearance of a scroll bar on the right hand side of the screen (as shown above in the pink border on the
right) indicates that there are some other fields and or action buttons on the screen that cannot be seen at the
moment.
To scroll down a screen, put the cursor on the scroll bar and left click while moving the mouse up or down. You
can also scroll through the screen by clicking on the arrow symbol at the top and bottom of the scroll bar or by
using the wheel on the mouse.
3.2.6. Standard Buttons
Buttons on each screen allow information entered to be processed, for example, a search to be performed. A
number of standard buttons appear throughout the system.
Will permit the user to View details of a Search result
View
Update
Edits certain fields of information currently displayed.
Updated information is not saved until it is successfully submitted using
the Submit button.
Delete
Will permit the user to delete certain elements of data.
Reset
Clears all data you have just entered on the current page. If you are
editing existing data, the data will return to its previous state – i.e. the
data that was there when you last displayed the screen.
Cancel
Cancels the current operation and return usually to the previous screen.
Add
Where more than one element of data is permitted the Add button
permits the user to add the additional data e.g. add another Prior Period
Negative Adjustment
Search
Permits the user to search for projects, expenditure declarations etc.
Submit
Will save the information just entered. Before saving a check of the data
is also performed most notably to ensure information has been
completed correctly for mandatory fields. If there are errors, the screen
will be redisplayed with appropriate error messages.
3.2.7. Moving between pages
It is advisable to avoid use of the Internet Explorer Back button to move back through screens as this may
result in loss of data. To move between screens, either use the top menu bar or any direct link or button that
may appear on the screen.
If you do use the Back button, you may encounter a system error message such as the error message displayed
below and pressing F5 may refresh your screen.
Use of the Back button should generally be avoided on all internet applications.
3.2.8. Results of Searches
Results of searches are usually displayed as rows of information – one row per record. These are displayed to a
maximum of 50 rows to a screen. At the foot of the screen, the current screen number is displayed (if multiple
screens are returned). It is possible to go directly to other screens by clicking on the screen number
3.2.9. Going to Specific Screens
On many screens, some field entries may be linked to other relevant screens. These are known as hyperlinks. If
the text is displayed in bold type, then it is possible to click on that entry and go to those details. This usually
occurs in a list of details – typically a search result, such as shown next where the records under the heading
Project Name are hyperlinks. By clicking on the hyperlink Donegal Crystal this will take you to the project
details for Donegal Crystal project.
3.2.10. Changing Order of Results
When viewing data in tables, it is possible to change the order of the information, by clicking on any column
name. The table will be redisplayed, ordered by information in that column. Clicking the column name again will
reverse the order.
The example below shows some sample projects displayed in Project Name order – as indicated by the ( )
circled in red below.
4
To display this same set of search results sorted by Local Project Reference, click on the Local Project
Reference heading. The table will redisplay ordered by the information in that column as shown in the
following example.
3.2.11. Error Messages
The EUSF system checks certain fields to ensure appropriate or mandatory information has been entered
correctly. This check does not take place as you are entering the data, but only after you have finished entering all
information and click on an action button such as Submit.
A message identifying the error or errors found will appear in red, followed by a specific error message or
messages detailing the exact nature of the error(s).
The
data will not be processed and saved until all errors have been addressed – in the example below the error
message in red indicates that a user in Creating a Project has failed to populate some fields which are mandatory.
These fields must be populated before the user can continue with the Create Project function.
3
.3. Special Field
Types 3.3.1. Mandatory
Fields
Certain
fields are
mandatory
and so the system will not proceed if information is not entered in these fields. A
red asterisk * after the field name identifies that a field is mandatory, as illustrated below with the Project
Name field:
3.3.2. Drop Down Menus
To ensure data consistency and to make data entry more efficient some standard structural funds data such as
the Project Location can be accessed by means of a drop down menu, as shown in the following example.
Please note that you cannot enter any value other than one of those in the drop down list. To view the list of
available options for a field, click on the down arrow symbol.
3.3.3. Date Fields
Some fields require dates to be entered. They will all have the same format, as shown below:
done manually is DD/MM/YYYY and the ‘/’ separator must be entered when entering the date manually. An
error will appear if the date is not entered in the correct format.
display the short cut calendar as a pop-up window on top of the main page you are using.
This
pop-up calendar defaults to today’s date (highlighted in red). Clicking on the appropriate date will
automatically enter that date into the date field and close the window. To move to other months, click on the left
and right arrows.
4. LOGGING IN
The system is delivered over the internet and can be accessed using any of the standard internet browsers e.g.,
Internet Explorer, Mozilla FireFox etc.
The address for accessing the system is
https://eusf.gov.ie/Production/ and if you are using Microsoft
Internet Explorer to access the system then your screen should be similar to that displayed below.
After successfully accessing the system the Login page will appear (see below). Enter your Username and
Password in the mandatory fields provided.
When you have successfully logged into the EUSF system your name and access level will be displayed in the
header of all pages
4.1. User Access Levels
User access to the EUSF IT system is based around the Sub Priorities under which a Level-1 Public Body (eg.
County Enterprise Board, Institute of Technology or a Local Authority) operate and a Level-1 User is linked
to a Level-1 Public Body.
4.1.1. Single Sub Priority Access for a Level-1 Public Body
Some Level-1 Public Bodies such as County Enterprise Boards will operate under just one Sub Priority, therefore
when a Level-1 User from a County Enterprise Board logs in they are taken automatically to the only Sub
Priority under which their County Enterprise Board operates.
In the example below when Level-1 User, Snow White, from Galway County Enterprise Board (Level-1 Public
Body) logged in she is automatically logged in under the Micro-Enterprise, Innovation & Entrepreneurship
Sub Priority as this is the only Sub Priority under which Galway County Enterprise Boards operates on the
EUSF IT system.
4.1.2. Multiple Sub Priority Access for a Level-1 Public Body
Some Level-1 Public Bodies such as the Institutes of Technology, Vocational Education Committees or the
National Universities will need access to the EUSF IT system to operate under several Sub Priorities.
Therefore, when a Level-1 User from, for example, an Institute of Technology (Level-1 Public Body) logs in they
are presented with a menu of the Sub Priorities for which their Level-1 Public Body( eg. Institute of Technology)
can operate.
In this case the Level-1 User must Select which of the Sub Priorities they want to operate under in this
session.
In the example below for Athlone Institute of Technology(Level-1 Public Body) user Red RidingHood (Level-1
User) has logged in, she is presented with a menu of the Sub Priorities under which Athlone Institute of
Technology can operate and she must first select which of the Sub Priorities (circled in red ) she wants to operate
under in this session.
The Level-1 user selects to operate under, for example, the Incubation Sub Priority so the Level-1 user clicks on
the Select button to the right of the Incubation Sub Priority and the Incubation Sub Priority Search Project
page is displayed.
If this user completes their work under the selected Sub Priority and then wants to work under another of their
Sub Priorities then the user selects the Change Role button on the top right of the screen to Select a different
Sub Priority.
4.2. Changing your password
To change your password click on the Change Password button in the header of all pages within the EUSF
system and circled in red in the example below.
The Change Password screen will be displayed.
Enter your new password (with a minimum of 8 characters and we recommend that you use both numeric
and
alphanumeric in creating your password) in
the first field labelled Password and then re-type your new password in the second field labelled Confirm
Password. Click on the Submit button.
If there is a problem (e.g. the password is too short or if the password typed in the first field differs from that in
the second), an error message will be displayed. If the password is accepted, a screen like this will appear to
confirm the change:
5.
LOGGING OUT
It is also essential to logout of the EUSF IT system by clicking on the Logout button that is displayed in the
header of all pages of the EUSF system and as circled in red on the screen below.
6.
LEVEL 1 PUBLIC BODY MENUS
The Projects menu is selected by default when a Level-1 user successfully logs on to the EUSF IT system and
the Search Project page is the default view
There are four sub-menus displayed under the Projects menu when a user logs on to the system.
The menus are:
Projects
Expenditure Declarations
Prior Period Negative Adjustments
B1s
It is possible to access the other menu items by clicking on the item name. The name of the sub-menu will
appear shaded green in colour when selected, as illustrated above with the Prior Period Negative Adjustments
sub-menu.
7.
PROJECTS
7.1.1. Static Project Data
A project consists of different data types, the data about the project which rarely changes over the life of the
project, for example the project address, is called Static Project Data. The Static project data must be setup on
the EUSF IT System using the Create Project function and this must be completed before expenditure can
be declared for a project.
The data displayed below is an example of the Static Data for the project Atlantic Airventure.
7.2. Search Project
The Search Project page is the default display for a Level-1 Public Body user.
It is possible to search for projects already created just by clicking on the
lower left corner of the Search Projects screen.
tab located in the
Only those projects created by the Level-1 Public body will be displayed, therefore, if as displayed below the
users is logged in under Clare County Enterprise Board then only those projects created by Clare County
Enterprise Board will be displayed in the search.
To search for projects click on the Search button – circled in red in the example above.
The Search Projects Results will be displayed as in the following example.
If the project you are searching for is not found within the Search Project Results listing it is possible to
perform another search by clicking on the Search Again button.
It is also possible to search for a specific project if you know the project name. Enter the relevant project name
on the Search Project screen and click on the Search button.
The Search Project Results page will appear detailing any projects that match the criteria supplied.
7.2.1
. View a Project
Search for the project using the Search Project facility outlined earlier. The Search Projects Results will be
displayed.
displayed.
7.2.2
. Update a Project
The Level-1 Public Beneficiary Body and the Managing Authority can update the Static Project data. To update
the static data for a project, search for the project using the Search Project facility outlined previously and when
the static data for the project is displayed on the screen click on the Update button located on the lower right of
the screen (circled in red in the example below).
When the user clicks the Update button the static project data is displayed for update and any of the fields
which the Level-1 Public Body entered can now be updated.
After amending any of the static data fields for a project the user must click Submit to commit these changes. If
the user wants to abandon the changes they have made they should click Reset.
When the user clicks Submit to commit the changes they have made to the project static data a message is
displayed to indicate that the project static data was successfully updated.
7.3. Create a New Project
To Create a new project click on the Create Project button (circled in red below) and located in the lower left
of the default Search Project screen displayed when the Level-1 user logs in to the EUSF IT System.
The Create New Project screen will appear as displayed on the next page.
The Level-1 user can now enter the static data for the project
Fields indicated with * are mandatory fields and must be entered to create a new project.
After entering the project data the user must click Submit to create the project, or Reset to discard any data
entered .
The fields on the Project Details screen are entered by the Level-1 Public Body and fields marked with an * are
mandatory fields.
LocalProjectReference * This is the local reference under which the project is filed in the local offices and
it is a mandatory field which must be completed by the Level-1 Public Body when creating a new project. It is
used to locate the original supporting documents for checking and audit purposes and to identify the project.
Project Name * This is the name of the project and is also a mandatory field at new project setup.
Examples of project names are a company name or a training course name or a road scheme. If the project is a
Company Name then the Project Name should indicate the grant type (Capital, Employment, Feasibility etc)
where applicable.
BeneficiaryNameThe Beneficiary Name must be entered here.
ProjectLocationNuts4 * This is the physical location where the project expenditure is incurred and the
location can be selected from a drop-down list.
ProjectLocationNuts3This field is automatically populated by the system when the Nuts4 location is
selected, however, if the Nuts4 location is unknown then the user can choose to select a Nuts3 region.
ProjectLocationNuts2This field is automatically populated by the system if the user is logged -in under the
Border Midland and Western or Southern & Eastern Operational Programme. For all other users this field is
populated if either the Nuts 4 or Nuts 3 location is selected, however if the Nuts 4 or Nuts 3 locations are
unknown then the user can select a Nuts 2 .
ShortDescriptionoftheProjectThis field should contain a brief description of what the project is and
what it aims to achieve.
StartDateofProjectThis field should contain the start date of the project (01 /01 /2007) - unless a
contract/grant agreement specifying a different start date exists.
CompletionDateofProjectPlease complete this field if a contract/grant agreement specifying an end date
exists. Otherwise, this field should be left blank and will be completed by the Managing Authority.
GrantApprovalDateEnter the grant approval date here – if applicable.
Grant Approving Body Enter the name of the grant approving body – if applicable.
Locat on of Detailed Supporting Documents ‫ ٭‬T his f ie ld is a m a n dat or y f i el d a nd s hould c onta in
the
i
location where the original supporting documents for the project are held.
TotalCostofProjectThis field should contain the total cost of the project regardless of the source of funds
and amounts should be entered without the comma separators but including decimal places. See Example 1.
Total
Eligible Expenditure Enter the total eligible expenditure (the portion of the Total Cost which is
eligible for support) for the project here and amounts should be entered excluding comma separators but
including decimal places. See Example 1.
TotalPublicEligibleExpenditureEnter the public eligible expenditure for the project and amounts
should be entered excluding comma separators but including decimal places. See Example 1.
AmountAppovedorAllocatedThis field is similar to the previous field and should contain the publ ic grant
r
amount allocated to this project under the EU co-financed scheme and amounts should be entered excluding
comma separators but including decimal places. See Example 1.
CrossFinancingofStructuralFundsThis field should only be ticked if this project specifically relates to a
training project – in all other cases this field should be left blank.
Example 1:
Project to build craft workshop and retail outlet €100,000.00 = Total Cost of Project
Workshop component is eligible for support €60,000.00 = Total Eligible Expenditure
Grant offer on basis of eligible cost €30,000.00 = Total Public Eligible Expenditure
Having completed all the fields necessary for setup of a new project selecting the Submit button will create the
project and assign a system generated reference to the project. A message will be displayed to indicate that the
project was created successfully.
After the user clicks on
and before returning back to the main menu the user can View the
project by clicking on View Project Details.
7.3.1
. Unique Project Identifiers
The Unique System Generated Project Reference, highlighted in red in the example below, is assigned by the
system when a new project is created. These Unique System Generated Project Reference numbers are not
sequential for a specific Level-1 Public Body – i.e. two projects created by the same Level-1 Public Body in the
same session may be assigned system generated project reference numbers which are not sequential.
7.4. Delete a Project
To delete a project search for the Project using the Search Project facility outlined previously. When the Project
is displayed scroll down to the end of the project and the Delete button is available if no Expenditure
Declarations exist for the project – see example below.
When the user clicks on the Delete button a message is displayed telling the user that they are about to delete a
project and click OK if they want to continue with the deletion of the project or click Cancel to abandon the
process.
Clicking OK will delete the project and a message appears to indicate that the project deletion was successful.
8.
DECLARE EXPENDITURE
8.1. Declare Expenditure for a Project
Search for the project for which you wish to declare expenditure using the Search Project facility outlined
earlier.
From the Search Project results select the project for which you wish to declare expenditure by either clicking on
the Project Name or by clicking on the View icon
After selecting the required Project from the Search Project Results the project details are displayed and when
the user scrolls down to the end of the project details a section called ‘Related Expenditure Declarations’
appears.
To add subsequent Expenditure Declarations for this project click on the Add
the example below.
button – circled in red in
After clicking on the Add button the Create New Expenditure Declaration screen will appear - as in the
example for project ‘Enniscrone Water Surfing’ below.
The Operational Programme Name appears at the top of the screen together with the Priority and Sub-Priority
Names. The name of the Level-1 Public Body for which the user is logged in, also appears on the top of the
screen.
The project name (highlighted in red in the previous example) is displayed on the top left of the screen and the
local project reference (highlighted in red in the previous example) also assigned by the user at Create Project is
displayed on the top right of the screen.
To create the Expenditure Declaration the user must enter the Start Date for Expenditure Declaration. Where
this is the first Expenditure Declaration for a project please be aware that the Start Date cannot be before
01/01/2007.
Where expenditure has already been declared for a project and the user is now entering a subsequent
Expenditure Declaration then the Start Date of the Subsequent Expenditure Declaration will be the End Date
of the previous Expenditure Declaration + 1
Dates can be entered manually in the format dd/mm/yyyy (e.g. 01 /06/2007) or the dates can be selected from
the calendar, by clicking on the calendar option ___ beside the date field and the date selected in the
electronic calendar will be the default.
The user must then enter the End Date for expenditure declaration and again the date can be entered manually
or selected from the electronic calendar.
The Start and End dates do not have to be in the same year. However, the End Date cannot be greater than the
current (today’s) date.
The user must enter the amounts being declared for this period
Total Project Eligible Expenditure for this Declaration (less applicable receipts).
This is the total eligible expenditure spent on this project this period and net of any revenues/receipts
received. This amount is entered beside the year corresponding to when the expenditure being declared was
incurred.
The amount is entered without the comma separator but including the decimal places e.g. €25,015.50 is entered
as 25015.50 as the user is entering the figures the system automatically formats these figures indicating the
thousands comma separator
.
Total Public Funding for this Declaration (less applicable receipts)
This is the total public eligible expenditure spent on the project this period and net of any revenues/receipts
received. As before, this amount is entered beside the year corresponding to when this expenditure was
incurred and the amount is entered without the comma separators but including the decimal places.
The following is an example for project declaring €25,600.50 Total Eligible and €25,600.50 Total Public, and
where €25,015.50 of the amount being declared was incurred in 2007 and €585.00 was incurred in 2008.
Any amounts entered here must already be deducted from the amounts being declared this period. As
before amounts are entered without the comma separators but including the decimal places.
Where overheads are permitted subject to Managing Authority approval then overhead amounts should be
entered without the comma separator but including decimal places.
The user can now select Submit (circled in red below) to submit this expenditure Declaration.
To View the Expenditure Declaration the user should click on the View Expenditure Declaration Details button.
The Expenditure Declaration Totals appear (circled in red in the example above) and the user should check that
everything is correct.
Summary of Fields to be Entered on an Expenditure Declaration
The above is an example of an Expenditure Declaration Created after the User clicked Submit on the Create
Expenditure Declaration screen.
The rows of data in #1 to #8 provide summary information on this Expenditure Declaration and on the
Cumulative To-Date declared expenditure for this project.
If the user wants to attach documents to this Expenditure Declaration they can do so in the Related
Expenditure Documents section and clicking the Add button.
Note: Until this Expenditure Declaration is included in a B1 Declaration the Level-1 Public Body can continue
to amend or delete this Expenditure Declaration. An expenditure declaration can be updated by clicking on the
Update button
.
An Expenditure Declaration can be deleted by clicking on the Delete button
.
8.2. Search for an Expenditure Declaration
If a declaration has already been made within EUSF IT System it is possible to search for that specific
declaration. As there may be several Expenditure Declarations for a project it is recommended to filter the
Search Expenditure Declaration or a specific project.
Clicking on the Expenditure Declarations menu will display the Search Expenditure Declaration screen
To see list of all Expenditure Declarations for this Level-1 Public Body click Search – i.e. no filtering in use.
The list is displayed and the user can click the View icon for the Expenditure Declaration .
To filter the Search Expenditure Declaration for Expenditure Declarations for a specific project
Click on the Choose Project button to select the project for which you want to View Expenditure Declarations.
The Search Project screen is displayed. If you know the Project Name then enter the Project Name on the
Search Project Screen, else click Search to see the entire list of Project for this Level-1 Public Body.
The list of Project for this Level-1 Public Body will be displayed and the user can scroll down to find the relevant
project. Select the project by clicking on the Project Name eg. Burren Flowers in the example below.
The Project ‘Burren Flowers’ is defaulted in to the Search Expenditure Declaration Screen
Clicking Search on the Search Expenditure Declaration screen will display all the Expenditure Declarations for
the project Burren Flowers.
8.2.1
. View an Expenditure Declaration
Search for the Expenditure Declaration using the Search Expenditure Declaration facility outlined previously.
The Expenditure Declaration Details page will open in view mode.
8.3. Update an Expenditure Declaration
Search for the Expenditure Declaration using the Search Expenditure Declaration facility outlined previously.
The Update icon
is displayed if the Expenditure Declaration can be updated. Click on the Update icon to
amend this Expenditure Declaration.
When the Expenditure Declaration is opened for updating the End Date for the expenditure declaration can be
amended and additional expenditure included in the expenditure declaration, or expenditure can be removed
from the expenditure declaration.
Remember to click Submit after any amendments have been made to the Expenditure Declaration.
message will appear as follows indicating that the declaration was updated successfully.
A
The user can now click on the View Expenditure Declaration Details to see the recalculated fields for the
project.
8.4. Delete an Expenditure Declaration
Search for the Expenditure Declaration using the Search Expenditure Declaration facility outlined previously.
It is possible to delete an Expenditure Declaration by first clicking on the View Icon
for the Expenditure
Declaration and then clicking on the Delete button when the user is sure that this is the Expenditure
Declaration to be deleted.
Alternately, the user can delete the Expenditure Declaration by clicking on the delete icon on the Expenditure
Declaration Search results screen – however the user should be sure that they are deleting the correct
Expenditure Declaration therefore it is advisable to first View the Expenditure Declaration as in the example
above before selecting to delete.
8.5. Attaching Documents to an Expenditure Declaration
To attach documents to the Expenditure Declaration scroll down through the Expenditure Declaration, at the
very end of the Expenditure Declaration there is a heading Related Expenditure Documents.
Clicking on the Add
button in the Related Expenditure Documents section will open the Create new
Expenditure Document window.
Click on the Browse button to find the document to be attached. A comment can be added in the Comment
box if the user wants to convey some particular information about the attached document. The user must click
the Submit button to finish attaching the document... see next page.
8.6.
View a Document attached to an Expenditure Declaration
Once a document has been attached to an Expenditure Declaration it can be Viewed using the View icon
Scroll down to the end of the Expenditure Declaration. If documents have been attached to the Expenditure
Declaration they will be displayed.
document name.
8.7.
Delete a Document attached to an Expenditure Declaration
the document name.
A message is displayed asking the user to confirm that they wish to delete the document. Clicking OK will delete
the document and clicking Cancel will abandon the document deletion process.
A message is displayed to indicate that the document deletion was successful.
9. PRIOR PERIOD ADJUSTMENTS – NEGATIVE ADJUSTMENTS
9.1. Create Prior Period Negative Adjustment
In the following example Clare County Enterprise Board has already declared €7,500.00 eligible expenditure for
project St. Tola’s Cheese and the Certifying Authority has submitted this expenditure on a claim to the
Commission. Clare County Enterprise Board has now identified that €1,920.30 of the previously declared eligible
expenditure was ineligible and needs to be removed in a Negative Adjustment, in addition, Clare County
Enterprise Board has an additional €2,400.90 of new eligible expenditure which needs to be declared for the
project.
•
Step 1. The Level-1 User clicks Add to add another Expenditure Declaration for this project.
Step 2. The Create New Expenditure Declaration Screen opens and the user enters the information
about the €2,400.90 of new expenditure to be declared this period and clicks Submit.
After the Level-1 User clicks Submit a message is displayed to indicate that the New Expenditure
Declaration was created successfully.
Step 3. Level-1 User clicks Add Prior Period Negative Adjustment button to record information
relating to the Negative Adjustment.
The Create New Priori Period Negative Adjustment screen is displayed for input.
In the Create Prior Period Negative Adjustment screen the fields marked with ‘ *’ are mandatory fields and
must be populated by the Level-1 User. Amounts entered in any of the financial fields are treated as Negative
Amounts by the system.
Step 4. To begin entering the Prior Period Negative Details the Level-1 User clicks on the Choose B1
reference button and the list of Processed B1 Declarations for this Level-1 Public Body is displayed.
The list of B1 Declarations for the Level-1 Public Body is displayed, in the example below there’s only one
B1 Declaration declared for this Level-1 Public Body.
Step 6. The user selects(left click) on the B1 Declaration Number in which the expenditure now being
adjusted out (removed) was originally declared.
The B1 Declaration Number selected is defaulted in to the Create Prior Period Negative Adjustments
Screen.
Step 7. Select the Year in which the Expenditure now being adjusted was originally incurred Highlight
the year in the dropdown list and left click to select the year.
.
Step 8. The Level-1 user must enter a brief Reason for the Adjustment. Up to 300 characters
(approx 4 rows) of text can be entered.
S
tep 9. The Level-1 User must indicate at which Level the error resulting in this adjustment was
identified. Click on the down arrow for a list of the various bodies, select the relevant body and left
click.
In the example below the Level-1 User has selected the Intermediate Body as the body who identified
the error.
Step 10. The Level-1 User must enter the Total Eligible Expenditure and Total Public Eligible
Expenditure being adjusted. Amounts are entered without the comma separator and including decimal
places.
Step 11. If an element of Overheads or Receipts was included in the original expenditure declaration
then these receipts or overheads will also need to be adjusted out.
Please refer to the Managing Authority for guidance on adjusting overheads or receipts in a Prior Period
Negative Adjustment.
Step 12. The Level-1 User must indicate if this Prior Period Negative Adjustment is required because of
an Administrative Error. The User clicks on the drop down arrow and selects either Yes or No.
Examples of Administrative errors are totting errors, use of an incorrect formula, typing errors, double
entry of the same element of expenditure or transposition errors.
•
Step 13. The Level-1 User must click Submit when they have completed all the mandatory fields on the
Prior Period Negative Adjustments screen or Reset to abandon the process.
After the Level-1 User clicks Submit an message is displayed to indicate that the Prior Period Negative
Adjustment was Created and the user can click on the View Prior Period Negative Details button to
see the Prior Period Negative Adjustment.
Clicking on the View Prior Period Adjustment Details will display the Prior Period Negative Adjustment. This
Negative Adjustment has not yet been included in a B1 Declaration and therefore can be amended using the
Update button.
The Expenditure Declaration Totals will now have been updated with the amount of the Prior Period Negative
Adjustment.
View the Expenditure Declaration using the View Expenditure Declaration facility outline previously.
Scrolling down through the Expenditure Declaration the User will see that a Prior Period Negative Adjustment
has been included in this Expenditure Declaration and that the Project Declared Expenditure Totals are
updated - see following example.
Expenditure Declaration
View
9.2. Add Additional Prior Period Negative Adjustments
Several Prior Period Negative Adjustments can be included in an Expenditure Declaration.
To add additional Prior Period Negative Adjustments to an Expenditure Declaration scroll down through the
Expenditure Declaration and click on the Add ____ button located just above the existing Prior Period
Negative Adjustments – see example below.
After the Level-1 User clicks on the Add button the Create New Prior Period Negative Adjustments
screen is displayed for input – see next page
The Level-1 User enters the Prior Period Negative Adjustment (see Create Prior Period Negative Adjustment
as outlined previously).
When the User clicks Submit the second Prior Period Negative Adjustment is created.
In the following example the Level-1 Public Body is reporting three Prior Period Negative Adjustments in the
Expenditure Declaration.
9.3. Search Prior Period Negative Adjustments
Search for the Prior Period Negative Adjustment using the Prior Period Negative Adjustment Menu Option.
The Search Prior Period Negative Adjustment screen is displayed.
Search for the Prior Period Negative Adjustment using the Search Prior Period Negative Adjustment screen.
The user can filter the search by Project or Expenditure Declaration or B1 Declaration by clicking on these
buttons selecting from a list and then clicking the Submit button in the lower left of the screen.
Alter
nately, for a full list of all Prior Period Negative Adjustment for the Level-1 Public Body the user should just
lick the Search button on the lower left of the screen.
The Search results are displayed on screen.
.
9.3.1. View Prior Period Negative Adjustments
Search for the Prior Period Negative Adjustments using the Search Prior Period Negative Adjustment facility
outlined previously.
The Prior Period Negative Adjustment details are displayed on screen. To View the Prior Period Negative
Adjustment click on the View icon located on the right and circled in red in the example below.
.
9.4. Update Prior Period Negative Adjustments
To Update a Prior Period Negative Adjustment Search for the Prior Period Negative Adjustment using the Prior
Period Negative Adjustment Search facility outlined previously.
Select the Update button
the example below.
located to the right of the Prior Period Negative Adjustment and circled in red in
Alternately search for the Expenditure Declaration which includes this Prior Period Negative Adjustment using
the Search Expenditure Declaration facility outlined previously.
Scroll down through the Expenditure Declaration and the Prior Period Negative Adjustment is displayed. To
Update this Prior Period Negative Adjustment click on the Update button
beside the Prior Period Negative
Adjustment. – see the following example.
The Update Prior Period Negative Adjustment Screen is displayed.
The user should make the required amendments to this Prior Period Negative Adjustment and click Submit.
9.5.
Delete Prior Period Negative Adjustments
Search for the Prior Period Negative Adjustment using the Search Prior Period Negative Adjustment facility
outlined previously. View the Expenditure declaration and scroll down to the Delete button.
Clicking on the Delete button (circled in red below) will remove this Expenditure Declaration and all
associated Prior Period Negative Adjustments.
10. ADD A RELATED EXPENDITURE CHECK
To add an Expenditure Check to an Expenditure Declaration, scroll down through the Expenditure
Declaration to the section called Related Expenditure Checks and click on the Add button.
The CreateNewExpenditureCheck page will appear and the following three fields need to be
populated by the Level-1 User.
Date: This is the date the transaction check was completed and dates are entered using the popup calendar
or manually in the format dd/mm/yyyy.
Person who carried out on-site checks on project: The name of the person who carried out the check
Amount of Eligible Expenditure Transaction Checked : Enter the amount of Eligible Expenditure
transaction checked by the Level-1 Public Body to original supporting documents.
Click Submit to Create the Expenditure check.
A message will appear indicating that the check was created successfully. It is possible to view the check by
clicking on the Expenditure Check Details button.
10.1.
1. View Related Expenditure Check
To view an expenditure check search for and open the Expenditure Declaration which includes the
Expenditure Check. Scroll down through the Expenditure Declaration to the section marked Related
Expenditure Declarations.
The Expenditure Check Details page will be displayed.
10.1.2. Update Related Expenditure Check
Scroll down through the Expenditure Declaration containing the Related Expenditure Check. The Related
Expenditure Check section is displayed.
Click on the Update button located to the right of the Expenditure Check and circled in red in the example
below.
The Update Expenditure Check screen is displayed and the Level-1 User can amend any of the three fields.
The user must click Submit when they have completed their amendments to the data.
When the Level-1 User clicks Submit a message is displayed to indicate that the Expenditure Check was
updated.
10.1.
3. Delete Related Expenditure Check
An Expenditure Check cannot be deleted once created, it can however be updated using the Update
Expenditure Check facility outlined previously.
11. B1 MENU
A B1 Declaration while being processed in the EUSF IT system can be in any one of five different stages.
Created
The B1 Declaration has been created and is not yet countersigned by the
Level-1 Public Body.
Proposed
The B1 Declaration has been countersigned by the Level-1 Public Body
and the B1 Declaration is now with the Intermediate Body for further
processing. The Level-1 Public Body cannot take any further action on
this B1 Declaration – unless this B1 Declaration is Rejected back to the
Level-1 Public Body by the Intermediate Body.
Reopened
The B1 Declaration was not countersigned by the Level-1 Public Body,
instead it was reopened by the Level-1 Public Body counter-signer for
further work. The Level-1 Public Body must take corrective action on
this B1 Declaration, verify the corrective action taken and only then will
the B1 Declaration be available for counter-signing.
Processed
The B1 Declaration which was Proposed to the Intermediate Body has
passed Intermediate Body checks and has been included by the
Intermediate Body in a B2 Declaration to the Managing Authority.
Rejected
The Intermediate Body, following its checks on the B 1 Declaration, has
identified errors in the B1 Declaration and has Rejected the B1
Declaration back to the Level-1 Public Body for further work. The
Level-1 Public Body must take corrective action on this B1
Declaration.
11.1. Create a B1 Declaration
Click on the B1 menu option
and the Search B1 Declaration page opens. Click on the Create B1
Declaration button – circled in red in the example below.
T h e Create New B1 Declaration p a g e w i l l a p p e a r .
The columns A, B,C,P,D relate to the columns which were previously used in the paper B1 ’s – i.e. Cumulative
Adjusted Declared Prior, Declared This B1 Declaration, Negative Adjustments This B1 Declaration,
Adjusted Declared This B1 Declaration and Cumulative Adjusted Declared To-Date.
The first row of the B1 Declaration reports on the Eligible Expenditure and the second row on the B1
Declaration reports on the Public Eligible Expenditure.
The amounts being declared on the B1 Declaration are automatically aggregated from the Project Expenditure
Declarations included in the B1 Declaration. The projects with declared expenditure included in this B1
Declaration are displayed just beneath the columns A-D on the B1 Declaration. The Level-1 User can verify the
correctness of the B1 Declaration by clicking on the projects and checking on the expenditure being declared in
this B 1 Declaration.
When the Level-1 User is ready to continue creating the B1 Declaration (having checked the correctness of the
figures included in the table columns A-D) then the Level-1 User must complete the Expenditure Checks for
B1 section on the B1 Declaration. This section is answered by selecting Yes or No from the drop down tab. All
15 checks are mandatory and must have either Yes/No selected – depending on which is appropriate for the
expenditure checks performed. Failure to select Yes/No to each of the Expenditure Checks will result in an
error message and it will not be possible to create the B1 Declaration.
If the Level-1 User selects Yes to the question Have any financial control weakness, risk or irregularities
been identified in the execution of the project(s)/operation(s)? then the Level-1 User must supply details
of the corrective action that has been taken, otherwise the user will not be able to create the B1 Declaration and
an error message will be displayed.
The user must indicate the controls applied to guarantee valid certification and the amount of expenditure
actually checked during the on-the-spot verifications. This is a mandatory field and the Level-1 User will not
be able to create the B1 Declaration unless this field is populated, an error message will also be displayed if this
field is left blank.
Finally, if the
originator of the B1 Declaration is satisfied that the eligible expenditure returned is correct (highlighted in red
below) the user can select the Submit button to create the B1.
The B1 Declaration is automatically signed by the user Creating the B1 Declaration and the B1 Declaration
history is updated.
When the user selects Submit a message is displayed indicating that the B1 Declaration was created successfully.
To view the B1 Declaration, click on the B1 Declaration Details button.
When a B1 is Created it is assigned a unique B1 Reference number and the status of the B1 Declaration
changes to Created – see example below highlighted by red circle.
A B1 Declaration will remain in Created status until it is countersigned by the Level-1 Counter-Signer. The
Level-1 Counter-Signer cannot be the same Level-1 User that Created the B1 Declaration.
11.1.
1. Attaching Documents to a Created B1 Declaration
To attach a document to a Created B1 Declaration the Level-1 User should scroll down through the Created
B1 Declaration to the Related B1 Documents section at the end of the Created B1 Declaration screen and click
on the Add button. The Create new B1 Document window appears.
Clicking on the Add
button in the Related B1 Documents section of the B1 Declaration will open the
Create new B1 Document window. Click on the Browse button to find the document to be attached. A
comment can be added in the Comment box if the user wants to convey some particular information about the
attached
document.
The user must click the Submit button to finish attaching the document.
11.1.2. View Documents included in a B1 Declaration
h for the B1 Declaration using the B1 Search facility.
Searc
Scroll down through the B1 Declaration to the Related B1 Documents section.
To View a document click on the View icon (circled in red) beside the document you want to view or click on
the document name.
11.1.3. Delete Document included in a B1 Declaration
Search for the B1 Declaration using the B1 Search facility.
Scroll down through the B1 Declaration to the Related B1 Documents section. Click the delete icon beside
the document you want to delete.
11.2. Search for a B1 Declaration
Select the B1 menu
from the top-level menu. It will appear shaded green in colour. There are no submenus available from the B1 menu.
The Search B1 Declaration page is displayed by default. It is possible to search for any B1 Declaration created
within your Level-1 Public Body. Enter the B1 Declaration number and click on the Search button at the lower
left of the page or for a full listing of all B1 Declarations for your Level-1 Public Body just click the Search
button on the lower left of the Search B1 Declaration screen.
The Search B1 Declaration Results page will appear listing any declarations that match the criteria supplied.
11.2.1. View a B1 Declaration
To view a B1 Declaration search for the B1 Declaration using the Search B1 Declaration facility outlined
previously. When the Search Results are displayed the user can click on the View icon
located to the right of
the B1 Declaration they want to View.
Alternately to View the B1 Declaration the Level-1 User can left click on the B1 Declaration Number of the
B1 Declaration they want to View.
The B1 Declaration will be displayed.
11.3. Counter Sign B1 Declaration
If the Counter-Signer of the B1 Declaration is satisfied with their checks and expenditure being declared they
can Counter-Sign the B1 Declaration.
Select the B1 Declaration using the Search B1 Declaration facility outlined previously and View the B1
Declaration either by clicking on the View icon
or by clicking on the B1 Declaration Number.
The B1 Declaration Details page will be displayed, scroll down through the B1 Declaration until you reach the
section indicating that the B1 Declaration is not yet Counter-Signed.
The Counter-Signer must satisfy themselves with the correctness of the checks which were performed on the
eligible expenditure declared in this B1 Declaration. The Counter Signer can see the project declared eligible
expenditure included in the B1 Declaration and by clicking on the View icon
beside any of the projects (and
circled in red below) the Counter Signer can View details of the expenditure declaration(s) included in this B1
Declaration.
If the counter signer is satisfied to counter-sign the B1 Declaration then the counter-signer clicks on the
Counter-Sign B1 Declaration button, the Counter Sign B1 Declaration screen will appear.
The counter-signer then clicks on the Submit button to proceed to counter-sign this declaration.
When the B1 has been counter-signed the status of the B1 changes to Proposed as this B1 is now Proposed to
the Intermediate Body and cannot be amended or Reopened by the Level-1 Public Body unless it is firstly
Rejected by the Intermediate Body.
11.4. Reopen B1 Declaration
Search for the B1 Declaration using the Search B 1 Declaration facility outlined previously.
Open the B1 Declaration by clicking on the View icon
located to the right of the B1 Declaration or open the
B1 Declaration by left clicking on the B1 Declaration Number.
The B1 Declaration will be displayed. Scroll down through the B1 Declaration until you get to the Reopen B1
Declaration button
Whe
n the counter-signer selects Reopen B1 Declaration the message ‘If you are sure you wish to reopen the B1
Declaration, press OK’ is displayed and the counter-signer can continue or abandon the Reopen B1
Declaration process.
The counter-signer must then select Submit in order to Reopen the B1 Declaration.
The B1 has now been Reopened by the counter signer.
11.4.1. Update Reopened B1 Declaration
When the Creator of the B1 Declaration searches on the B1 Declaration using the B1 Declaration Search facility
outlined previously they will see that the B1 Declaration Status is Reopened. The Creator of the Reopened B1
Declaration selects the Reopened B1 Declaration by clicking on the View icon or left clicking on the B1
Declaration Number.
The Project Expenditure Declarations included in the Reopened B1 Declaration are now unlocked and can again
Declarations can be added using the Created Expenditure Declaration facility outlined previously.
The Creator of the B1 Declaration can Update the Expenditure Declarations included in the Reopened B1
Declaration (see Update Expenditure Declaration outlined previously) or the Creator of the B 1 Declaration
can Add additional Project Expenditure Declarations (see Create New Expenditure Declaration outlined
previously) or the Creator of the B1 Declaration can Delete Expenditure Declaration from this Reopened B1
Declaration (see Delete Expenditure Declaration outlined previously).
Having completed all the amendments to the Reopened B1 Declaration the Level-1 Creator of the
Reopened B1 Declaration must Verify the Reopened B1 Declaration.
The Creator of the Reopened B1 Declaration must now Verify this Reopened B1 Declaration by clicking on the
Verify B1 Declaration button.
After the Reopened B1 Declaration is Verified the Creator of the B1 Declaration must check that they have
answered all of the Eligibility questions correctly on the Reopened B1 Declaration.
When the Creator of the B1 Declaration has completed all the Eligibility checks on the Reopened B1
Declaration the Creator of the Reopened B1 Declaration clicks on Submit.
A message is displayed to indicate that the Reopened B1 Declaration was Verified.
The Reopened B1 Declaration status changes to Created and the B1 Declaration is ready to be Counter
Signed again (see Counter Sign B1 Declaration outlined previously).
12. REJECTED B1 DECLARATION FROM INTERMEDITE BODY
The Intermediate Body must perform its verification checks on the eligible expenditure included in the
Proposed B1 Declaration and if the Intermediate Body is dissatisfied with its verification checks on the
Proposed B1 Declaration the Intermediate Body will Reject the B1 Declaration.
The Rejected B1 Declaration automatically reverts back to the Level-1 Public Body and the Intermediate Body
must indicate the Reason for Rejection on the Rejected B1 Declaration.
In the following example B1 Declaration Number 242 which was Proposed(countersigned) by Clare CEB has
been Rejected (circled in red below) by the Intermediate Body following their verification checks.
The
Level-1 Public Body (Clare CEB) scrolls down through the Rejected B1 Declaration and at the end of the
Rejected B1 Declaration, in the Related Declaration Stage History, the Level-1 Public Body can see the
Reason for Rejection entered by the Intermediate Body.
To enable the Level-1 User to amend the Expenditure Declarations included in Rejected B1 Declaration the
Level-1 User clicks on Verify B1 Declaration – see following example.
When the Level-1 User that Created the B1 Declaration (in this example Meg Ryan) clicks on Verify B1
Declaration and then clicks Submit a message is displayed to indicate that the Rejected B1 Declaration has
been Verified.
The Level-1 Counter Signer (in this example Demi Moore) now Reopens this B1 Declaration using the
Reopen B1 Declaration facility outlined earlier in this manual.
When the Level-1 Counter Signer Reopened the B1 Declaration the Level-1 User who Created the B1
Declaration ( in this example Meg Ryan) can amend, delete or add now expenditure for this B 1 Declaration using
the Update Expenditure Declaration, Create New Expenditure Declaration or Delete Expenditure
Declaration outlined previously.
When the Level-1 User has completed all amendments to this Rejected B1 Declaration the Level-1 User clicks
the Verify B1 Declaration button.
After the Reopened B1 Declaration is Verified the Creator of the B1 Declaration must check that they have
answered all of the Eligibility questions correctly on the Reopened B1 Declaration.
When the Creator of the B1 Declaration has completed all the Eligibility checks on the Reopened B1
Declaration the Creator of the Reopened B1 Declaration clicks on Submit.
A message is displayed to indicate that the Reopened B1 Declaration was Verified.
The Reopened B1 Declaration status changes to Created and the B1 Declaration is ready to be Counter
Signed again (see Counter Signe B1 Declaration outlined previously)
13.
REPORTS
There are specific Reports available from the system however, it is possible to print any screen the user requires
from the system using the Print Screen or using the File Print options. As the screens are all wider than most
A4 paper it is important to check that the data you want to print from the screen will fit on A4 and if not then
the user needs to select Landscape before printing.
13.1. B1 Reports
On the B1 Declaration Details screen under the Counter Signer section a list of Reports appear. There are
eight reports accompanying each B1 Declaration.
The Reports in the ‘This Claim Only’ tab report on the expenditure included in the current B1 Declaration for
the Level-1 Public Body.
The Reports in the ‘Cumulative to Date’ tab report on the cumulative to-date expenditure included in all B1
Declarations to-date for the Level-1 Public Body.
13.2. Export Report to Excel
To export a report to Excel, open the report by clicking on the report name in the B1 Declaration. Scroll down
to the end of the report and click on the Export _____ button located in the lower left of the report.
Depending on the firewall security setting for your Level-1 Public Body you may need to request your IT help
desk for your Level-1 Public Body to permit you to download the Excel file. If your firewall blocks the download
of the Excel file you will receive a message similar to the following message.
When your firewall policy permits you to download the file to Excel a message is displayed asking you to select
Open or Save. If you select Save you will be asked to specify the destination in which you wan the file saved.
Selecting Open will open the Excel file and display it for Viewing purposes but will not save a copy. .
13.2.1. Total Eligible - This Claim Only
From the B1 Declaration Details screen it is possible to view a Total Eligible Report. Click on the Total
Eligible Report hyperlink under the Reports section. The Total Eligible report lists each project included in
this B1 Declaration and the details relating to the Total Eligible figures included in the B1 Declaration together
with BMW and S&E and overall Totals. The Total Eligible report reports on the data included in Row 1 of the
B1 Declaration.
13.2.2. Total Public Report – This Claim Only
From the B1 Declaration Details screen it is possible to view a Total Public Report. Click on the Total
Public Report hyperlink under the Reports section. The Total Public report lists each project included in this
B1 Declaration and the details relating to the Total Eligible Public figures included in the B1 Declaration
together with BMW and S&E and overall Totals. The Total Public report reports on the data included in Row 2
of the B1 Declaration.
13.2.3. Adjustments Report – This Claim Only
From the B1 Declaration Details screen it is possible to view the Adjustments Report. Click on the
Adjustments Report hyperlink under the Reports section. The Adjustments Report lists each adjustment
included in this B1 Declaration and reported in Column C of the B1 Declaration.
To View the report place the cursor on the report name and left click. The report can also be exported to Excel.
Where there are no Negative Adjustments included in the B1 Declaration (Column C of B1 Declaration) then
the ‘Adjustments Report – This claim Only’ will display the message ‘No Results were Found’.
Where the B1 Declaration does include Negative Adjustments – as in the following example for B1 Declaration
Number 242 - then the Adjustments Report – this Claim Only displays details of these adjustments – see
example on following page.
13.2.4.
Total Eligible Report – Cumulative to-date
From the B1 Declaration Details screen it is possible to view the Total Eligible Report – Cumulative todate. Click on the Total Eligible Report under the Cumulative to-date Reports section of the B1 Declaration.
The Total Eligible – Cumulative to-date report details all Eligible Expenditure for all projects included in B1
Declarations to-date for the Level-1 Public Body.
To View the report place the cursor on the report name and left click. The report can also be exported to Excel.
13.2.5.
Total Public Report – Cumulative to-date
From the B1 Declaration Details screen it is possible to view a Total Public Report - Cumulative. On the
Cumulative Reports tab of the B1 Declaration click on the Total Public Report hyperlink under the
Cumulative Reports section. The Total Public – Cumulative to-date report details all Public Eligible
Expenditure for all projects included in B1 Declarations to-date for the Level-1 Public Body.
13.2.6. Total Adjustments Report – Cumulative to-date
From the B1 Declaration Details screen it is possible to view the Total Adjustments Report Cumulative. On the Cumulative Reports tab of the B1 Declaration click on the Total Adjustments
Report hyperlink under the Cumulative Reports section.
Procedures Manual for ERDF Projects REVISED 23.1.2012docx.docx
APPENDIX 13 – FIXED ASSET PROCEDURES
DUNDALK INSTITUTE OF TECHNOLOGY
PROCEDURES AND GUIDELINES FOR THE PURCHASE, CONTROL AND DISPOSAL
OF FIXED ASSETS
1.0
INTRODUCTION
The assets (property and equipment) of Dundalk Institute of Technology are primarily for the
purposes of fulfilling the Institute's missions of teaching, research, public service and general
Institute programmes and related administrative uses.
Therefore the Institute has a responsibility to manage, control and safeguard such Institute
assets, to ensure maximum benefit is obtained from these assets in the course of providing
educational instruction to students, and must ensure the maximum return is obtained by the
Institute in the event of asset disposal
No use of Institute assets shall be permitted which interferes with the conduct of these
functions, or which is inconsistent or conflicts with the Institutes academic mission. Institute
assets are not available for unrestricted use for other purposes.
2.0
PURPOSE
To ensure that a documented, controlled and audited procedure exists within Dundalk
Institute of Technology so that Assets are safeguarded through the proper recording of the
purchase and disposal of all Fixed Assets. An integrated Fixed Assets Register must also be
in place identifying each item of Fixed Asset by number, sub account, location and net book
value, and this procedure documents the control and maintenance of this Register.
3.0
SCOPE
This procedure documents the procedure for the purchase, disposal, identification, barcoding, physical location and stock takes of Fixed Assets within the Institute. It also
documents the way in which Fixed Assets are categorised within the Institute.
4.0
DEFINITION
A Fixed Asset is defined as an item of equipment or fixtures & fittings etc. whose useful life
exceeds one year. (See FRS 15-Tangible Fixed Assets). This is to include all items funded
through the Capital programme of the Department of Education and Science Third Level
Building Unit.
From 1 September 2009, equipment costing less than €3,000 per individual item is written off
to the income and expenditure account in the year of acquisition. Where individual items of
equipment purchased are below the capitalisation limit (€3,000) and the total purchase
Procedures Manual for ERDF Projects REVISED 23.1.2012docx.docx
invoice is in excess of the limit, these items are individually capitalised in the normal way.
All desktops and laptops are capitalised.
Procedures Manual for ERDF Projects REVISED 23.1.2012docx.docx
DUNDALK INSTITUTE OF TECHNOLOGY
PROCEDURES AND GUIDELINES FOR THE PURCHASE, CONTROL AND
DISPOSAL OF FIXED ASSETS
5.0
PROCEDURE
5.1
PURCHASE OF FIXED ASSETS
All Fixed Assets are purchased using normal purchasing or tendering Procedures.
All Fixed Assets should be coded to Agresso Nominal Account Code B340 and the correct
Asset category selected
5.2
CONTROL OF FIXED ASSETS
5.2.1
The Fixed Asset Register
During the financial year a list of Fixed Asset additions is compiled on an on-going basis. At
the financial year end, this list of additions is reconciled to DKIT’s General Ledger. The list
of additions is then included on the Fixed Asset Register, with particular attention being paid
to the number of items purchased and a description of each item. Where applicable a DKIT
Fixed Asset tag number is then assigned to each line item. All assets are then tagged
accordingly by the Finance Office and the Fixed Asset Register is updated with the location
of the asset.
5.2.2
Assets-On-Loan
1.
Dundalk Institute of Technology permits members of staff to borrow, and remove
from the premises, assets for use for Institute related activities only.
2.
No use of Institute assets is permitted which interferes, is inconsistent or conflicts
with the Institutes academic mission.
3.
Borrowing Institute assets for personal use is not permitted by the Institute.
4.
To initiate a request to borrow an asset from the Institute, the staff member completes
an Assets-on-Loan Form (refer to Appendix I), before the commencement of the Loan
Period.
5.
On this form the staff member clearly identifies the asset they wish to borrow, the
dates and duration of the loan period, and the reason for borrowing the asset i.e. the
use to be made of the asset. The staff member then signs this form and passes it to
their Head of Department / Function.
DUNDALK INSTITUTE OF TECHNOLOGY
PROCEDURES AND GUIDELINES FOR THE PURCHASE,
CONTROL AND DISPOSAL OF FIXED ASSETS
5.2.2
Assets-On-Loan – (Continued)
Procedures Manual for ERDF Projects REVISED 23.1.2012docx.docx
6.
The Head of Department / Function reviews the request, ensures that the reason for
the loan does not conflict with the Institute’s mission, and then signs the form, and
passes it to the Technician responsible for the asset.
7.
When the staff member returns the asset after use to its rightful place within the
Institute, they must contact the relevant Technician to arrange for the completion of
the “Confirmation of Asset Return” section of the Asset-On-Loan form.
8,
The Asset-On-Loan Form is retained in each Department on file for future reference,
and audit purposes.
5.2.3
Transfer of Fixed Assets
If an item of fixed assets is removed from a particular location, a Transfer of Asset Form
must be completed and signed by the person conducting the transfer (refer to Appendix II).
The Finance Department amends the Fixed Assets Register accordingly.
5.2.4
Disposal of Fixed Assets
1.
Each Head of Function (including the Estates Manager) is responsible for identifying
& highlighting surplus / damaged assets - property & equipment for disposal.
Obsolete assets should be written off and physically disposed of on an annual basis.
2.
The Head of Function where the asset resides is responsible for filling out a Disposal
of Capital Assets Form (refer to Appendix III).
The principle underlying this process is that it is the Heads of Functions who initiated or approved the purchases for
their departmental use and consequently they have the primary fiduciary responsibility to manage, control and
safeguard such Institute assets, to ensure maximum benefit is obtained from these assets in the course of providing
educational instruction to students and must ensure the maximum return is obtained by the Institute in the event of
asset disposal.
3.
The disposal form must clearly identify
- the relevant asset,
- the reason for disposal,
- the suggested method of disposal (see notes below),
- the original cost,
- DKIT Asset Tag Number.
DUNDALK INSTITUTE OF TECHNOLOGY
PROCEDURES AND GUIDELINES FOR THE PURCHASE,
CONTROL AND DISPOSAL OF FIXED ASSETS
5.2.4
Disposal of Fixed Assets- (Continued)
4.
The Booklet Public Procurement on Tendering for Public Sector contracts outlines
that disposal of Government property should be done either by:
 Public tendering or (Major Property & Equipment)
 Auction
 Alternative options to the above which the Institute may consider
might
include:
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 Donation
 Immediate disposal because of zero value
Note: The Financial Controller & Head of Development are jointly responsible for
organising Auction & Sale by Public Tender.
4. The next step is for the Heads of Department/Function to get approval for the asset
disposal.
5. If the net book value of the asset is under €2,500 then the Director must sign the
form to approve the disposal.
If the net book value of the asset is above €2,500 then the Finance & Audit
Committee must approve disposal and the reference of the meeting approving the
disposal should be entered on the form and passed to Governing Body for approval at
the next meeting.
ONLY WHEN STEPS 1 to 6 HAVE BEEN COMPLETED SHOULD THE FORM
BE SENT TO THE FINANCE OFFICE
7. The Finance Department then completes the following steps:
(a)
Updates the Fixed Asset Register
(b)
Inserts the date on which this is done on the disposal form
(c)
Fills out the invoice and disposal proceeds information
(d)
Processes the necessary accounting entries to record the disposal (a separate
file is maintained each year for disposals.)
6.
6.0
AUDIT / REPORTING
1. The operation and management of all of these procedures is subject to audit on an annual
basis, in accordance with the existing procedures of the Finance Department, and the
Comptroller and Auditor General.
Discrepancies or non-conformance of this procedure are reported to the
Governing Body, as appropriate.
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APPENDIX I
DUNDALK INSTITUTE OF TECHNOLOGY
ASSETS-ON-LOAN FORM
Asset Barcode Number
Description Of Asset
Reason For Loan
Date Of Commencement Of Loan
Latest Date Of Return Of Asset
Employee Signature
APPROVAL OF LOAN
Head Of Department
/ Function Signature
CONFIRMATION OF ASSET RETURN
Date Asset Returned To DKIT
Employee Signature / Date
Technician Signature / Date
Procedures Manual for ERDF Projects REVISED 23.1.2012docx.docx
Appendix II
DUNDALK INSTITUTE OF TECHNOLOGY
TRANSFER OF FIXED ASSETS BETWEEN DEPARTMENTS
Date
DKIT Asset Tag Number
Serial Number
Description Of Asset
Original Location
New Location
Reason For Transfer
APPROVAL OF TRANSFER
Head of Function - Current Location
Signature / Date
Head of Function - New Location
Signature / Date
Pass Completed Form To The Finance Office
CONFIRMATION OF TRANSFER & RECORD UPDATE
Date Fixed Assets Register Updated
Finance Department Signature / Date
Procedures Manual for ERDF Projects REVISED 23.1.2012docx.docx
Appendix III
DUNDALK INSTITUTE OF TECHNOLOGY
DISPOSAL OF CAPITAL ASSETS FORM
DKIT Asset Tag Number
Description Of Asset
Reason For Disposal
Cost of the Asset
Method of Disposal
Scrap
Trade In
Sale
Head Of Department
/ Function Signature
APPROVAL OF DISPOSAL REQUEST
I.
Finance & Audit Committee /
Director Signature / Date
Date of Meeting:_____________
_____________________________
Approved by Governing Body
Date of Meeting :_____________
Pass Completed Form To The Finance Office
CONFIRMATION OF ASSET DISPOSAL & RECORD UPDATE
Date Asset :
Scrapped
Traded In
Sold
Date Fixed Assets Register Updated
Finance Office Signature / Date
Procedures Manual for ERDF Projects REVISED 23.1.2012docx.docx
APPENDIX 14-PURCHASING CARD PROCEDURES
Guidelines re use of AIB VISA Business Card
Sept 2011
Each individual is responsible for the AIB VISA Business card (i.e. Purchasing card) assigned to them. The
card must be managed by the senior admin person in their department.
The senior admin person must maintain a log of each time the card is used. Please see attached
spreadsheet containing all the information required from the purchaser when requesting use of the
card. These details include:
Supplier name
- Supplier address
- Description/Nature of the purchase
- Cost ex VAT
- VAT amount
- Total cost
- Confirm purchase has been approved in advance
- GL Account code
- GL Subaccount code
- Attribute (mostly required for travel/accommodation booking)
When the actual AIB Visa Business card statement is issued, the admin person must reconcile the
statement to the attached spreadsheet.
AIB VISA Business cards must strictly be used for genuine business purposes.
Personal expenditure is not allowable.
The most economical cost option must be incurred at all times.
The following are examples of items not to be purchased using the AIB VISA Business card:
- IT equipment and software (Only the IT manager has authority to purchase these items)
- Items of a capital nature e.g. furniture, office equipment, laboratory equipment etc.
- Routine class materials
- Stationary – should be purchased through the College shop
- Meals/subsistence – claim receipt through ESS system instead
- Journals (Only the Librarian has authority to purchase these items)
- Products/services whereby the supplier is already set up on Agresso
- Any purchases under €50 should be going through Petty cash (excluding internet only purchases)
Original receipts/email confirmations must be provided to the senior admin person to support all
expenditure.
The AIB Visa Business card statement must be signed by the cardholder and returned to the Finance
Office along with the attached receipts and the relevant coding per purchase. A copy of the spreadsheet
containing the expenditure log through the month should be attached to the statement.
Procedures Manual for ERDF Projects REVISED 23.1.2012docx.docx
The above process will be reviewed periodically and any breaches of adherence to above will result in
the AIB VISA Business card being revoked.
Marie Madigan, Finance Manager
Procedures Manual for ERDF Projects REVISED 23.1.2012docx.docx
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