Financial Data (IPA-CB)

MS Certifying Authority

MS Managing Authority

Record Financial Data

Upload Financial Data

Consult Financial Data

Delete Financial Data

Validate Financial Data

Send Financial Data

Return Financial Data

Create New Version of Financial Data

IPA-CB

REMARK

For IPA-CB, there must be a Programme version 'Adopted by EC' in order to create a new Financial Data.

When editing a version of a Financial Data, its status must be 'Open', 'Ready to send', 'Sent' or 'Returned for modification by MS' and currently resides on the user's level.

The user has the role MS Managing Authority Send or/and Update OR MS Certifying Authority Send or/and Update.

REMARK

The version number is a concatenation of the submission year and of the Payment Forecast Submission Code (ex. 201501). The following Submissions and related Version numbers exist:

For IPA-CB:

YYYY01 to be submitted by 31/01 of YYYY

YYYY02 to be submitted by 31/07 of YYYY

YYYY03 to be submitted by 31/10 of YYYY

REMARK

The Version list contains all Financial Data versions which do not yet exist for the CCI and which have a due date <= current date + 1 month. This allows creating Financial Data 1 month before their due date. The most recent version is shown first.

REMARK

Upon creation of the Financial Data the content of the Table of Contents depends on the submission period.

For the 31/01 submission it contains all 3 Tables.

For 31/07 it only contains Tables 1 and 3.

For 31/10 it only contains Table 1, in this case it is not really a Financial Data but a declaration of Financial Progress.

When creating the first version of a YYYY02 submission, the system will copy the data from the last available version of the YYYY01 submission of the same year, eventually for IGJ/ETC updated with new records for Tables 1 and 3 coming from a more recently adopted Programme version.

In case there was no previous submission version there cannot be any copy and the version should be created entirely based on the last adopted Programme version.

Note

Officials in Charge can be updated at any time, independent from the status of the Financial Data.

Note

Commission Officials (email domain "ec.europa.eu") can only be created/updated/deleted by Commission Users.

Description

Non-Integral

Integral

System

Required

Other Member State Document

X

Snapshot of data before send

X

X

X

Acknowledgment of Receipt

X

X

REMARK

Commission Registration N° is only enabled for Commission Users, while Local Reference is only enabled for Member State Users.

REMARK

Referential /non- integral Documents (ie. 'Other Member State Document') can be sent at any time independently of the status of the Financial Data.

The 'Other Member State Document' type demands a manual submission (they are NOT sent automatically within the Payment Application). The other document types, integral documents, are automatically sent - together with the encoded data – when the Payment Application is submitted to the EC.

You can find in our Portal the types of documents that can be uploaded and sent by the Member State.

A document is only visible to the Commission when the Sent Date is visible:

Note

The Update & Send button will only be shown for documents which are non-integral and after at least one attachment was added.

If more than one file are uploaded from the same document table, when clicking the Update & Send link, will send all the files and not only the one(s) for which the check-box has been ticked.

REMARK

Only documents that have not yet been sent to the Commission can be deleted.

Note

Sent Documents can never be deleted, but the sender can decide to hide the content for the receivers in case of an erroneous and/or accidental send.

REMARK

The Tables of Content depends for the Financial Data on the submission period. For the 31/01 submission it contains all 3 Tables, for 31/07 it only contains Tables 1 and 3 and for 31/10 it only contains Table 1.

When creating the first version of a YYYY02 submission, the system will copy the data from the last available version of the YYYY01 submission of the same year, eventually for IGJ/ETC updated with new records for Tables 1 and 3 coming from a more recently adopted Programme version.

In case there was no previous submission version there cannot be any copy and the version should be created entirely based on the last adopted Programme version.

Note

The records are automatically foreseen, based on T16 (IPA-CB) of the last adopted Programme version.

For IPA-CB there will not be a Category of Region column.

Note

The records are automatically foreseen, based on T16 (IPA-CB) of the last adopted Programme version.

For IPA-CB there will not be a Category of Region column.

For IPA-CB Programmes, instead of the Thematic Objective list, a Thematic Priority list will be shown, containing only the Thematic Priorities defined against the Priority Axis in the Programme.

REMARK

-       The Import button allows importing data from a correctly formatted Excel file available on the SFC portal.

-          The formatting of this document should not be changed. Refer to the chapter in this guide for information on Frequent Categorisation Sheet Errors

-          The import will delete all existing records and add all records from the Excel, so that an Import from Excel replaces what is in the database with what it is in the Excel.

-          When not all records from the Excel file could be imported successfully, an alert will be displayed at the end of the import saying "Not all records from the Excel file were imported because the format was not correct or because the codes do not exist".

Note

The records are automatically foreseen, based on T16 (IPA-CB) of the last adopted Programme version.

For IPA-CB there will not be a Category of Region column.

REMARK

The Financial Data can be validated when the current version is in status 'Open'.

It is a must to have the role of MS Managing Authority Update.

REMARK

An Error will block you from sending the Financial Data. The error(s) should be resolved and the Financial Data must be revalidated. Note that a Warning does not block you from sending the Financial Data.

Code

Validation Rule

Severity

2

The system validates the integrity of the input fields

2.3

Validate that the current date for an IGJ/ETC and IPA-CB Financial Data:

·     for YYYY01 is smaller or equal than 31/01/YYYY (warning)

·     for YYYY02 is smaller or equal than 31/07/YYYY (warning)

·     for YYYY03 is smaller or equal than 31/10/YYYY (warning)

Warning

2.4

Validate that validate that the IGJ/ETC & IPA-CB Financial Data for 31/07/YYYY doesn't contain Table 2

Error

2.5

Validate that the IGJ/ETC & IPA-CB Financial Data for 31/10/YYYY doesn't contain Tables 2 and 3

Error

2.6

Validate that at least one official in charge of the Member State exists

Warning

2.7

Validate that the CCI code matches the following regular expression:

• for IGJ/ETC/IPA-CB (……16..OP…|……05(?!FM|FS)..OP…|……05..TA…| ……16..TA…| ……16..SM…|….TC16RF..…|….TC16M4..…| ….TC16M5..…| ….TC16M6..…| ….TC16I5CB…)

Error

2.8

Validate that the IGJ/ETC & IPA-CB Financial Data is linked to a Programme which has an adopted version

Error

2.9

Validate that the IGJ/ETC & IPA-CB Financial Data in Tables 1, 2 and 3 only contain all Priority Axis/Fund/Category of Region combinations available in the last adopted Programme Version. For Table 1 and 2 compare against T18a of OPIGJ or T16 of ETC or T16 of IPA-CB. For Table 3 compare against T18a and T18b of OPIGJ or T16 of ETC or T16 of IPA-CB. (implicit in Web)

Error

2.12

Validate in the IPA-CB Payment Forecast for YYYY01, per Priority Axis/ (Fund/Category of Region), the Financial Data for Table 2 should be equal to the Financial Data for Table 1 (excluding the number of operations).

2.12.3 The Number of Operations Selected per Priority Axis/Fund/[Category of Region] in Table 2 must be >= the Number of Operations Selected per Priority Axis/Fund/[Category of Region] in Table 1

Error

2.14

validate that all integral documents have at least one attachment with a length > 0

Error

2.16

validate that in Table 2 for IPA-CB only Thematic Priorities are used which have been defined on the Priority Axis in the Programme

Error

2.20

Validate in Table 1 for IPA-CB when “Number of operations selected” is > 0 that “Total eligible costs of operations selected for support” is > 0.

-       for IPA-CB =>"In Table 1 when number of operations is > 0 then total eligible costs of operations selected for support needs to be > 0 for priority axis: {0}

Error

2.21

Validate in Table 1 for IPA-CB when “Total eligible costs of operations selected for support” is > 0 that “Number of operations selected” is > 0.

-          for IPA-CB => "In Table 1 when total eligible costs of operations selected for support is > 0 then number of operations must be > 0 for priority axis: {0}

Warning

2.22

Validate in Table 2 for IPA-CB when “Number of operations selected” is > 0 that “Total eligible costs of operations selected for support” is > 0.

-          for IPA-CB => "In table 2 when number of operations is > 0 then total eligible costs of operations selected for support needs to be > 0 for priority axis: {0}, intervention field: {1}, form of finance: {2}, territorial type: {3}, territorial delivery mechanism: {4}, thematic priority: {5}, economic dimension: {6}, location: {7}

Error

2.23

Validate in Table 2 for IPA-CB when “Total eligible costs of operations selected for support” is > 0 that “Number of operations selected” is > 0.

-          for IPA-CB => "In Table 2 when total eligible costs of operations selected for support is > 0 then number of operations needs to be > 0 for priority axis: {0}, intervention field: {1}, form of finance: {2}, territorial type: {3}, territorial delivery mechanism: {4}, thematic priority: {5}, economic dimension: {6}, location: {7}

Warning

2.24

Validate in Table 1 for IPA-CB when “eligible expenditure declared by beneficiaries” is > 0 that “Total eligible costs of operations selected for support” is >= “eligible expenditure declared by beneficiaries”

-          for IPA-CB=> "In Table 1 when eligible expenditure declared by beneficiaries is > 0 then total eligible costs of operations selected for support needs to be >=  eligible expenditure declared by beneficiaries for priority axis: {0}

Warning

2.25

Validate in Table 2 for IPA-CB when “Total eligible expenditure declared by beneficiaries” is > 0 that “Total eligible costs of operations selected for support” is >= “Total eligible expenditure declared by beneficiaries”

-          for IPA-CB => "In table 2 when Total eligible expenditure declared by beneficiaries is > 0 then total eligible costs of operations selected for support needs to be >= Total eligible expenditure declared by beneficiaries for priority axis: {0}, intervention field: {1}, form of finance: {2}, territorial type: {3}, territorial delivery mechanism: {4}, thematic priority: {5}, economic dimension: {6}, location: {7}

Warning

REMARK

The Financial Data can only be sent once the Validation Errors have been removed and the status is 'Ready to Send' or 'Sent'.

It is a must to have the privilege to send the Financial Data, the user has the role MS Managing Authority Send or/and Update OR MS Certifying Authority Send or/and Update.

The "4 eye principle" must be respected. Therefore, the user sending must be different from the user who last validated.

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.

REMARK

A Financial Data can be deleted when the status is 'Open', 'Ready to send' or 'Returned for modification by MS', and has never been sent to the Commission before and has no sent documents attached.

The Financial Data currently resides on your Node.

It is a must to have the role of MS Managing Authority Update OR MS Certifying Authority Update.

REMARK

A new version of the Financial Data can be created when the last version was 'Sent' to the Commission.

It is a must to have the role of MS Managing Authority Update OR MS Certifying Authority Update.

When a more recent adopted Programme version exists with new Priority Axes, these are added to Table 1 and Table 2.