April 2008 - Wageningen UR
Contents
1. 11 AVRO8 008897 ee EUROPEAN COMMISSION DIRECTORATE GENERAL FOR AGRICULTURE AND RURAL DEVELOPMENT bee bee age Directorate F Horizontal aspects of rural development F 1 Environment GMO and genetic resources Brussels G GENETIC RESOURCES I REG 870 2004 2008 Implementation Actions 001 Leafy Veg 001 Additionnal tech info serious problems with financial statement 2008 doc F 1 ph D 9811 Subject Grant 001 AGRI GEN RES 870 2004 Leafy vegetables germplasm stimulating use Additional information for the technical report Serious shortcomings of the first annual financial statement Dear Mr Dijkhuizen We have received your first annual interim technical report and financial statement on 18 March 2008 We ask you to submit additional information for the technical report and a corrected financial statement The latter has such serious shortcomings that it is not receivable The independent expert needs for the evaluation the technical report the following additional information e WP1 tasks 1 amp 3 the template of the format for the exchange of paspor data e WP2 task 1 the descriptor lists Bmw e mae m e WP2 task 3 the details on the final conditions i e field or eerie What kind of isolation was used e WP2 task 5 details of the agreed format e WP3 task 2 details of the final choice of the method used for the evaluation of confirmation that the protocol described has been followed e WP5 task 22. provide statistics indicators regarding the partners use of the internal webpage and explain why the external webpage has not been updated yet In the attachment 1 we provide the summary of our observations concerning the financial statement to assist you preparing a corrected statement As a detailed review has to be finalized yet further requests might follow ARCHIEF BC WUR REGISTERED a Sp D040 _NR Stichting Dienst Landbouwkundig Onderzoek DLO TER Bl CYR Oe n Wz t a v de Heer A A Dijkhuizen ge i President Executive Board 1 7 APR 2008 Costerweg 50 6701 BH Wageningen The Netherlands LE see ata A Tm EAT e vomar aa maara E Ho Aa Laa Commission europ enne B 1049 Bruxelles Europese Commissie B 1049 Brussel Belgium Telephone 32 2 299 11 11 Office Loi 130 10 189 Telephone direct line 32 2 2962774 Fax 32 2 2966255 E mail Peter Hirschfeldt ec europa eu We ask you to submit the requested additional technical information and a corrected financial statement paper and electronic within the 30 days period established in Article 1 5 2 i e not later than 13 May 2008 In this respect I would like to remind you that the grant agreement foresees in Article 1 5 2 that the technical implementation report and the financial statement shall be sent together with the payment request Following Article 1 5 2 of the grant agreement the Commission shall have 45 days to approve or reject the techni
3. zip of the finance epee from the Leafy Veg project Contractnumber AGRI 2006 0262 Please will you look by Coordination In this format will by an error Before send this by you on DVD please look what is the problem With kind regards Rinie Linsen ae 20 03 2008
4. ant Agreement Article 1 5 4 establishes which exchange rates shall be used and furthermore requires that the coordinator shall submit the claim in euro only We ask the coordinator to update the eligible and total budgets in coordinator xls At least the transfers mentioned in our note 017325 of 05 July 2007 shall be shown in the third columns update budget of these two sheets We ask the coordinator to correct the inconsistency between the signed paper version and the electronic version on CD The coordinator declares the travel expenses to Magdenburg and Los Angeles as non eligible on the CD but as eligible on the signed papers We ask the coordinator to obtain an explanation from Partner 06 why one item of the personnel cost is declared on paper and on CD as non eligible while other similar items are declared as eligible We ask the coordinator to mark the expenses from partner 12 as non eligible See Grant Agreement Annex IIa and Article 1 3 c 3 i mome P ane o e We ask the coordinator to submit for Partner 12 a revised workbook P12 without converting the CHF amounts into EUR amounts on the sheet sums e The partners shall send to the coordinator one set of the supporting documents which are to be kept by the coordinator The coordinator shall keep this complete set of the supporting documents to facilitate audits We trust that for each partner one set of supporting documents is available at the coordinator s sit
5. cal reports Furthermore the interim payment shall be made to the coordinator within 45 days following the approval by the Commission of the documents accompanying the request for interim payment In summary the Commission has two consecutive periods of 45 calendar days for assessing the reports and executing the payment Please note that Article II 15 3 stipulates that if additional information is requested the time limit for the scrutiny shall be extended by the time it takes to obtain this information We are looking forward to receiving the requested technical information and the corrected financial statement In this context we would like to state that this letter does of course not imply the approval of the submitted technical report nor financial statement Yours sincerely Martin SCHEELE Head of Unit Attachments 1 summary of observations 2 e mail from 28 February 2008 3 user manual for EXCEL solution sent via e mail 22 Nov 2007 Attachment 1 Summary of observations for financial statement We have no knowledge of how the templates were processed after we had sent them to DLO However when comparing the empty template we had sent to DLO with the now completed templates we have received from DLO it becomes obvious that the workbook coordinator xls does not work properly any more The sheet Adding up does no longer add up the totals for the eligible cost and as logical consequence the overheads and Grand T
6. e See also Grant Agreement Article 1 3 1 1 and FAQ 23 Therefore additional copies of these supporting documents had not to be submitted to DG AGRI together with the interim reports Other coordinators followed the guideline more closely and for this reason submitted significant less voluminous interim reports When required we would ask the coordinator for supporting documents on a case by case basis x t Page 1 of HIRSCHFELDT Peter AGRI From HIRSCHFELDT Peter AGRI Sent jeudi 28 f vrier 2008 15 13 To Linsen Rinie eee Problems of your EXCEL sheets _ Dear Mrs Linsen do not know if have found all problems yet but there is certainly a major problem with the data you received from feats 2 and 12 propose that you start again with the empty sheets you have received and carefully overwrite partner by partner but not pa rtners 2 and 12 During this process verify frequently if the coordinators sheets are still correct If needed you should make pani up versions of the entire folder SoPa NEE the process To solve the problems for the partners 2 and 12 someone has to re enter their expenses in the respective empty sheet we had sent you For partner 2 it is important that no rows are deleted inserted or reformatted this caused most of the problems you are having For partner 12 it is important that the content and structure of the sum sheet is not overwritten overwriting the su
7. m sheet with currency conversation data caused of course problems You will recall that it is only the coordinator who converts non EUR currencies into EUR In addition partner 12 indicated an amount of Zero with instead of using 0 Let me know if you encounter additional probiems Peter PS Using also the e mail AGRI RESGEN assures that someone can reply in case the individuals which you are contacting are not available Disclaimer CE DG AGRI l l This message represents solely the views of its author and can not in any circumstances be regarded as the official position of the Commission It is intended solely for the person to whom it isi addressed and d may contain confidential information if you have received this message in error please notify m me as soon as possible Notice l gale CE DG AGRI 4 Ce message exprime uniquement les points de vue de son auteur et ne saurait en aucun cas tre consid r comme une position officielle de la Commission Il est destin uniquement la personne laquelle il est adress et pourrait contenir des informations confidentielles Si vous avez re u ce message par erreur merci de m en avertir le plus rapidement possible From ince Rinie rmailto rinie Enau al Sent Thursday February 28 2008 10 46 AM To HIRSCHFELDT Peter AGRI DE BRUYNE Dirk AGRI Ce Kik Chris Subject KIK zip Importance High Dear Mr Hirschfeldt Herewith send you the
8. otals as well as the requested EU Contribution s are no longer calculated and consequently the sheet claim does no longer provide the amount claimed from the Commission As stated in our e mail of 28 February 2008 we repeat our recommendation that the coordinator starts again with the empty templates received from us to add one by one the workbooks received from the partners and to verify after each step that the templates of coordinator xls are still correct We ask the coordinator to submit and sign the forms of coordinator xls in the financial statement s paper version We ask the coordinator to submit the signed claim form see also the e mail from AGRI RESGEN to Mr Kik on 06 December 2007 and answer 23 in our Frequently Asked Question FAQ document the signed cost claim is the basis for the payment DLO in its role as coordinator did not prepare sign and submit the claim form invoice for the action 001 Because of the missing claim the financial statement has unfortunately to be considered as non receivable and cannot be processed further Just for completeness it is mentioned here that partner 11 did actually submit via the DLO a signed claim however this claim is not receivable either only DLO in its role the coordinator can submit a claim We ask the coordinator to update the exchange rates in the workbook coordinator xls as requested in the user manual of the application and FAQ 23 The Gr
Download Pdf Manuals
Related Search