Execution | 2014 Support Materials MS

The document has to be uploaded as a "MS Letter to request an extension of the deadline" in the Documents section of the Accounts.

For this you need to create the Accounts dossier for the given accounting year first!

You can refer to the instructions in section Create accounts and in section Documents of the quick guides IGJ ETC , IPACB , EMFF , FEAD , AMIF ISF , EAFRD EAGF .

The document has to be uploaded as a "MS Letter to request an extension of the deadline" in the Documents section of the Accounts.

For this you need to create the Accounts dossier for the given accounting year first!

You can refer to the instructions in section Create accounts and in section Documents of the quick guides IGJ ETC , IPACB , EMFF , FEAD , AMIF ISF , EAFRD EAGF .

The document has to be uploaded as a "MS Letter to request an extension of the deadline" in the Documents section of the Accounts.

For this you need to create the Accounts dossier for the given accounting year first!

You can refer to the instructions in section Create accounts and in section Documents of the quick guides IGJ ETC , IPACB , EMFF , FEAD , AMIF ISF , EAFRD EAGF .

The document has to be uploaded as a "MS Letter to request an extension of the deadline" in the Documents section of the Accounts.

For this you need to create the Accounts dossier for the given accounting year first!

You can refer to the instructions in section Create accounts and in section Documents of the quick guides IGJ ETC , IPACB , EMFF , FEAD , AMIF ISF , EAFRD EAGF .

The document has to be uploaded as a "MS Letter to request an extension of the deadline" in the Documents section of the Accounts.

For this you need to create the Accounts dossier for the given accounting year first!

You can refer to the instructions in section Create accounts and in section Documents of the quick guides IGJ ETC , IPACB , EMFF , FEAD , AMIF ISF , EAFRD EAGF .

The document has to be uploaded as a "MS Letter to request an extension of the deadline" in the Documents section of the Accounts.

For this you need to create the Accounts dossier for the given accounting year first!

You can refer to the instructions in section Create accounts and in section Documents of the quick guides IGJ ETC , IPACB , EMFF , FEAD , AMIF ISF , EAFRD EAGF .

The document has to be uploaded as a "MS Letter to request an extension of the deadline" in the Documents section of the Accounts.

For this you need to create the Accounts dossier for the given accounting year first!

You can refer to the instructions in section Create accounts and in section Documents of the quick guides IGJ ETC , IPACB , EMFF , FEAD , AMIF ISF , EAFRD EAGF .

The document has to be uploaded as a "MS Letter to request an extension of the deadline" in the Documents section of the Accounts.

For this you need to create the Accounts dossier for the given accounting year first!

You can refer to the instructions in section Create accounts and in section Documents of the quick guides IGJ ETC , IPACB , EMFF , FEAD , AMIF ISF , EAFRD EAGF .

When a document is submitted to EC within an Annual Accounts previous version (for instance version 2017.0), the section to which the document belongs become 'not modifiable' in the next Accounts versions (2017.1, 2017.2, etc). Thus, the section name will be displayed in light grey.

In case you would like to submit other documents for this section, you will need to ask EC (through the Support Team) to set this section modifiable again.

Exceptions: the 'General>Document' section and the 'X-table data' section are always modifiable.

The removal of the option to send the 'Other Member State Document' type in the Accounts was requested by DG EMPL & DG MARE and implemented in October 2016.

Information should be included in the Accounts as Structured data and with the integral/non-integral documents when needed.

The option of the 'Other MS Document' is still in the menu because one must be able to select the already existing 'Other MS Documents', but it will no longer be possible to send new ones.

The removal of the option to send the 'Other Member State Document' type in the Accounts was requested by DG EMPL & DG MARE and implemented in October 2016.

Information should be included in the Accounts as Structured data and with the integral/non-integral documents when needed.

The option of the 'Other MS Document' is still in the menu because one must be able to select the already existing 'Other MS Documents', but it will no longer be possible to send new ones.

The removal of the option to send the 'Other Member State Document' type in the Accounts was requested by DG EMPL & DG MARE and implemented in October 2016.

Information should be included in the Accounts as Structured data and with the integral/non-integral documents when needed.

The option of the 'Other MS Document' is still in the menu because one must be able to select the already existing 'Other MS Documents', but it will no longer be possible to send new ones.

Yes, the Accounts should be submitted (with zero expenditure), a disclaimer of opinion can be issued (in section Audit opinion > Opinion).

The updated guidance note "Guidance for Member States on the Annual Control Report and Audit Opinion to be reported by audit authorities and on the treatment of errors detected by audit authorities in view of establishing and reporting reliable total residual error rates (EGESIF_15-0002-04)" is published on Inforegio(*) under Management and Control and clarifies that:

(refer to page 37)

Disclaimer of opinion in case no expenditure is declared to the Commission during the accounting year:

In case no expenditure has been declared to the Commission in regard to the accounting year and the CA reports no amount of programme contributions paid to financial instruments under Article 41(1) CPR or advances of State aid under Article 131(4) CPR in the accounts, a disclaimer of opinion (covering all 3 elements of the opinion) is deemed appropriate.

This applies even though the AA may have already carried out some system audits. Results of these audits are to be reported under section 4 of the ACR. However, as no amounts have been certified in the accounts, a disclaimer of opinion (due to the accounts and L/R) is deemed appropriate.

Yes, unless no expenses are declared in Appendix 1 and Appendix 7 of the Accounts.

When creating the Accounts the system automatically copies the amounts in Appendix 1 and Appendix 7 from the Final Payment Application for the Accounting year.

If the Final Payment Application has not been submitted in SFC2014, the same amounts that would be declared in the Final Payment Application should be entered in Appendix 1 and Appendix 7.

When validating the Accounts the system verifies the amounts in Appendix 1 and in Appendix 7 against the amounts in the Final Payment Application (if it exists).

In the case the Final Payment Application has not been submitted the system will verify the amounts against ' 0 ' and will generate an error message if the amounts do not correspond.

This is checked by the following validation rules:

2.34 validate in the appendix 1 of the Accounts that the amount in column "Total amount of eligible expenditure entered into the accounting systems of the certifying authority and which has been included in the payment applications submitted to the Commission" (AccountsExpenditure.totalExpenditureAmount) is not higher than  the amount in Column "Total amount of eligible expenditures incurred by beneficiaries and paid in implementing operations” (PaymentApplicationExpenditure.totalExpenditureAmount) of the corresponding last sent or accepted version at EC level of the Final Payment Application of the same Accounting Period (if exists) (error)

2.35 validate in the appendix 1 of the Accounts that the amount in column “Total amount of the corresponding public expenditure incurred in implementing operations" (AccountsExpenditure.publicExpenditureAmount) is not higher than the amount in Column "Total amount of public expenditure incurred in implementing operations" (PaymentApplicationExpenditure.publicExpenditureAmount) of the last sent or accepted version at EC level of the Final…

The Implementation Report & Accounts versions for AMIF/ISF cannot be completely deleted anymore, so the permissions on the delete action were removed and the link ‘Delete’ will not appear among your options.

In case you need to delete the whole IR or Accounts, you will have to ask your Desk-Officer who will analyse case by case and if they confirm, we will temporarily grant the delete action to you.

The Implementation Report & Accounts versions for AMIF/ISF cannot be completely deleted anymore, so the permissions on the delete action were removed and the link ‘Delete’ will not appear among your options.

In case you need to delete the whole IR or Accounts, you will have to ask your Desk-Officer who will analyse case by case and if they confirm, we will temporarily grant the delete action to you.

The name of the authorities are copied automatically from the Designation of Authorities in SFC2014 and should be maintained in the Designation of Authorities dossier.
 
However we have enabled, for this year (version 2018), the editing of the field "name of the person on charge of the authority" in the Accounts module in SFC2014.

The name of the authorities are copied automatically from the Designation of Authorities in SFC2014 and should be maintained in the Designation of Authorities dossier.
 
However we have enabled, for this year (version 2018), the editing of the field "name of the person on charge of the authority" in the Accounts module in SFC2014.

The name of the authorities are copied automatically from the Designation of Authorities in SFC2014 and should be maintained in the Designation of Authorities dossier.
 
However we have enabled, for this year (version 2018), the editing of the field "name of the person on charge of the authority" in the Accounts module in SFC2014.

The Accounts contains 5 main elements: Accounts, Management Declaration, Audit Opinion, Annual Summary Document and a reference to an Annual Control Report version. When the Commission changes the status of the Accounts (after it has been sent by the Member State) they can choose which of the 5 elements can be modified in future Accounts versions for the same Accounting Year. This choice determines which of the 5 elements will have Edit icons in version +1.

Firstly, verify that you have update access as the correct Authority for the corresponding element. You can request this to your SFC2014 Liaison Officer. If you do not know who your Liaison officer is please contact the support team via the 'Support Contact' menu on he portal.

If your access rights are correct and you need to modify one of these elements in a later version of the Accounts then you should contact your desk officer at the Commission (the Accounts must be in one of the following status: 'Returned for modification by EC (Incomplete submission)', 'Returned for correction by EC (Immaterial or clerical errors)', 'Returned by EC for actions to be taken by MS', 'Accepted by EC', 'Accepted by EC with follow-up' or 'EC unable to accept accounts (Decision adopted)') and request that they change the choice of elements to be modified.

The Accounts contains 5 main elements: Accounts, Management Declaration, Audit Opinion, Annual Summary Document and a reference to an Annual Control Report version. When the Commission changes the status of the Accounts (after it has been sent by the Member State) they can choose which of the 5 elements can be modified in future Accounts versions for the same Accounting Year. This choice determines which of the 5 elements will have Edit icons in version +1.

Firstly, verify that you have update access as the correct Authority for the corresponding element. You can request this to your SFC2014 Liaison Officer. If you do not know who your Liaison officer is please contact the support team via the 'Support Contact' menu on he portal.

If your access rights are correct and you need to modify one of these elements in a later version of the Accounts then you should contact your desk officer at the Commission (the Accounts must be in one of the following status: 'Returned for modification by EC (Incomplete submission)', 'Returned for correction by EC (Immaterial or clerical errors)', 'Returned by EC for actions to be taken by MS', 'Accepted by EC', 'Accepted by EC with follow-up' or 'EC unable to accept accounts (Decision adopted)') and request that they change the choice of elements to be modified.

The Accounts contains 5 main elements: Accounts, Management Declaration, Audit Opinion, Annual Summary Document and a reference to an Annual Control Report version. When the Commission changes the status of the Accounts (after it has been sent by the Member State) they can choose which of the 5 elements can be modified in future Accounts versions for the same Accounting Year. This choice determines which of the 5 elements will have Edit icons in version +1.

Firstly, verify that you have update access as the correct Authority for the corresponding element. You can request this to your SFC2014 Liaison Officer. If you do not know who your Liaison officer is please contact the support team via the 'Support Contact' menu on he portal.

If your access rights are correct and you need to modify one of these elements in a later version of the Accounts then you should contact your desk officer at the Commission (the Accounts must be in one of the following status: 'Returned for modification by EC (Incomplete submission)', 'Returned for correction by EC (Immaterial or clerical errors)', 'Returned by EC for actions to be taken by MS', 'Accepted by EC', 'Accepted by EC with follow-up' or 'EC unable to accept accounts (Decision adopted)') and request that they change the choice of elements to be modified.

The Accounts contains 5 main elements: Accounts, Management Declaration, Audit Opinion, Annual Summary Document and a reference to an Annual Control Report version. When the Commission changes the status of the Accounts (after it has been sent by the Member State) they can choose which of the 5 elements can be modified in future Accounts versions for the same Accounting Year. This choice determines which of the 5 elements will have Edit icons in version +1.

Firstly, verify that you have update access as the correct Authority for the corresponding element. You can request this to your SFC2014 Liaison Officer. If you do not know who your Liaison officer is please contact the support team via the 'Support Contact' menu on he portal.

If your access rights are correct and you need to modify one of these elements in a later version of the Accounts then you should contact your desk officer at the Commission (the Accounts must be in one of the following status: 'Returned for modification by EC (Incomplete submission)', 'Returned for correction by EC (Immaterial or clerical errors)', 'Returned by EC for actions to be taken by MS', 'Accepted by EC', 'Accepted by EC with follow-up' or 'EC unable to accept accounts (Decision adopted)') and request that they change the choice of elements to be modified.

It is normal that the status 'Under Examination' will remain during the early stages following the deadline for the Accounts, either until the Commission replies to the Member State with a Final Evaluation on the Accounts (Acceptance or Non-Acceptance), or unless the Commission requests technical corrections from the Member State (Returned for Correction (Immaterial or Clerical errors)).

Yo have to do 2 different things:

1/ Create a new version of the ACR under the Audit tab and update it as needed in SFC2014, then send it again to the Commission.

2/ Create a new version of the Assurance package in the Accounts module in SFC2014. Update the link of the ACR with  the new version and send it to the Commission.

Yo have to do 2 different things:

1/ Create a new version of the ACR under the Audit tab and update it as needed in SFC2014, then send it again to the Commission.

2/ Create a new version of the Assurance package in the Accounts module in SFC2014. Update the link of the ACR with  the new version and send it to the Commission.

Yo have to do 2 different things:

1/ Create a new version of the ACR under the Audit tab and update it as needed in SFC2014, then send it again to the Commission.

2/ Create a new version of the Assurance package in the Accounts module in SFC2014. Update the link of the ACR with  the new version and send it to the Commission.

Yo have to do 2 different things:

1/ Create a new version of the ACR under the Audit tab and update it as needed in SFC2014, then send it again to the Commission.

2/ Create a new version of the Assurance package in the Accounts module in SFC2014. Update the link of the ACR with  the new version and send it to the Commission.

Which amount should I enter in the table?

1. the amount entered in the last payment application?
2. the amount paid to beneficiaries? (because of overpayment A > B)

The same amounts as you would declare in the payment applications. If a final payment application for that accounting year was submitted the system will automatically take its amounts. When no final payment was submitted the most recent amounts for that accounting year as if it was a final payment application declaration has to be entered.

For the amounts submitted in the 17-18 and 18-19 accounting year the system did not prevent submiting a higher amount in the column C in relation to the column of Total and Public expenditure (validation rule 2.47 was added later).

The amount of the payment to beneficiaries is linked to the amount of the expenditure declared in the final payment claim at the latest the 31/07 of the year N. If payments to beneficiaries continue before the submission of the accounts in the year N+1 but in relation to the amount of the expenditure declared in the final payment claim therefore the amount to be declared in the column C cannot be higher than the amount of Total/Public expenditure.

The amount of the Total/Public expenditure should be the amount of eligible expenditure in payment claim forming the basis for each payment to the beneficiary.

This column C is only used for reporting purposes and not for the calculation of the balance of the accounts.

…

If a Member State wants to change/update/replace the Paying Agency, it is mandatory to inform the Commission officially about it (art 102 of 1306/2013).

An Official letter to the Commission should be the basis for any changes. Once this letter is received and processed, the new PA name will be available for selection in the next Declaration of Expenditure created in SFC.

Still in SFC, the new PA name will be available for the creation of new Annual Accounts and new Control Data.

The Management Declaration must be signed by the Director of the Paying Agency, the Audit Opinion by the the Director of Certification Body and the Accounts by the Paying Agency.

This can be done in the lower node or in the higher node. if the Accounts are sent to the higher node without the signatures, it will be displayed a Warning message, on highest Member State node is an Error and will be mandatory the signatures in order to send the Accounts to the Commission.

For 2018 Accounts, Member State will not have to upload the Management Declaration (MD) as a PDF document  anymore, instead you will have to fill a web form for this purpose. (Some other annexes can still be uploaded).  This MD web form can be filled by any user with Paying Agency (PA) Update role. However, once completed it will have to be signed by the Director of the Paying Agency. In case the MD information is modified or related annexed are uploaded/removed, the previous signature is revoked and the MD must be signed again by the Director of the PA

The Audit Opinion will also be composed of web forms and will have to be signed by the Director of Certification Body. Related annexes can still be provided.

Once the Management Declaration and Audit Opinion are signed (including Annexes), any of the users with the PA role can validate the full Annual Accounts package (including other sections) and submit it to their higher node. Then any user with Coordination Body Send role can submit the full package to EC (due to 4 eyes-principle: the user who has last validated the package must be different from the one who submits it to EC).

The Annual Accounts must be signed by a user with the Paying Agency Update role.

The system has been designed to allow 2 different persons (with Paying Agency role); one to sign  the Management Declaration (by the director of the PA) and the other one the Accounts.

To help National Authorities assessing total eligible expenditure and national funding for an Operational Programme in case of an increase in co-financing rates, a new report called 'Cofinancing Rate' has been developed indicating the new minimum national funding for reaching the maximum EU funding adopted in the decision on the OP.

For additional information on how to generate such report using SFC2014, follow this link to the quick guide: https://ec.europa.eu/node/quick_guide/2762

You can find this report under the funds of MARE & REGIO:

For more details about the 'Cofinancing Rate' in case of an increase, please click on the link - - Read more - -

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IT development illustrating the impact of an increase in co-financing rates on total expenditure and national funding

1. A programme modification may affect the European Union co-financing rate. The new rate is applicable, for payment applications introduced by national authorities in SFC, only after notification from the Commission that the modifying decision has been adopted.

The introduction of the annual accounts changes the declaration of eligible expenditure. Eligible expenditure is now declared cumulatively over the current accounting year and not over the entire programming period. For each accounting year, the amount chargeable to the Fund is determined by the accepted annual accounts.

As already described in the Guidance note on the preparation, examination and acceptance of accounts*, any agreed changes in the co-financing rate applies only to the current and future accounting years. The change is applied to the first payment application submitted following the adoption…

To help National Authorities assessing total eligible expenditure and national funding for an Operational Programme in case of an increase in co-financing rates, a new report called 'Cofinancing Rate' has been developed indicating the new minimum national funding for reaching the maximum EU funding adopted in the decision on the OP.

For additional information on how to generate such report using SFC2014, follow this link to the quick guide: https://ec.europa.eu/node/quick_guide/2762

You can find this report under the funds of MARE & REGIO:

For more details about the 'Cofinancing Rate' in case of an increase, please click on the link - - Read more - -

.

.

IT development illustrating the impact of an increase in co-financing rates on total expenditure and national funding

1. A programme modification may affect the European Union co-financing rate. The new rate is applicable, for payment applications introduced by national authorities in SFC, only after notification from the Commission that the modifying decision has been adopted.

The introduction of the annual accounts changes the declaration of eligible expenditure. Eligible expenditure is now declared cumulatively over the current accounting year and not over the entire programming period. For each accounting year, the amount chargeable to the Fund is determined by the accepted annual accounts.

As already described in the Guidance note on the preparation, examination and acceptance of accounts*, any agreed changes in the co-financing rate applies only to the current and future accounting years. The change is applied to the first payment application submitted following the adoption…

To help National Authorities assessing total eligible expenditure and national funding for an Operational Programme in case of an increase in co-financing rates, a new report called 'Cofinancing Rate' has been developed indicating the new minimum national funding for reaching the maximum EU funding adopted in the decision on the OP.

For additional information on how to generate such report using SFC2014, follow this link to the quick guide: https://ec.europa.eu/node/quick_guide/2762

You can find this report under the funds of MARE & REGIO:

For more details about the 'Cofinancing Rate' in case of an increase, please click on the link - - Read more - -

.

.

IT development illustrating the impact of an increase in co-financing rates on total expenditure and national funding

1. A programme modification may affect the European Union co-financing rate. The new rate is applicable, for payment applications introduced by national authorities in SFC, only after notification from the Commission that the modifying decision has been adopted.

The introduction of the annual accounts changes the declaration of eligible expenditure. Eligible expenditure is now declared cumulatively over the current accounting year and not over the entire programming period. For each accounting year, the amount chargeable to the Fund is determined by the accepted annual accounts.

As already described in the Guidance note on the preparation, examination and acceptance of accounts*, any agreed changes in the co-financing rate applies only to the current and future accounting years. The change is applied to the first payment application submitted following the adoption…

The Audit Authorities have to enter the OPINION in the Accounts and not in the Annual Control Report.

This is communicated to the MS Audit Authorities with the guidelines.

The Audit Authorities have to enter the OPINION in the Accounts and not in the Annual Control Report.

This is communicated to the MS Audit Authorities with the guidelines.

The Commission doesn't send any Calculation Report in the specific cases that the amount to pay is zero (0€). The reason of not providing a calculation report for the “0” amount payment claims is that actually no new expenditure is declared to the Commission, so there is nothing to calculate. The cumulative figures remain the same as in the last calculation report which the Commission sent to the Member State through SFC2014. 

If the Accounting Period list is empty this is not an error. Please verify if:

for an Interim Payment Application:

• the DOA has been sent (in time for the current Accounting Period),
• a previous Interim Payment Application is not 'Open',
• the Final Payment for the previous required Accounting Period has been sent,
• the Final Payment Application for the current Accounting Period does not exist yet,
• the Interim Payment Application can be created until the 30/06/ of year N.

for a Final Payment Application:

• the DOA has been sent,
• all existing versions (last working version) are 'Sent' to the Commission, 'Cancelled', 'Fully Rejected by EC' or 'Accepted by EC',
• the Final Payment Application for the current Accounting Period does not exist yet,
• the Final Payment can be created between 1/07/N and 31/07/N.

Table 18a covers the entire programming period. Column F should not exceed the maximum co-financing rate and should follow the rules that were in effect before the COVID crisis measures. 100% co-financing is requested only for expenditures declared in accounting year 2020-2021.

The temporary increase in co-financing for expenditures declared during the accounting year 2020-2021 is indicated by checking the box "100% co-financing" in the table.

The rest of the financial plan should remain unchanged. As this increase is temporary, no other changes to the content of the Programme are necessary at this stage, .
It is therefore sufficient to tick the 100% box, and when the expenditures for this priority axis will be declared in the accounting year 20-21 (payment application for 2020-2021), the priority axis will automatically benefit from 100% co-financing.

To help National Authorities assessing total eligible expenditure and national funding for an Operational Programme in case of an increase in co-financing rates, a new report called 'Cofinancing Rate' has been developed indicating the new minimum national funding for reaching the maximum EU funding adopted in the decision on the OP.

For additional information on how to generate such report using SFC2014, follow this link to the quick guide: https://ec.europa.eu/node/quick_guide/2762

You can find this report under the funds of MARE & REGIO:

For more details about the 'Cofinancing Rate' in case of an increase, please click on the link - - Read more - -

.

.

IT development illustrating the impact of an increase in co-financing rates on total expenditure and national funding

1. A programme modification may affect the European Union co-financing rate. The new rate is applicable, for payment applications introduced by national authorities in SFC, only after notification from the Commission that the modifying decision has been adopted.

The introduction of the annual accounts changes the declaration of eligible expenditure. Eligible expenditure is now declared cumulatively over the current accounting year and not over the entire programming period. For each accounting year, the amount chargeable to the Fund is determined by the accepted annual accounts.

As already described in the Guidance note on the preparation, examination and acceptance of accounts*, any agreed changes in the co-financing rate applies only to the current and future accounting years. The change is applied to the first payment application submitted following the adoption…

To help National Authorities assessing total eligible expenditure and national funding for an Operational Programme in case of an increase in co-financing rates, a new report called 'Cofinancing Rate' has been developed indicating the new minimum national funding for reaching the maximum EU funding adopted in the decision on the OP.

For additional information on how to generate such report using SFC2014, follow this link to the quick guide: https://ec.europa.eu/node/quick_guide/2762

You can find this report under the funds of MARE & REGIO:

For more details about the 'Cofinancing Rate' in case of an increase, please click on the link - - Read more - -

.

.

IT development illustrating the impact of an increase in co-financing rates on total expenditure and national funding

1. A programme modification may affect the European Union co-financing rate. The new rate is applicable, for payment applications introduced by national authorities in SFC, only after notification from the Commission that the modifying decision has been adopted.

The introduction of the annual accounts changes the declaration of eligible expenditure. Eligible expenditure is now declared cumulatively over the current accounting year and not over the entire programming period. For each accounting year, the amount chargeable to the Fund is determined by the accepted annual accounts.

As already described in the Guidance note on the preparation, examination and acceptance of accounts*, any agreed changes in the co-financing rate applies only to the current and future accounting years. The change is applied to the first payment application submitted following the adoption…

To help National Authorities assessing total eligible expenditure and national funding for an Operational Programme in case of an increase in co-financing rates, a new report called 'Cofinancing Rate' has been developed indicating the new minimum national funding for reaching the maximum EU funding adopted in the decision on the OP.

For additional information on how to generate such report using SFC2014, follow this link to the quick guide: https://ec.europa.eu/node/quick_guide/2762

You can find this report under the funds of MARE & REGIO:

For more details about the 'Cofinancing Rate' in case of an increase, please click on the link - - Read more - -

.

.

IT development illustrating the impact of an increase in co-financing rates on total expenditure and national funding

1. A programme modification may affect the European Union co-financing rate. The new rate is applicable, for payment applications introduced by national authorities in SFC, only after notification from the Commission that the modifying decision has been adopted.

The introduction of the annual accounts changes the declaration of eligible expenditure. Eligible expenditure is now declared cumulatively over the current accounting year and not over the entire programming period. For each accounting year, the amount chargeable to the Fund is determined by the accepted annual accounts.

As already described in the Guidance note on the preparation, examination and acceptance of accounts*, any agreed changes in the co-financing rate applies only to the current and future accounting years. The change is applied to the first payment application submitted following the adoption…

In accordance with Article 135.2 of the CPR and Article 45.2 of the FEAD Regulation the Certifying Authority shall submit a Final payment application before the end of the 31^st of July following the end of the previous accounting year (meaning after the 30/06).

If that is not the case then the Interim payment claims for the subsequent accounting year (starting on the 1^st of July) cannot be submitted.

If you have already declared expenditure the Final payment claim has to be submitted by the end of July. The Final payment claim might include additional expenditure (leading to an interim payment) or not (requested amount of zero and thus not leading to a payment).

If you have not submitted expenditure yet special rules are applied.

In absence of expenditure declared for the second accounting year and concerning the Final application for an interim payment (to be submitted by 31 July 2017) and the Accounts (to be submitted by 15 February 2018). The following three cases are foreseen:

Case 1: If the notification of the designation under Article 124(1) CPR has been done before 31 July 2017:

• The CA generates manually in SFC2014 a final application for an interim payment with zero amounts, which is then submitted to the Commission by 31 July 2017.
• By 15 February 2018, the CA generates Accounts with zero amounts in SFC2014. All the other documents related to the assurance package have to be submitted by the MS. The AO will most probably contain a full disclaimer, in which case the ACR will be pro forma.

Case 2: If the notification of the designation under Article 124(1) CPR occurs from 31 July 2017 to 15 February 2018:

• The CA generates manually in SFC2014 a final application for an interim payment with zero amounts, which is then submitted to the Commission once the…

In accordance with Article 135.2 of the CPR and Article 45.2 of the FEAD Regulation the Certifying Authority shall submit a Final payment application before the end of the 31^st of July following the end of the previous accounting year (meaning after the 30/06).

If that is not the case then the Interim payment claims for the subsequent accounting year (starting on the 1^st of July) cannot be submitted.

If you have already declared expenditure the Final payment claim has to be submitted by the end of July. The Final payment claim might include additional expenditure (leading to an interim payment) or not (requested amount of zero and thus not leading to a payment).

If you have not submitted expenditure yet special rules are applied.

In absence of expenditure declared for the second accounting year and concerning the Final application for an interim payment (to be submitted by 31 July 2017) and the Accounts (to be submitted by 15 February 2018). The following three cases are foreseen:

Case 1: If the notification of the designation under Article 124(1) CPR has been done before 31 July 2017:

• The CA generates manually in SFC2014 a final application for an interim payment with zero amounts, which is then submitted to the Commission by 31 July 2017.
• By 15 February 2018, the CA generates Accounts with zero amounts in SFC2014. All the other documents related to the assurance package have to be submitted by the MS. The AO will most probably contain a full disclaimer, in which case the ACR will be pro forma.

Case 2: If the notification of the designation under Article 124(1) CPR occurs from 31 July 2017 to 15 February 2018:

• The CA generates manually in SFC2014 a final application for an interim payment with zero amounts, which is then submitted to the Commission once the…

In accordance with Article 135.2 of the CPR and Article 45.2 of the FEAD Regulation the Certifying Authority shall submit a Final payment application before the end of the 31^st of July following the end of the previous accounting year (meaning after the 30/06).

If that is not the case then the Interim payment claims for the subsequent accounting year (starting on the 1^st of July) cannot be submitted.

If you have already declared expenditure the Final payment claim has to be submitted by the end of July. The Final payment claim might include additional expenditure (leading to an interim payment) or not (requested amount of zero and thus not leading to a payment).

If you have not submitted expenditure yet special rules are applied.

In absence of expenditure declared for the second accounting year and concerning the Final application for an interim payment (to be submitted by 31 July 2017) and the Accounts (to be submitted by 15 February 2018). The following three cases are foreseen:

Case 1: If the notification of the designation under Article 124(1) CPR has been done before 31 July 2017:

• The CA generates manually in SFC2014 a final application for an interim payment with zero amounts, which is then submitted to the Commission by 31 July 2017.
• By 15 February 2018, the CA generates Accounts with zero amounts in SFC2014. All the other documents related to the assurance package have to be submitted by the MS. The AO will most probably contain a full disclaimer, in which case the ACR will be pro forma.

Case 2: If the notification of the designation under Article 124(1) CPR occurs from 31 July 2017 to 15 February 2018:

• The CA generates manually in SFC2014 a final application for an interim payment with zero amounts, which is then submitted to the Commission once the…

This reminder email only concerns programmes for which the designation of authorities (DOA) is notified to the Commission by 31 July 2016!

If the notification of the designation under Article 124(1) CPR occurs from 31 July 2016 to 15 February 2017, you should create in SFC2014 a final application for an interim payment (with zero amounts) to be submitted to the Commission once the designation has been notified.

If the notification of the designation under Article 124(1) CPR does not occur by 15 February 2017, you do not have to submit a final application for an interim payment by 31 July 2016.

When an object is returned by the Commission in SFC2014 it will display as 'Current node' -> 'European Commission'. This is because the version that has been returned is no longer editable by the Member state and they must create a new version of the object in order to edit the information.

The Sending of information by a Member State to the Commission should be electronically signed in accordance with Directive 1999/93/EC.

Sending of the different objects is generating a snapshot document and after the sending an acknowledge
document is generated by the European Commission.

This acknowledge document is signed but the Member State was not signing the snapshot document. The EU Login now provides a functionality of signing without forcing the user to have a certificate. The action to sign will only be triggered when sending to the European Commission:

(1) Enter your SFC2014 Password

(2) Click on the 'Sign' button

The Signature is…

• When data is sent to the Commission, the sender receives an automatic notification from SFC2014
• On the search screen list of Programmes, Payment Applications etc, and in the 'General' section of the object under 'version information', check that the "current node" column is "Commission" and the "status" is "sent".
• In each object (excluding Standalone/referring documents) a snapshot document is added to the 'associated documents' section of the object.
• For single documents, check that the "sent date" is not empty.

- The Object has been sent to the Commission already which means you cannot delete it anymore.

- The Object has not been sent to the Commission yet but it contains a document of type 'Other MS document' which has already been sent to the Commission. In this case you cannot delete the Object anymore.

SFC2014 enforces the "four-eyes" principle, which means that the user who last validated the Object cannot submit it. Two different users are required; one to validate and another to send.

According to Article 3(2) of Commission Implementing Regulation (EU) No 184/2014, “any transmission of information to the Commission shall be verified and submitted by a person other than the person who entered the data for that transmission. This separation of tasks shall be supported by SFC2014 or by Member State’s management and control information systems connected automatically with SFC2014.”

The text boxes provided in SFC2014 follow the official templates. The limits are defined by the Commission implementing act and cannot be extended.

You can provide additional information in other documents which may help the Commission in its assessment of the programme by adding an 'Other Member State document' type in the document section. However, according to article 2(2) of Commission implementing regulation 184/2014 you cannot make references to this in the programme and the additional information will not form part of the programme covered by the Commission decision.

Article 2

Content of electronic data exchange system

1. The electronic data exchange system (hereinafter referred to as ‘SFC2014’) shall contain at least information specified in the models, formats and templates established in accordance with Regulation (EU) No 1303/2013, Regulation (EU) No 1299/2013, Regulation (EU) No 1305/2013 of the European Parliament and of the Council ( 3 ) and the future Union legal act establishing the conditions for the financial support for maritime and fisheries policy for the programming period 2014-2020 (the ‘EMFF Regulation’).

2. The information provided in the electronic forms embedded in SFC2014 (hereinafter referred to as ‘structured data’) may not be replaced by non-structured data, including the use of hyperlinks or other types of non-structured data such as attachment of documents or images. Where a Member State transmits the same information in the form of structured data and non-structured data, the structured data shall be used in case of inconsistencies.

The size limit per file is 500MB.

There is no limit on the number of files or the total size of all files in an object.

The following file extensions are allowed:

".7z",".bmp",".csv",".docm",".docx", ".jpeg",".jpg",".msg",".ods",".odt",".pdf",".png",".ppt",".pptx,".rar", ".rtf",".tif",".tiff",".txt",".xlsb",".xlsm",".xlsx",".zip",".gif"

IMPORTANT INFORMATION as of May 2024 :

Compression formats will be removed from the whitelist and will not be allowed as attachments anymore. This includes formats such as .zip, .z01, .z02, .7zip, .rar, .tar, .gz …

GIS file formats, as well as the following formats, are added to the whitelist and will be allowed: .asice, .adoc, .bdoc, .cdoc, .ddoc, .edoc.

The content of a programme can be seen by an EC user even before it is submitted to the Commission. This is to help the Member States during the amendments process.

Documents can only be consulted when they are sent. This is because documents do not have a full workflow as is the case for the structured data and their content is unknown and could contain sensible data which the Member State doesn't want the Commission to know before it is officially submitted.

Therefore, the "Other MS document" type and the "Informal Commission's Observations" document type were foreseen, so that the Member States could send whatever they want to send during the amendment process on an informal basis and the Commission could send them their observations already before the official submission.

Unfortunately this is a problem in the Microsoft Edge browser, not in SFC2014.

The browser doesn't recognize it's a .pdf file. As a workaround you should save the file and give it the name and extension as indicated on the screen, then you will be able to open it in your downloads folder.

The acknowledgement of receipt is signed with an electronic certificate guaranteeing the date and time of the signature as well as the integrity of this document. The certificate used to sign this document is held by the European Commission and can be verified by the corresponding public key.

The first step to validate the signature is to install the certificate in Acrobat.

(This step is only necessary once per machine)

• First download the SFC certificate file named CertExchangeSFCRootCA.FDF.
• Decompress the zip file and store the certificate on your computer.
• Open Acrobat.
• Go to File > Open and select the certificate from your computer.
• A pop up will be displayed. Click "Set Contact Trust…":

• On the next screen specify that this is a trusted root certificate by checking the option "Use this certificate as a trusted root" and click OK.

• A confirmation message will confirm the import. Click OK and close Acrobat.

Once a document has been sent (there is a date visible in the 'sent date' column) it cannot be deleted.

However, if you are the sender of the document you may choose to 'hide' a sent document so that it is no longer visible within your programme by following the steps below:

1. In the Documents section of your OP (1) select the document from the list (2) and click the Edit button (3):

2. In the Document Details pop-up select the document you wish to hide (1)…

If a Commission user cannot see the other documents you uploaded, this is because these are type 'Other Member State Document' and are sent independently (as you can see below there is no 'sent date') of the Object (PA, OP, RDP IR etc.).

The following steps should be taken for each document in order for them to be sent to the EC:

Select the document to be sent (1) and click on the edit button (2):

Click on the Update &Send link to send the document to the EC:

If a Member State wants to change/update/replace the Paying Agency, it is mandatory to inform the Commission officially about it (art 102 of 1306/2013).

Some Control Data documents are defined in SFC as possibly containing personal data. That's why they're encrypted in SFC2014. These documents do not have an ARES Commission reference. To be able to read (download) these documents from SFC you must have the MS Audit Personal Data Read (MSAPDR) role.

Some Control Data documents are defined in SFC as possibly containing personal data. That's why they're encrypted in SFC2014. These documents do not have an ARES Commission reference. To be able to read (download) these documents from SFC you must have the MS Audit Personal Data Read (MSAPDR) role.

Following best practice would be that version 2017.0 contains one CDS for both funds for one Paying Agency. Then you can spread over different files, e.g. per fund or per Control Data type...

If a Member State wants to change/update/replace the Paying Agency, it is mandatory to inform the Commission officially about it (art 102 of 1306/2013).

An Official letter to the Commission should be the basis for any changes. Once this letter is received and processed, the new PA name will be available for selection in the next Declaration of Expenditure created in SFC.

Still in SFC, the new PA name will be available for the creation of new Annual Accounts and new Control Data.

Since Declaration of Expenditure 2018Q2, the values of column 3 in the 'Financial Instruments' table are automatically computed based on public expenditures  declared for Financial Instruments (articles 59(4)(c); 59(4)(d) or 59(4)(h))  in section 'Expenditure and Adjustments' (= sum column 4, 7' & 8').

Payment Forecast for EMFF:

• • YYYY01 to be submitted by 31/01 of YYYY

  • YYYY02 to be submitted by 31/07 of YYYY

=> the forecast can be created as from 1 month before its submission due date

=> at least 1 version of the OP should be Sent to the Commission!

The Financial Data should only be submitted if the EC Decision Date of the Programme is before the Submission Due Date, i.e.:

31/01 of YYYY for YYYY01

31/07 of YYYY for YYYY02

31/10 of YYYY for YYYY03

Example 1

My OP is adopted on 24/02/2015 and the EC Decision Date is 01/12/2014.

Yes, you have to submit version 201501 of the Financial Data as the EC Decision Date < 31/01/2015.

Example 2

My OP is adopted on 24/02/2015 and the EC Decision Date is 05/02/2015.

No, you don't have to submit the first version (201501) of the Financial Data because the EC Decision Date > 31/01/2015. The application checks the combination of CCI and version and raises an error when you try to create the version 201501. In this case you should only submit the Financial Data from 30/06/2015* onwards.

* You can create the Financial Data 1 month before the submission due date.

The regulation says "the Member State shall submit". So, this means that the programme authorities involved need to coordinate who enters and who sends the dossier. It is a single transmission with a single model in the implementing act and it cannot be split in two!

For example the Certifying Authority (CA) can provide the forecast and the Managing Authority (MA) can provide the implementation data and then they have to decide who will send it to the Commission, keeping in mind that not all Tables have to be provided for each submission period (CA is not involved in the 31/10 submission).

It is actually only "ERDF" or "ESF" that should be used under fund (even for REACT-EU priority axis), the priority in the programme then determines if it concerns REACT-EU or not.

Formatting:

• You must download the Categorisation Sheet Template and do not change the formatting
  • Check there is no space after the text or digits entered. You should remove the space (in each cell) and upload the sheet again
  • Before data entry into the spreadsheet, ensure that the cells in columns A-R are formatted as Text, in columns S to U - Number with 2 decimal points, in column V - number with no decimal point
  • When copying/pasting the information into the Categorisation Sheet please only enter values/data into the cells you require to be edited: do not change the headings or the font or size of the text and only use the copy and 'paste special' function and paste only as values
  • Do not re-arrange the columns

Codes:

• Check that the combinations of codes under Priority Axis, Fund, and Category of Region match those defined in the associated Operational Programme. There's no Category of Region for ETC programmes.
• Check that the Thematic Objective Dimension (column H) matches those defined in the associated Operational Programme
• The codes should be entered into the categorisation sheet as a 2-digit sequence - so "01" instead of "1" (this is also the same for code "0", which should be entered as "00") with the exception of the Priority Axis column which should be encoded exactly the same as it is in the Operational Programme.
• Check that the combinations of codes in columns A to R are unique
• Use the…

If a Member State wants to change/update/replace the Paying Agency, it is mandatory to inform the Commission officially about it (art 102 of 1306/2013).