Guide for project implementation 1.0

GUIDE FOR PROJECT IMPLEMENTATION Practical guidance for project beneficiaries Version 1.0 (26.11.2015)

Contents 1. Introduction ............................................................................................................... 2 2. Starting up the project.................................................................................................. 3 2.1. Fulfilling conditions ........................................................................................... 3 Lead applicant fulfils the conditions .......................................................................3 2.2. Hand over to lead partner ................................................................................... 4 Lead applicant suggests lead partner user ................................................................4 2.3. Startup data ..................................................................................................... 4 Lead Partner fills Supplementary information ............................................................4 2.4. Subsidy Contract ............................................................................................... 5 3. Reporting ................................................................................................................... 6 3.1. Eligibility of costs and how to report them .............................................................. 7 Conversion to euro .............................................................................................7 Staff costs .......................................................................................................7 Office and administration costs .............................................................................8 Equipment .......................................................................................................8 3.2. Partner Report ................................................................................................. 8 Reporting preparation costs, Period 0 .....................................................................9 Activity reporting (Partner report) ....................................................................... 10 Financial reporting (List of expenditures) ............................................................... 11 A tip to keep in mind: Salary Costs ....................................................................... 12 Reporting lump sums ........................................................................................ 12 Attachments .................................................................................................. 13 Partner contribution and forecast ........................................................................ 13 Submitting the partner progress report .................................................................. 14 3.3. Project Report ................................................................................................. 14 Reporting preparation costs, Period 0 ................................................................... 14 Activity reporting (Project report)........................................................................ 15 Financial reporting (List of expenditure) ................................................................ 15 Attachments .................................................................................................. 15 3.4. Payments to projects ........................................................................................ 16 Final Report .......................................................................................................... 16 Attachments .................................................................................................. 16 4. Project implementation ............................................................................................... 17 4.1. Following up the project .................................................................................... 17 4.2. Messages and notifications ................................................................................. 17 4.3. Changes in VAT status ....................................................................................... 17 4.4. Submitting a modification request ........................................................................ 18 5. Annexes ................................................................................................................... 19

Guide for project implementation Central Baltic Programme 2014-2020

1

1. Introduction This guide contains practical information related to project implementation procedures.

This guide should be read together with the valid version of the Programme Manual. The Programme Manual defines the programme rules and procedures whereas this guide explains how these are implemented in practice.

The eMonitoring System (eMS) is used for all project reporting and other implementation procedures. Therefore this guide largely focuses on how to use the eMS. In the eMS each project has two main views: the “project” i.e. the application itself and “reporting”, through which all reports can be accessed.

In addition to written guidance, the JS Contact Person will support the project during the whole project life-cycle. The JS support focuses on helping the project reach its expected results.

Guide for project implementation Central Baltic Programme 2014-2020

2

2. Starting up the project The Steering Committee selects projects for funding. Projects that are selected for funding may be approved under conditions. For information on starting up a project approved under conditions, see chapter 2.1. If a project is approved without conditions, go to chapter 2.2.

Fulfilling conditions / Hand over to LP

Startup data

Subsidy contract

Figure 1. Starting up the project

2.1. Fulfilling conditions Lead applicant fulfils the conditions The lead applicant signs in to the eMS. When the user enters the project, Modification Request is shown with decision state and decision message set in Condition in decision.

At this point, the application form can be modified. The Contact Person at the Joint Secretariat will provide support on how to fill in the application.

After the lead applicant has made changes to the application form, the applicant opens “Application and contract�, chooses Check modifications and after that pushes the Submit change button. A yes / no confirmation is asked. The JS/MA will assess the changes made. If the conditions have not been fulfilled within the set deadline, the project will be rejected. If the conditions have been fulfilled within the set deadline, the project will be approved. The project status will be changed to Approved and the Contact Person will inform you of the approval, asking you to select the lead partner user, see 2.2.

Guide for project implementation Central Baltic Programme 2014-2020

3

2.2. Hand over to lead partner Lead applicant suggests lead partner user Lead Applicant needs to open the application and select the section Lead Partner in the menu.

In Lead Partner the lead applicant writes the username of the prospective lead partner in the Prospective Lead Partner field and pushes Declare as Lead Partner. A yes / no confirmation message is shown.

The prospective lead partner will receive an automatic email that he/she has been nominated as a prospective lead partner in a project.

The JS Contact Person approves this user. If the lead partner user is rejected, the lead applicant is informed by the JS Contact Person to propose a new one.

Once the lead partner user is approved, the lead partner needs to fill in startup data.

2.3. Startup data Lead Partner fills Supplementary information The approved Lead Partner user signs in to the eMS, opens the application and selects Supplementary Information to fill in startup data.

Project management Here information on the assigned people responsible for the project’s (content) management, financial management and communication is filled in. Depending on the project, one person may be responsible for one or more of these tasks.

Information on the location of official project documents is also included here. Each partner is responsible for maintaining its’ own official documents. Under “name” also the position of the responsible person can be filled in (bookkeeper or similar) Bank account information The bank account information for the Lead Partner needs to be filled in. To confirm the information, the form below the link must be filled in and attached to the project files. The file should be named Bank account information_LP name_date. http://ec.europa.eu/budget/library/contracts_grants/info_contracts/financial_id/fich_sign_ba_gb_en.pdf

The bank account information must always be kept up-to-date by the Lead Partner. If the bank account changes, the information must be changed immediately and a corresponding document attached. All payments are made to the bank account declared in this section.

Guide for project implementation Central Baltic Programme 2014-2020

4

The Lead Partner is responsible for the correctness of the information; any risks or costs related to payments going to wrong accounts due to incorrect information provided by the Lead Partner are borne solely by the Lead Partner.

FLC Here, preliminary information on the FLC of each partner can be filled in. Please note, that this is not an official decision by the project but rather a national decision.

In Estonia, Latvia, Sweden and Ă…land the FLC is organised in a centralised way. In these cases the partner should refer to the national institution. No individual controller needs to be named.

In Finland, the FLC is organised in a decentralised way and each partner is responsible for finding its own auditor. The partner may therefore add information on the proposed auditor in this section. The auditors must be certified by the Finnish Ministry of Employment and the Economy, wherefore the official decision on the auditor can only be given after the certification. The Ministry will inform the programme directly of the certified auditors for each partner.

User assignment For each partner, fill in information on the user(s) that have the right to prepare reports.

Information should be filled in for the Lead Partner also.

A New user for a partner is set by writing the username of the partner into New User field and pushing Add. A user assignment can be removed by selecting the user and pushing Remove.

Note, that partners cannot start filling in reporting before the users have been assigned.

Documents For each partner, fill in information on where the archives for project documents are kept and who is responsible for them. As this information may in some cases be used several years after the closing the project it is advised to fill in information for a position and/or a general e-mail address rather than for a concrete person. In such a case, fill in the work title of the relevant person instead of first and last name.

2.4. Subsidy Contract The Subsidy Contract is created by the Managing Authority and sent to the Lead Partner. The Subsidy Contract is one of the few documents signed on paper. The Lead Partner will receive two signed copies of the Contract for signing. The Lead Partner shall then return one copy to the Managing Authority.

Guide for project implementation Central Baltic Programme 2014-2020

5

3. Reporting Regular reporting is a way for the partners to follow their implementation and to stay on track about the progress of the project. In a similar way it is the main tool for the JS/MA to get information on how the project is meeting its targets.

A significant part of reporting is the claiming of costs. All costs have to be covered first by the partners and can then be claimed for reimbursement. Each partner fills in their partner progress report. All costs must be verified by each partner’s FLC. The report shall be submitted to the FLC 15 days after the end of the reporting period.

Figure 2. The reporting procedure

Guide for project implementation Central Baltic Programme 2014-2020

6

The FLC has three months to perform its work. In case the FLC requires clarifications, the time for the partner to reply satisfactorily to the questions is not counted into the three months.

Finnish project partners must in the beginning of the project have their First Level Controller certified by the Finnish Ministry of Employment and the Economy.

Some general advice applies for all reporting: Write the reports in a way that is understandable for also people outside your specific field of expertise; be truthful and honest in the explanations. The JS/MA does not expect to read about only the success stories of the project but wants to get the full picture of how the partnership is doing. This helps the programme staff to target its support to projects better and to prevent any future problems; Make references to the project plan and make sure that your objectives.

A tip to keep in mind: The partners are strongly advised to fill in the report continuously during the reporting period. This will make the work considerably easier.

activities are in line with the set

A report is done for each reporting period. In some cases the period may be shorter than the full 6 months. Even then, a report for this period is created and filled in for that period of time.

3.1. Eligibility of costs and how to report them This chapter explains the basics of how to report different types of costs or in general what to take into account when reporting project costs.

Costs should be reported in the period when they have been paid, as a general rule. In some cases the period when a cost is paid doesn’t coincide with when the activity has taken place (flight tickets or payments for seminars). Costs cannot be included before the activity has been taken place. If a cost remains for the next period, you may comment on this in the partner comment field for the cost and refer to the activity in the previous period.

Conversion to euro All costs that have incurred in another currency than the euro shall be converted to euro at the time of reporting. This rule applies to partners located outside the euro zone but also to euro zone partners who have paid a cost in another currency.

All conversions to euro are made automatically by the eMS. Costs are marked in the original currency and the currency is selected. The final conversion rate is calculated when the report is submitted to the FLC.

Staff costs Salaries are recommended to be reported by employee by month (bruto salary). The project can only report the share of the holiday allowances/salaries that have been earned during the project implementation and that is related to the time person has been working for the project (please remember also to check the national eligibility rules). Reservations for holiday allowances/salaries are not eligible, but the actual costs can be reported when they have been

Guide for project implementation Central Baltic Programme 2014-2020

7

paid out. Note, that no salary related payments cannot be accepted if they are paid after the project end date.

In certain cases, defined in the Programme Manual, employees may be required to fill in timesheets. The timesheet must contain information on the total working time (divided between the project and other activities, if needed) per day with brief information on the tasks done. A template is provided as an annex to this guide. The partner may also suggest to the FLC the use of an existing template of the organisation. The FLC decides on which template meets their needs for verifying the eligibility of costs.

Office and administration costs The office and administration costs are covered as a flat rate. The costs under this flat rate should not be marked to the project cost centre or account in bookkeeping. The sum is calculated automatically by the eMS and is paid without supporting documents.

Equipment In case depreciation applies (definitions in the Programme Manual), the partner must provide the FLC’s with a depreciation plan when the cost is first reported. The plan must show the total value of the purchase, the period of its use and the cost per month/reporting period. The cost per period is reported in each period.

Example: Equipment purchased

Total cost of equipment

Depreciation time of equipment

Time that equipment is used

Unit price: Total cost/ depreciation time

Computer

700 EUR

36 months

Project duration: 1.1.2016-31.12.2016 (12 months)

700/36 = 19,44 EUR/month

Final project cost

19,44x12 = 233,33 EUR

3.2. Partner Report Reporting is opened by clicking on the project with View Reporting icon in the list from Dashboard or My Applications or other list. Ensure that all relevant partner (including the Lead Partner) users have been assigned under Supplementary information (see chapter 2.3).

A new report can be started by clicking on Create New Report. This will create a partner report for the first period that doesn’t have a report yet. The previous report must be submitted to the FLC before a new one can be started.

Each new report contains the same basic data about the project. The reporting period is visible on the front page and in the header of the report. Each report should only contain information related to the activities and costs relevant for this period.

Guide for project implementation Central Baltic Programme 2014-2020

8

On Partner Report page all information besides expenses is reported, while the List of Expenditure page is used for reporting expenses.

Reporting preparation costs, Period 0 All partners are asked to fill in this report, even if they do not report preparation costs. If no costs are claimed, please only inform of this in the summary field and otherwise leave the report empty.

As preparation costs are reported and paid out as a lump sum, special simplified requirements apply to this report.

The partner report consists first and foremost of a description of the activities undertaken in the Work Package Preparation. A brief summary may be added.

The preparation lump sum is reported as the only cost for those partners for whom the cost was budgeted. The sum is reported in the List of expenditure under Travel and accommodation costs. Only limited information is required for lump sums: Budget line – Travel and accommodation Currency – EUR for all partners, except SEK for Swedish partners Total value of item in original currency – Total cost of invoice (including VAT) in national currency (i.e. SEK for Swedish partners) Declared amount in the original currency – Amount of cost declared for the project excluding VAT if VAT can be recovered by any mean – as in most of the cases – or with VAT if that is definitely borne by the beneficiary. Amounts are declared in national currency (i.e. SEK for Swedish partners) Description 1 or CREDITOR – Fill in Partner name Description 2 or SPECIFICATION OF THE INVOICE – Fill in “lump sum preparations” As the preparation lump sum is paid out based on a methodology defined by the Programme, no supporting documents or proof on indicator fulfilment is needed.

The report for Period 0 is filled in and submitted to the FLC according to the set reporting schedule. The report will be handled by the FLC and JS/MA together with the report for period 1. The ERDF support for both periods will be paid at the same time.

Guide for project implementation Central Baltic Programme 2014-2020

9

Activity reporting (Partner report) Summary of partners work Fill in a summary of what has happened in the project during this reporting period: what have you done, who participated in what and in general what was the outcome.

Project main outputs delivered Click Add and then you will be able to choose the relevant outputs from a dropdown menu. Here you will report only on finally delivered outputs, not those still in progress. For each output, provide a short description of the progress. For completed outputs you can add a document as evidence of its delivery.

Target groups Click Add and choose the relevant target group from a dropdown menu. This information is collected for each reporting period, so always explain how many you have reached from this particular target group during the reporting period. Also give a brief explanation of the activities and any lessons learned.

Reporting per work package For each work package, give a description of the partner’s activities and your contribution to reaching the objectives of this work package.

You are also asked to provide information on any problems faced during implementation. This information should be used for the partnership and Joint Secretariat to foresee any issues before they develop further. If the problems have been solved, also information on the solutions found should be explained.

Finally, you can the relevant deliverables by choosing Add deliverable and selecting the relevant one from the dropdown menu. Describe the completed deliverable and its final use. When possible, add a copy of the deliverable. Where it cannot be added to the eMS, send a copy of it to the FLC and to the LP when submitting your report. The LP shall collect all deliverables and submit them together with the project progress report.

Guide for project implementation Central Baltic Programme 2014-2020

10

Financial reporting (List of expenditures) On the List of Expenditure page the columns of the table can be changed to the user’s liking to hide excess data from the screen by clicking Columns.

An expense is added to the report by clicking Add and filling the form with the following information: Budget line – The budget line that the expense belongs to Internal reference number – Transaction number in your accounting system Invoice date – Date given on the invoice if applicable Date of payment – Payment date in bookkeeping Currency – EUR for all partners, except SEK for Swedish partners Total value of item in original currency – Total cost of invoice (incl VAT) in national currency (i.e. SEK for Swedish partners) VAT – Amount of VAT in national currency (i.e. SEK for Swedish partners) Declared amount in the original currency – Amount of cost declared for the project excluding VAT if VAT can be recovered by any mean – as in most of the cases – or with VAT if that is definitely borne by the beneficiary. Amounts are declared in national currency (i.e. SEK for Swedish partners) Expenditure outside the programme area – This box should be ticked if the expenditure relates to a travel or activity outside the programme area. Details on which costs are counted can be found in the Programme Manual chapter 3.6. Other rules Description 1 or CREDITOR – Full name of the Creditor Description 2 or SPECIFICATION OF THE INVOICE – Short description of the cost item to explain why it is reported Partner comment – Possibly to write more justifications if needed Note that the programme will not follow costs per work package. The eMS has been built to monitor costs also on work package level, wherefore a dropdown menu currently exists for this purpose. The dropdown and other references to budget monitoring per work package will be hidden. If information is still visible, please choose any work package to be able to add the cost to the list of expenditure. This information will not be followed up.

Guide for project implementation Central Baltic Programme 2014-2020

11

Supporting documents are added for the expense by clicking Upload. After choosing the documents from the local hard drive, click on Upload Supporting Documents. Documents can be also removed by clicking on the trashcan icon next to them.

A tip to keep in mind: Salary Costs For salary costs there usually is no invoice number so you can fill in N/A. If the salary cost of an employee is recorded in the project accounts on the basis of the time sheets, you can indicate the last date of salary payments as date of payment. As a creditor you write the name of the employee.

The expense is saved by clicking Add.

Reporting lump sums Budget line – Fill in the name of the relevant lump sum, as set in the budget and Subsidy Contract Currency – EUR for all partners, except SEK for Swedish partners Total value of item in original currency – Total cost of lump sum (including VAT) in national currency (i.e. SEK for Swedish partners) Declared amount in the original currency – Amount of cost declared for the project excluding VAT if VAT can be recovered by any mean – as in most of the cases – or with VAT if that is definitely borne by the beneficiary. Amounts are declared in national currency (i.e. SEK for Swedish partners) Guide for project implementation Central Baltic Programme 2014-2020

12

Description 1 or CREDITOR – Fill in Partner name Description 2 or SPECIFICATION OF THE INVOICE – Fill in “lump sum XX”, using the name set in the budget and Subsidy Contract.

Proof on indicator fulfilment is needed for all lump sums.

Attachments Remember that the eMS is not an official archive for project documents. The supporting documents are stored here only for the time needed to check the costs and make a payment to the project. After this they will be automatically deleted.

Any other attachments that you find relevant for the report, but aren’t yet added as supporting documents for an invoice or proof of delivery of an output, can be added in the Attachment section. The Subsidy Contract will be added by the Managing Authority in this section, once the Contract has been approved. The Partnership Agreement shall be added by the Lead Partner in this section, once it has been approved (latest by the time of submitting the first partner reports to the FLC’s).

Attachments that are typically requested by the FLC are:  Bookkeeping list/general ledger  Copies of original invoices and other equivalent probative accounting material  Supporting materials to invoices  Lists of participants  Meeting agendas  Specimens of deliverables  etc.  Adequate documentation for the value of salaries:  Copies of employment contracts or similar documents  Time sheets when required  Salary slips  Payment orders/bank statement of the paid out salaries  Bank statement of the actual payments  Clarification of depreciation methods used (for the first depreciation of the item in question)  If the VAT status changes: Certifications that VAT is not recoverable if VAT is included in the project costs and the certification has not been submitted earlier. Possible also to submit as scanned version.

The FLC in each country will provide detailed information on their requirements.

Partner contribution and forecast Add here a forecast (in EUR) of how much money you foresee to spend in the next reporting period. The information is not in any way binding but is simply used by the programme to estimate its financial flows. Therefore, please be as realistic and precise as possible in the estimation.

The description provided may be a brief reference to the foreseen activities. If you foresee considerable changes to the timing of activities (and therefore costs to incur), comment on this.

Otherwise you can make a reference to the approved work plan.

Guide for project implementation Central Baltic Programme 2014-2020

13

You also must introduce the source of partner contribution in the report. This is needed for later steps of the reporting and payment process for calculating correctly the share of public and private financing. Therefore always indicate the contribution and its source in this section.

Submitting the partner progress report After the Partner Report and List of Expenditure are filled by the partner, the report needs to be checked by clicking Check Saved Report. If the check succeeds, the partner can submit the report to FLC by clicking Submit Report. A confirmation for submitting the partner report is asked.

A prerequisite is that the Lead Partner has set users for partners (including the Lead Partner) to fill in partner reports, as described in 2.3.

3.3. Project Report The Lead Partner prepares and submits the Project Progress Report based on the partner reports that have been checked by the FLC. The Project Progress Report builds on the partner reports but should provide an overview of the project as a whole. The content must be filled in by the Lead Partner, based on the information provided by the partners. The content is not automatically transferred from partner reports, but it is up to the Lead Partner to analyse the information of the whole project and provide a joint report for the period.

Reporting preparation costs, Period 0 As preparation costs are reported and paid out as a lump sum, special simplified requirements apply to this report.

The partner report consists first and foremost of a description of the activities undertaken in the Work Package Preparation. A brief summary on the highlights or problems encountered may be added.

The preparation activity should be chosen as Completed.

The preparation lump sum is reported as the only cost for those partners for whom the cost was budgeted. The relevant FLC certificates must be added under Certificates.

The report for Period 0 is filled in and submitted to the FLC according to the set reporting schedule. The report will be handled by the FLC and JS/MA together with the report for period 1. The ERDF support for both periods will be paid at the same time.

Guide for project implementation Central Baltic Programme 2014-2020

14

Activity reporting (Project report) Highlights of main achievement Here information on the highlights of the reporting period should be recorded. What has happened in the project and what worked especially well? What have you learned?

Objectives reached and main outputs delivered In this section data will be shown related to how your project is progressing. An overview of the main outputs’ delivery is presented here.

Choose the level of achievement from the dropdown menu for each project specific output and provide an explanation.

Information on the target groups reached is presented here. The Lead Partner must go through and analyse information provided by the partners and add up the correct figures here.

Reporting per work package The Lead Partner should review and summarise the information provided by the partners.

Provide information about the activities carried out and the role of each partner in the activities. Also any problems identified should be accounted for here, as described in the Partner Progress Report guidance.

Horisontal principles An overview shall also be given of how the horizontal principles of the programme have been taken into account in implementation. As in the application form, the project is asked to be realistic and only provide relevant information on the direct impact of the project.

Financial reporting (List of expenditure) The Lead Partner sees all the costs reported by the partner and verified by the FLC. The Lead Partner should as a general rule include all these costs in the Project Progress Report.

The Lead Partner has the possibility to make deductions if the flexibility rule has not been obeyed. In exceptional cases the LP may also detect costs that are not relevant for the project and deduct these. Any deductions should be justified in the text field LP comment. The information is used by the JS/MA when making the final decision on the payment.

Attachments The project may wish to submit additional documents with the report. Specimens of project outputs can be attached when possible. Otherwise they shall be sent to the Contact Person in the Joint Secretariat by regular post: Central Baltic Programme 2014-2020 Regional Council of Southwest Finland P.O. Box 273 20101 Turku Finland Guide for project implementation Central Baltic Programme 2014-2020

15

The following attachments are mandatory with the first Project Progress Report:  Document proving the right of the “official user” to sign documents on behalf of the organisation  Copy of the signed Partnership Agreement (to be saved under the Attachments section of the project)

All attachments should be named clearly so that they are easily identifiable. For example: Output 1.1._final report_YYMMDD

3.4. Payments to projects Once the project report has been submitted to the JS, the JS will first ensure that the report is complete. If needed, the Lead Partner may receive a request to complement the report. An advance payment of 60% of the applied ERDF sum will be made to the Lead Partner.

The report will be handled by the project’s contact person, but also other people working on communication and programme finances. The focus is on getting a good understanding of the progress of the project, ensuring that all costs and activities are relevant for the project and thus eligible, and that the outputs and results are being achieved according to plan.

After all checks have been completed, the remaining eligible ERDF funds will be paid to the Lead Partner. The Lead Partner must ensure that its bank account information is kept up-to-date at all times. The Lead Partner bears the responsibility if money is paid to the wrong account or if additional costs occur.

Final Report At the end of the project, the whole project is summarised in a project final report. The final report consists of only content questions and no costs are reported with it. The final report should be handled and approved by the Steering Committee.

Instructions on how to fill in the Final Report will be updated.

Attachments The minutes of the Steering Group, where the final report is discussed and approved, are a mandatory annex with the final report.

Guide for project implementation Central Baltic Programme 2014-2020

16

4. Project implementation Frequent monitoring of the project is of vital importance especially for the Lead Partner. The project living tables (chapter 4.1.) provide valuable support in this, but it is likely that the partners also need their own tools and tables for internal monitoring.

If the partnership notices that the approved project application to some parts need to be updated in order for it to be able to reach the promised results and outputs, the project may apply for a modification (chapter 4.3.). As the project can only apply for modification twice and as all modifications only become valid once they have been approved, it is strongly advisable to plan well ahead. The Lead Partner must ensure that the needs of all partners are gathered and included as relevant.

4.1. Following up the project The eMS contains information, so-called living tables, where you have access to real-time data regarding your project. As the name indicates, these tables are “living� i.e. they are updated whenever relevant data is saved in the eMS.

4.2. Messages and notifications You will receive automatic messages to remind you of reporting deadlines and other key steps of programme implementation.

You may also receive other messages from the JS/MA related to the implementation of the project. All official communication related to project implementation is done through the eMS. Therefore the messages should be checked regularly. These messages are sent to the e-mail address of the person defined as lead applicant/partner in the eMS. The system also sends e-mails telling about messages received in eMS. If you do not receive the messages, they might be blocked by security settings in your e-mail system. Please review the situation and be in touch with your e-mail administrator, if needed.

4.3. Changes in VAT status Should the VAT status of the project change during implementation, the JS contact person and the FLC must be informed about the change. In both cases a budget modification may be requested by the JS.

Guide for project implementation Central Baltic Programme 2014-2020

17

4.4. Submitting a modification request The project may use the flexibility rule to adjust its budget during implementation. When this is not enough, a modification request may be requested. The rules related to modifications are described in the Programme Manual, chapter 3.4.

The modification is usually launched by the Lead Partner, informing the Contact Person of the needed change. The modification is then made and approved in eMS (further guidance will be added).

As long as the project has an open modification request, the project will open in the modification request view. Once the updates have been made, they should be saved and submitted. The JS will then review and approva the changes made.

All modifications come into force only when they are approved by relevant body (this may be the JS, MA or even Steering Committee, depending on the case).

Guide for project implementation Central Baltic Programme 2014-2020

18

5. Annexes Example of time sheet template  Time sheets can be used as a tool to record time spent on carrying out project activities by staff members assigned to work part-time on the project  The time sheet must cover 100% of the actual working time of the staff member  An overall description of the work carried out by the staff members on the project in the month concerned shall be provided  In addition to hours spent on project activities, timesheets should indicate time dedicated to other activities outside the project that contributed to the employee’s salary payment in the same month  Working time must be recorded per month throughout the entire duration of the project  Only time included in time sheets is eligible and can be reported by the partner organisation  Estimates of hours worked are not accepted Minimum requirements in a timesheet: Project acronym and ID: Organisation name: Employee name: Month/Year: Example template: Date

Project work description

Number of hours worked on the project

Other activities (number of hours)

TOTAL

Total

Actual 100% of working time

I hereby confirm that the project work stated above is correct and true …………………………………………………….

(Place, date and signature of project employee) I hereby confirm that the project work as stated above is correct and true …………………………………………………………..

(Place, date and signature of line manager)

Guide for project implementation Central Baltic Programme 2014-2020

19