Project implementation

Please find below a set of information relating to project management useful for a correct implementation of financed projects from the point of view of the following topics:

1. Administrative management

2. Financial management

3. Communication

The Programme periodically organizes workshops for beneficiaries relate to the topics listed above. The information regarding dates and contents of the workshops are published on the Programme website and sent by email to beneficiaries.

The Joint Secretariat (JS) monitors projects implementation and is available for information to lead partners (LP) at [email protected] and at the following telephone number: 040 3775993.

The LPs are responsible for forwarding the information to its project partners (PP).

In addition to the mentioned email address [email protected], the following email addresses are also active: [email protected] and [email protected].

In order to ease an efficient and quick management of the numerous daily requests by the JS, the following indications need to be taken into due account:

1)  For issues and requests related to project financial aspects, please contact the JS through [email protected]; some examples:

  • Online reporting system - EGF
  • Login FVG
  • Validation of expenses
  • Reimbursement requests and LP reports on project activities (including final reports)
  • Settlement of expenditure and transfer of funds from the LP to the PP
  • Requests for project modifications
  • Authorizations for activities and missions outside the Programme area

2) For issues and requests related to project communication, please write to [email protected]; some examples:

  • News to be published on Project/Programme website
  • Implementation of the Visual identity
  • Project website
  • Reserved area for projects
  • Project events
  • Workshops and events organized by the Programme

3) For issues and requests related to administrative matters, please write to [email protected]; some examples:

  • Contracts and Contract integrations
  • Modifications related to the composition of the partnership
  • Changes in legal form
  • Changes related to legal representatives
  • Stability of operations and related requirements
  • All matters not included in the previous categories.

 

1. Administrative management

The reference documents for a correct administrative implementation are: the Call, the application package and the Subsidy Contract. The LP is the contact with and towards the Programme authorities (Managing Authority - MA and Joint Secretariat - JS) for all its PPs: any question and/or requests shall be sent by the LP to the email address [email protected] and/or to the telephone number 040 3775993.

In the administrative management are included topics concerning for example:

  • Modifications of the composition of the partnership
  • Changes of legal status
  • Changes of legal representatives
  • Authorizations for activities and missions outside the Programme area
  • Change of project contact person

Requests for “authorizations for activities and mission outside the Programme area” must be submitted (in Italian and Slovenian) to the Joint Secretariat at the email address: [email protected] using the Change requests form

 

2. Financial management

All eligible expenses related to project activities must be duly reported. For a correct monitoring of expenditure  steps are the following.

2.1  Reporting

The registration happens  through compulsory access to the system EGF: http://istanze-web.regione.fvg.it/CruscottoBeneficiario/login.aspx?LANG=it-IT (in Italian)

To access the system, the Slovenian PPs must be accredited to the system LoginFVG through strong Login. For such accreditation it is necessary that LP send a request to the JS containing the personal data (name, surname, FC or EMŠO code, date and place of birth and username loginFVG - Strong Login Form) of all legal representatives of the PPs.

To access the system, Italian PPs must access through a digital identity (SPID, Cns, Cie). If a Cns, Cie et cis identity has not been activated yet, Italian citizens are advised to request SPID credentials as illustrated in the new guidelines.

Guidelines for the presentation of the accountability through the system – NEW: Italian version, Slovenian version

Guide for the registration procedure at LOGINFVG for Slovenian beneficiaries: Italian and Slovenian version

New access methods for Italian beneficiaries: Italian version, Slovenian version

Operational guide for the activation of the proxy for online accountability for Italian beneficiaries: Italian version, Slovenian version

2.2 Validation of expenses

Reports are sent via the EGF system. It takes 90 days at the latest to Italian and Slovenian first level controllers (FLC) to send the certificate of validation of expenses back to each LP and PP.

Click here to download (in Italian) the FCL Manual and the Checklist for public procurement procedures and assignments of external professional contracts for Italian beneficiaries: in the Manual, the parts concerning procedural and regulatory changes are highlighted in yellow. Also a new document is uploaded, the Reporting Vademecum, which represents a summary of the reporting milestones.

Please download here information forms and related instructions on FCL for Slovenian beneficiaries (in Slovenian).

2.3 LP Reports on project activities

Reports must be sent to [email protected] by each January 31st  and by each July 31st referring to the last previous  reporting period  just ended.

Click here to download the template for the Activity Report (in Italian and Slovenian)

2.4 Request for reimbursement

The LP shall use the excel template sent by the JS to proceed with the request for reimbursement of the ERDF co-financing share (and the Italian co-financing share).  The template is sent by the JS to the LP for all PPs. The template shall be filled in by each PPs.

The template must be filled in and sent back to the JS at receipt of the certificates of validation of the expenses issued by the (Italian and Slovenian) first level controllers . It shall include information related to one or more reports.

2.5 Payments

Reimbursement requests sent by the LP to the JS are checked by the JS and, if approved, forwarded to the Certifying Authority, who will give way to payments. ERDF shares are paid to the LP; Italian national cofinancing is paid directly to each individual partner if due. It is on behalf of the LP to send an email to the JS confirming the payment (of ERDF shares) made to the project partners.

2.6 Requests for modification of financial plans

In line with art. 8 of the Subsidy Contract, all changes to the financial plans related to each partner must be sent to the JS.

In order to be duly processed by the JS and correctly entered in the online IT system, communications and requests for modification can only take place in given periods of time and as indicated below:

  • Changes of less than 15% must be communicated to the JS only during November and May at the email address [email protected];
  • Changes over 15% for which approval by the Managing Authority (MA) is required, and changes over 25% for which approval by the Monitoring Committee is required, can only be submitted through the JS in January and in July.

Requests exceeding 15% and any requests for project extensions must be submitted by the LP at the PEC address: [email protected] and  in copy at the PEO address: [email protected]   using:

1) the specific modification request form (to be completed in Italian and in Slovenian), it must contain the motivation for the modification, the right identification of the affected work packages (WP), the activities, the budget lines (BL) involved and also eventual effects on the indicators must be reported;

2) the excel templates available on the programme website: 

  1. Excel template “variazioni -spremembe” (in Italian and Slovenian)
  2. Excel template “financial plan”  and Guidelines for the drafting of the financial plan (in Italian and Slovenian) – in the case of modifications related to BL
  3. The updated time schedule (the excel form Annex 2 to the Subsidy Contract) – in case of changes related to the reporting periods and the project duration.

2.7 Projects Final Report and the last request for reimbursement

As foreseen in the project Subsidy Contract, the last request for reimbursement and the Final Report must be forwarded by the LP within two months from the last validation received. The Final Report must be submitted by filling in the template of the Activity Report (see point 2.3 above) by selecting the “Final Report/Zakjučno poročilo” option in the dropdown list relating to the report number. In addition to the excel file of the Final Activity Report, also the word file called “Annex to the Final Report” (see below) must be completed in all its parts.

The last request for reimbursement together with the Final Activity Report and its Annex shall be sent together with an accompanying note by PEC to [email protected]  and to the JS at [email protected].

In addition, as foreseen by the Annex to the Final Report, three copies of the material produced, such as publications, Cds, DVDs and other similar products, shall also be delivered to the JS offices in Trieste, via del Lavatoio 1 , together with a copy of the same accompanying note used for sending the PEC. The last request for reimbursement, the Final Activity Report and its Annex and the accompanying note must be sent by PEC even if the Final Activity Report has already been sent without attachments.

Click here to download the Annex to the Final Report

2.8 LP and PP Declaration on stability of operation (e.g., for infrastructural investments, equipment.)

The Annex to the Final Report includes also the first LP and PP declaration on the stability of operations (for example for infrastructure investments, equipment). Declarations shall be filled by the LP and the PP also in the following four years after project conclusion (for a total of five years) and sent by certified e-mail to [email protected] and to the JS at  [email protected] using the following templates: Lead Partner declaration template on stability of operation and PP declaration template on stability of operation (in Italian and Slovenia).

 

3. Communication

The Programme has its own Communication Strategy and all project-related communication must be in line with Programme strategy.

The Programme provides each project with an official logo to be compulsorily used. Guidelines on visual identity in information and communication implementation activities at project level Vers. 3/21 are published on Programme website (see below). Any promotional material funded by the Programme must be confirmed by the JS prior to production.

The Programme creates its own site for each project hosted within the programme website. The site can be implemented by the LP or by a communications manager appointed by the PP, for whom an account for the management of the project site's back office is created. It is therefore necessary that the LP communicates his name and e-mail address to the JS.

The Programme provides a reserved area for document exchange for each project. To access this area, click on the “Reserved area” link on the programme home page. Each PP is provided with an account to access this area. It is therefore necessary that the LP communicates to the JS the names and e-mail addresses of those who will access this area (one for each PP).

For any issue related to project Communication write to [email protected] .

 

4. Covid-19 emergency

With regard to the COVID-19 health emergency and the related measures taken by the Programme partner States, Italy and Slovenia, following some requests received from some beneficiaries, the MA decided to provide useful clarifications in the following annex in order to ease a correct implementation of project activities, with respect of the pandemic,

COVID-19 indications by the MA (in Italian and Slovenian).

 

Documents for project beneficiaries

Manual on eligibility of expenditures - Calls 1/2016, 2/2016, 3/2016 e 4/2016 (Italian, Slovenian)

Manual on eligibility of expenditures - Call 5/2018 (Italian, Slovenian)

Manual on eligibility of expenditures - Call 6/2018 (Italian, Slovenian)

Manual on eligibility of expenditures - Call 7/2019 (Italian, Slovenian)

Regione FVG decree mileage allowance for the fourth quarter 2017 (Italian)

Regione FVG decree mileage allowance for the first quarter 2018 (Italian)

Regione FVG decree mileage allowance for the second quarter 2018 (Italian)

Regione FVG decree mileage allowance for the third quarter 2018 (Italian)

Regione FVG decree mileage allowance for the fourth quarter 2018 (Italian)

Regione FVG decree mileage allowance for the first quarter 2019 (Italian)

Regione FVG decree mileage allowance for the second quarter 2019 (Italian)

Regione FVG decree mileage allowance for the third quarter 2019 (Italian)

Regione FVG decree mileage allowance for the fourth quarter 2019 (Italian)

Regione FVG decree mileage allowance for the first quarter 2020 (Italian)

Regione FVG decree mileage allowance for the second quarter 2020 (Italian)

Regione FVG decree mileage allowance for the third quarter 2020 (Italian)

Regione FVG decree mileage allowance for the fourth quarter 2020 (Italian)

Regione FVG decree mileage allowance for the first quarter 2021 (Italian)

Regione FVG decree mileage allowance for the second quarter 2021 (Italian)

Regione FVG decree mileage allowance for the third quarter 2021 (Italian)

Regione FVG decree mileage allowance for the fourth quarter 2021 (Italian)

First Level Control Manual and Checklist or public procurement procedures and assignments of external professional contracts for Italian beneficiaries. (Italian)

Vademecum on Reporting

 

You can find here information on first level control forms and related instructions for Slovenian beneficiaries (in Slovenian).

Audit trail for ITI projects (Italian version, Slovenian version) and audit trail for standard/strategic projects (Italian version, Slovenian version).

 

Project reporting documents

Periodic Activity Report template (in Italian and Slovenian) to be uploaded to the online system

VAT declaration form (in Italian)

 

Online accountability system for standard projects (in Italian)

 

Guidelines for the presentation of the Reports through the system – new (Italian version, Slovenian version)

FAQ on Reporting for standard projects (in Italian and Slovenian)

Activity Report template for the LP to be sent to the JS by January 31 (for activities from March 1 to August 31) and by July 31 (for activities from September 1 to February 28) of each year. (in Italian and Slovenian)

 

How to implement the Visual Identity for beneficiaries

Guidelines for the implementation of visual identity for information and communication activities at project level - Vers. 3/21 (Italian version, Slovenian version)

Presentation on the implementation of visual identity and logo placement - 26.09.2019 (in English)

 

Website management

FAQ – project website (in Italian and Slovenian)

 

Video tutorial and webinar

Project website management tutorial (Italian version, Slovenian version)

Reserved area tutorial (Italian version, Slovenian version)

Reporting through the system tutorial (Italian version, Slovenian version)

"A coherent, effective and efficient project communication " Webinar (24.7.2020) (Italian version, Slovenian version)

4th Workshop on communication (26.2.2021) (Italian version, Slovenian version)

5th Workshop on communication (28.10.2021) (Italian version, Slovenian version)

 

New European privacy regulation

The new Regulation (EU) 2016/679 concerning the protection of individuals with regard to the processing of personal data, as well as the free circulation of such data (which repeals Directive 95/46 / EC - general regulation on data protection) was published in the European Official Journal on May 4, 2016 and entered into force on May 24, 2016, but its full implementation was expected two years later, from May 25, 2018.To encourage the application of the new privacy regulations by the beneficiaries of the Interreg VA Italy-Slovenia Programme, the MA, with the support of the JS, organized a targeted training workshop in Gorizia on 25 May 2018 to deepen the issue with a look not only at the Italian and Slovenian national legal framework, but with a Community perspective.

Below are the regulations and the reference documentation: