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1. Irregularity would have the effect of prejudicing the general budget of the European Union EU by charging an unjustified item of expenditure to the general budget Organisation A unit in the hierarchy of an administrative structure User Person who can access IMS and use it to perform different activities AFIS IMS UserManual 1828Module FinalEN doc Page 6 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS Abbreviations and Acronyms AFIS Anti Fraud Information Services AFISNG Anti Fraud Information Services new generation APF AFIS Presentation Framework AFIS Framework APM AFIS Presentation Manager AFIS Framework CCN Customs Communication Network CCl Code Commun d ldentification EAFRD European Agricultural Fund for Rural Development EAGF European Agricultural Guarantee Fund EC European Commission EU European Union ID Identification MS Member State OLAF European Anti Fraud Office Office Europ en de Lutte Anti Fraude IMS Irregularity Management System IPA Instrument for Pre Accession PAA Pre Accession Assistance NUTS Nomenclature of Territorial Units of Statistics AFIS IMS UserManual 1828Module FinalEN doc Page7of45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS About this Manual This manual is meant to serve as an orientation tool for all the users
2. 32 a XE ceste IU TIT T 33 POUA stel Tr rc matinee 35 left ke ei E 36 Figure ere WIRT m mmm 39 Figure 15 Sample View on a Case Closed by OLAI 41 Figure 16 Create Article 5 Update Communicaton nnne 43 Figure 17 Irregularity Cancel a Case nennen nennen nena annes nnns nnn nn nain ns 44 List of Tables Table 1 Create Zero Notification Cotons nnne nnne nnns 15 Table 2 Identification ODTIONS E 20 Table 3 Tab Operation Options sseeeeeeeeissesseeeee nnne nennen nnne narra 22 Table 4 Detection Options ccccccccssssseseeeceeceeeeeseeceeeeeeeeeeseseseceeeseseeaeeeeeeeessaaeaseeeeseeeessaeaeeeeeeeeessaas 25 Table 5 Irregularity e re EE 27 Table 6 Other States Irregularity Period Options sseseeeeeessssseeeeeeenneeeeennnen nnn 29 Table 7 Authorities Date Options cccccccccccccsseseeeeeeeeeeeeeesseeeeeeeeseeeeeseseeeeeessseesseeeeeeesessaesseeeeeeeesaas 30 Table 8 Natural Person Options seeseeeeissssseeeeeen nennen nnne nennen nennen nnne n ana n nn rns nnn 31 Table 9 Legal Entity ODUONS E 32 Table 10 Amounts Display of EU and MS Ghares 34 Tabl e 11 Amounts ODT ONS NONE T UU m 34 Table 12 Region Optons eina anena iae aiaa iaiaeiaeiaa eaa iE 35 Table 13 Sanctions Options sssssseseeesssesseeenn nennen nnn nnne nnn nn
3. Fund type e FC Cohesion Fund CF available only for the following Member States BG CZ EE ES GR HU LT LV MT PL RO SI SK CY PT e FD European Regional Development Fund ERDF FS European Social Fund ESF Reporting Enter in this field the code of the reporting authority maximum 10 characters authority e This field allows you to indicate which is the region that reports the communication e itis especially valid for Member States with a decentralised regional organisation Table 1 Create Zero Notification Options AFIS IMS UserManual 1828Module_FinalEN doc Page 15 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 5 Search Communications e Onthe IMS Homepage click the Search Communications link 1 e he search screen appears where you need to select the 1828 regulation 2 in order to see the search criteria available for this module Welcome to IMS Regulation 1828 Create Article 3 Create Zero Notification List communications Search Communications Import Communications X Search Communications Search Communication Details e Region Regulation 1828 hd 3 Year Communication Type ad SON RUE CIE Use this to list H Version Case Status only the last CN Fund Type Funds FD bd communication Communication Status Submitted to OLAF bd for each case Registration Date ES sj TUM Member State Identification Last upda
4. 00001 represents the sequence number identifying the irregularity case e tis automatically generated to correspond only to one case e The unique sequence number is generated taking into account the reference of the Regulation the Member State the reporting year and the fund type e The first sequence number generated each year is 10001 gt AA represents the type of fund related to the irregularity you intend to communicate Select the fund type from the drop down list where the options are the following e FC Cohesion Fund CF available only for the following Member States BG CZ EE ES GR HU LT LV MT PL RO SI SK CY PT e FD European Regional Development Fund ERDF e FS European Social Fund ESF gt 1 represents the version number of the communication e The initial communication Article 3 always has version number 1 Update communications Article 5 start with version number 2 e The system automatically generates updates the version for each new communication form Communication The language in which you want to create the communication language e Make your selection by using the corresponding drop down list Indicate the date when the communication is ready to be sent e Do this by selecting the month the year and the date from the calendar or by Date of entering eight characters in the format dd mm yyyy where the first two represent the communication day the next t
5. Description of operation v marks a mandatory field Fund type FD 2007 2013 Programming period amp Gobjective 3 Interregional CCl number Programme name Priority Theme ES FR PT UK BEBE 2DO7CBlI863PODU Programa Operativa FEDER Cooperaci n Transnacional Maderia A amp zares Canarias Energy Electricity Project name and number This is a test Fields automatically filled in according to the selections you make for Objective Interregional CCI number Decision EC c 2007 4243 25 11 2008 Managing authority Direcci n General de Planificaci n Presupuesto v Gasto P blico de Canarias Other managing autharity Figure 4 Operation The options you have on this page are the following Description of operation The type of fund you selected on the previous tab page appears here Fund type o V You can change the fund type only by going back to the Identification page and selecting a new fund from the available list see Figure 3 Identification Programming period The only programming period available is 2007 2013 and cannot be changed Select from the drop down list the corresponding objective to which the project affected by the irregularity was related Objective z 9 According to the fund type you select different objectives become available Select from the drop down list the corresponding Interregional programme reference to which the project
6. 2012 IMS User Manual AFIS IMS Support Team Contact Information In case of technical problems please contact your local administrator or the AFIS Helpdesk team AFIS IT Helpdesk Address Rue Joseph Il 30 B 1049 Brussels Telephone number 32 2 296 27 27 Internet e mail olaf afis it helo desk ec europa eu MAB mail EC OLAF IT For any other matter please send an e mail e To your contact person in OLAF Unit D 4 or e To the IMS Team OLAF FMB IMS ec europa eu AFIS IMS UserManual 1828Module_FinalEN doc Page 45 of 45 Version 3 0 Status Final Release date 03 07 2012
7. LN DNF EUROPEAN ANTI FRAUD OFFICE Anti Fraud Information System AFIS EUROPEAN COMMISSION Eb User Manual 1828 Module Subject IMS User Manual 1828 Module Version Status 3 0 Final Helease Date 03 07 2012 Document Reference AFIS IMS UserManual 1828Module FinalEN doc Document Owner OLAF D4 IMS User Manual AFIS IMS Document Identification sp Im enn Written by Oana Bazavan Business Analyst 26 03 2012 Checked by Irena Stoimenova Strategic Analyst Assistant 13 06 2012 Updated by Oana Bazavan Business Analyst 02 07 2012 Approved by Irena Stoimenova Strategic Analyst Assistant 03 07 2012 IMS is the application that allows the preparation and submission of irregularity reports to the European Anti Fraud Office OLAF It contains the following modules 1681 1828 1831 1848 PAA IPA 498 This manual is meant to describe the details regarding module 1828 and the way in which reporting is to be done under this module Irregularity Management System IMS 1828 Module Number of pages Number of lines Host system Software 45 1815 PC Windows XP _ Word 2003 SP2 Document History 0 1 0 30 06 2011 Document creation C All 0 2 1 05 09 2011 Update of the document to include the addition of LR All new fields 0 3 o 07 09 2011 Update of the document to include the feedback D LR All from the business owner 1 0 3 09 0
8. Table 9 Legal Entity Options AFIS IMS UserManual 1828Module FinalEN doc Page 32 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 14 Amounts This section will contain all the relevant financial information with a clear distinction between Member State funding and European Union funding gt he currency you have to use to indicate the amounts is always EUR Euro The amounts numbers should have thousand and decimal separators Dot should be the thousand separator and comma the decimal one The system automatically shows the separators while you are entering the amounts in the corresponding fields You can enter a maximum of 16 characters thousand and decimal separators included in the amounts fields and negative values are never allowed 1828 Article 3 JWIESERETATEDEREUSUEL ITI A Identification Operation Detection Irregularity Other States Irr Period Authorities Date Natural Person Legal Entity Amounts Region Sanctions Comments Financial aspects The rate becomes mandatory if the Public contribution amount is higher than O zero Currency EUR Co financing rate of the priority axis Total eligible expenditure for the operation Total Public contribution EU share Member state share Expenditure foreseen for the operation Assessment of the financial impact of the irregularity Amount affected by the irregularity Available
9. affected by the irregularity was related Interregional gt According to the fund type and objective you select different Interregional references become available AFIS IMS UserManual 1828Module FinalEN doc Page 21 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS Select from the drop down list the corresponding CCI number Common Identification Code from French Code Commun d Identification CCI number e V Specific CCI numbers become available according to the fund type objective and Interregional reference you select A specific Programme name becomes available according to the fund type objective Interregional reference and CCI number you select Programme name You cannot change the Programme name once it is generated by the system Select from the drop down list the Priority corresponding to the irregularity you are PEN reporting Select from the drop down list the Theme corresponding to the irregularity you are Theme reporting zd o9 opecific Theme values become available according to the Priority you select Put down the name and number of the project in a maximum of 2000 characters Project name and including spaces number gt Notice the character counting while you put down the text right down corner of the text area Decision EC Number of the Decision of the European Commission according to which the program
10. for the Programming Period 2007 2013 Having in view to facilitate this work and to ensure uniform registration of cases the Commission has developed a module based on Regulation No 1828 2006 for notifying irregularities This module is called module 1828 3 1 Reporting Obligations The basic rule is that all irregularities have to be reported Details of the requirements for reporting as well as the reporting obligations themselves are set out in Articles 28 and 30 1 of Reg 1828 2006 and amended in Reg 846 2009 e Article 28 concerns the initial report of an irregularity e Article 30 relates to the updates to the initial report follow up process AFIS IMS UserManual 1828Module_FinalEN doc Page 13 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 4 Create New Communications In the IMS User Manual General Information RD3 you will find all the necessary information about the content and structure of Article 3 corresponding to Article 28 and Article 5 corresponding to Article 30 communication forms interface communication body and command bar as follows e chapter 7 Communication Form 4 1 Create a New Zero Notification On the IMS Homepage click Create Zero Notification 1 e The details you need to provide are as seen in the image below 2 and described in the table afterwards Welcome to IMS Regulation 1825 IMS Homepage Create Article 3 Crea
11. only if you select IRQ3 or IRQ5 as Classification of the irregularity on the Irregularity page whereof amount already paid Nature of the expenditure Nature of the expenditure Total Public contribution Private Share Figure 11 Amounts The amounts fields on this tab page are split into several columns sections as following Co financing rate of the priority axis This field becomes mandatory if the PUBLIC CONTRIBUTION is higher than 0 The amount in this field must be equal to or bigger than the amount in the field PUBLIC CONTRIBUTION It represents the sum of the public contribution and any private share that is foreseen Total TOTAL PUBLIC CONTRIBUTION PRIVATE SHARE If there is no private contribution you can leave the Total field empty Public contribution Enter in this field the amounts regarding the public contribution AFIS IMS UserManual 1828Module FinalEN doc Page 33 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS The EU SHARE is automatically calculated by the system as percentage of the PUBLIC CONTRIBUTION Eee This percentage is defined in the field Co financing rate of the priority axis The remaining amount becomes the MEMBER STATE SHARE The MEMBER STATE SHARE is automatically calculated by the system as percentage of the PUBLIC CONTRIBUTION Member state share This percentage is defined in the field Co finan
12. where you can enter all the needed details Postal code po Click Add when Country you finish entering Telephone the details for the Fax E Mail address legal entity VAT number Figure 10 Legal Entity Legal entities involved Options you have for the lists of legal entities helps you add a new company use this button when a company is already added but you need to edit the details use this button when you only want to view the details regarding the company ies helps you remove a company from the list gt Click Add when you finish entering the company and the corresponding details Name Indicate the official and complete legal name of the company involved The name under which a business trades for commercial purposes Trade name e Also known as a trading name or a business name Defines the legal status under which the entity operates It has to be indicated in capital letters and in the abbreviated form Legal status e g e Italy SRL for societ a responsabilit limitata limited liability company e United Kingdom LLC for limited liability company otreet SE EDD The complete physical address of the mentioned legal entity Country Telephone The contact details of the mentioned legal entity Fax E mail telephone number fax number or e mail address address VAT number Enter the VAT number in a maximum of 50 characters with spaces
13. 1828Module FinalEN doc Page 30 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 12 Natural Person In this section of the communication you will include evidence about the identity of the natural persons involved in committing the irregularity 1828 Article 3 ROLLER er Identification Operation Detection Irregularity Other States Irr Period Authorities Date Legal Entity Amounts Region Sanctions Comments Natural persons involved Natural persons Last name First name City Country Page of0 gt ki y No records to view Add Record Last name First name Street Postal code Click the plus icon to add a new person A new window opens where you can enter all the needed details City Country eus Click Add when Fax E Mail address you finish entering Function the details for the Pe E natural person Tax code Figure 9 Natural Person Natural persons involved Options you have for the lists of natural persons helps you add a new person use this button when a person is already added but you need to edit the details use this button when you only want to view the details regarding the person s helps you remove a person from the list gt Click Add when you finish entering the person and the corresponding details Get Identity information of the natural person in
14. 4 05 2011 A 1 14 55 48 2011 First O 81828 t nimm Du ans gh Ae A Quarter m 04 05 2011 gx 1828 Article5 ESEREEZTEUDEEAUI TI E Select A Identification Operation Detection Irregularity Other States Irr Period Authorities Date Natural Person Legal E Sanctions Comments Identification of the communication Reference number R 1828 ES f 2011 0 f 10005 Funds FC Communication language English Q Date of communication 04 05 2011 dd mm yyyy Quarter First Quarter 2011 Member state identification Article 29 urgent communication Copy Article 5 Export as XML Export as Excel Print Decertified 0 Figure 16 Create Article 5 Update Communication AFIS IMS UserManual 1828Module_FinalEN doc Page 43 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 19 Cancel a Case In order to cancel a case follow the steps below 1 Create and send an Article 3 communication 2 When it is in one of the states Submitted to OLAF lis Modified by OLAF open it and start the creation of an Article 5 communication 3 On tab page 5 rregularity go to field Classification of the irregularity 4 Select from the list no irregularity IRQO x Q gt The field Cancellation reason is displayed and you have to explain why the case should be cancelled Remember not to enter any personal nominal data such as people s or comp
15. 9 2011 Final version C All Update of the document to include the changes BN See implemented in version 3 2 of the IMS application i d Final version checked by Irena Stoimenova di iis ia Strategic Analyst Assistant Kb ii 2 4 6 02 07 2012 Update of the document to include the feedback D I R All from the business owner 3 0 7 03 07 2012 Final version C All Action C Create D Delete Insert R Replace AFIS IMS UserManual 1828Module FinalEN doc Page 2 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS Reference Documents RD1 How to connect to AFIS Portal How to connect to AFIS Portal 1 4 1 4 28 06 2007 RHD2 AFIS Portal User Manual AFIS APM UM EN 1 1 21 04 2008 RD3 IMS User Manual General AFIS IMS UserManual 3 0 03 07 2012 Information Generallnformation AFIS IMS UserManual 1828Module FinalEN doc Page 3 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS Table of Contents l NEE OCU m 10 T AS ACKOFOUIAG RR 11 2 SUE EN 12 21 IMS 89 E e E 12 CMM dd c EE 12 23 IMS ue ee Mu 12 3 About 1828 Module nennen nenne nnne n nnns n nnns nna nnns 13 9 1 Reporting ODlIgalloris iori onion e ct ode pnt re bac cu a on aste vs ebd a ed clin duca oci asino ud ase 13 4 Create New Communications
16. ARE PH O e oo ISPA Instrument for Structural Policies for Pre Accession IS Turkish Instrument for Pre Accession Assistance PA SAPARD Special Accession Programme for Agriculture and Rural Development S Transition Facility TF Respecting fund associated regulations the MS are obliged to report any irregularities that arise As far as the Structural and Cohesion funds are concerned the MS also have to report the recovery of sums wrongly paid in connection with the financing of the fund application field and with the way in which the information systems are organised in this field The regulations and their associated funds are Commission Regulation EC N 1681 1994 of 11 July 1994 Commission Regulation EC N 2035 2005 of 12 December 2005 Fund s Structural Funds until programming period 2000 2006 included Commission Regulation EC N 1831 1994 of 26 July 1994 Commission Regulation EC N 2168 2005 of 23 December 2005 Cohesion Fund until programming period 2000 2006 included Commission Regulation EC N 1828 2006 of 8 December 2006 Commission Regulation EC N 846 2009 of 1 September 2009 ERDF ESF and Cohesion Fund for the Programming Period 2007 2013 Commission Regulation EC N 1848 2006 of 14 December 2006 N A EAGF and EAFRD Funds Commission Regulation EC N 498 2007 of 26 March 2007 Commission Regulation EU N 1249 2010 of 22 December 2010 E
17. Date Natural Person Click the plus icon to add a new provision A new window opens where you can enter all the needed details Identification Operation 8 ga EE Sanctions Comments Provisions infringed European provision infringed Provision Number Year Article and paragraph Directive 456 2001 2 Decision 123 2000 i National provision infringed Add Record Provision Number Click Add when Year you finish entering the details for the Add zx Cancel provision e Article and paragraph First information Date of first information leading to suspicion of irregularity Source of first information on the irregularity Method of detection Add Select a method and remove it Method of detection Interservice collaboration M 111 Associated controls Communication or request by another MS 150 Interservice collaboration Other method of detection Legal basis of control Other administrative control specify bd Available only for specific values selected as Legal basis of control Other administrative control National provision for legal basis of the control Figure 5 Detection Provisions infringed European provision infringed Options you have for the list of European provisions helps you add a new provision use this button when a provision is already added but you need to edit its details use this button when you only want to view the deta
18. FF fund Commission Regulation EC N 1681 1994 of 11 July 1994 Commission Regulation EC N 2035 2005 of 12 December 2005 Pre Accession Funds Commission Regulation EC N 718 2007 of 12 June 2007 and Commission Regulation N 1828 2006 of 8 December 2006 Commission Regulation EC N 80 2010 of 28 January 2010 and Commission Regulation EC N 846 2009 of 1 September 2009 Instrument for Pre Accession Assistance IPA The Irregularity Management System IMS realises the provisional software application that manages the reporting of irregularities under the conditions specified in these regulations AFIS IMS UserManual 1828Module FinalEN doc Version 3 0 Status Final Release date 03 07 2012 Page 11 of 45 IMS User Manual AFIS IMS 2 About IMS IMS is a Web based application accessible through the AFIS Portal You will learn all the needed details about accessing the AFIS Portal from the following document e How to connect to AFIS Portal RD1 chapter 7 Logging on to the Portal In accordance with the regulations presented above IMS contains the following modules 498 module 1828 module 1831 module 1848 module 1681 module PAA module Pre Accession Assistance IPA module Instrument for Pre Accession Assistance 2 1 IMS on AFIS Portal Depending on the role you have in working with IMS you will receive a specific screen when you log in to the AFIS Portal Howeve
19. Whereof amount already irregularity on the Irregularity page paid This represents part of the irregularity amount that has already been paid Describe the nature of the expenditure detected as irregular PS EREECHEN e The description must be clear comprehensive and to the point e hetext can have a maximum of 2000 characters with spaces Table 11 Amounts Options AFIS IMS UserManual 1828Module FinalEN doc Page 34 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 15 Region In this section of the communication you will select the region or area where the operation has been located or carried out based on the NUTS classification Nomenclature of territorial units for statistics from French Nomenclature des Unites territoriales statistiques 1828 Article 3 EXCELUISEDBUAUDnS Identification Operation Detection Irregularity Other States Irr Period Authorities Date Natural Person Legal Entity Amounts Sanctions Comments Region or area where the operation has been located or carried out You will have no value for NUTS level 2 and level 3 until you select something in NUTS level 1 NUTS level 1 NUTS level 2 NUTS level 3 Figure 12 Region Region or area where the operation has been located or carried out NUTS level 1 Select from the list the region or area where the operation has been located or carried o
20. a specific day put it down in this field irregularity was e Dothis by selecting the month the year and the date from the calendar or by committed entering eight characters in the format dd mm yyyy where the first two represent the day the next two the month and the last four the year Table 6 Other States Irregularity Period Options AFIS IMS UserManual 1828Module FinalEN doc Page 29 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 11 Authorities Date This tab page will contain information about the authorities or bodies which have established the irregularity and those which are in charge of the follow up You will also provide the timing for the establishment of the irregularity 1828 Article 3 ESCAMAS Eet Ke aera Identification Operation Detection Irregularity Other States Irr Period Authorities Date a Natural Person Click the plus icon to Sanction s Comments add a new authority A new window opens Authorities or bodies where you can enter all Authorities having established the Authority Additional information the needed details irregularity D g Page 1 off wr D 4 No records to vie Authorities in charge of administrative Authority Additional information or judicial follow up Add Record Date of primary administrative or judicial finding of regularity Authority P o Em mum e Additional informatio
21. anies names etc 5 Click Finalize or Send depending on your rights 6 A pop up window appears asking you to confirm or not the cancellation of the case 7 Click OK and the communication is sent to the next authority D D When the Article 5 communication is eventually submitted to OLAF the case is considered as being cancelled together with all the communications that you sent relating to the respective case gt in a communication belonging to a cancelled case only the following information remains available e Inthe list of communications reference number national reference number communication type communication date registration date status icon e Inside the communication reference number national reference number communication date classification of the irregularity IRQ and cancellation reason gt None of these fields should contain personal data 1828 Article 5 WEE Bien EE de fe Identification Operation Detection Irregularity Other States Irr Period Authorities Date Natural Person Legal E Sanctions Comments Select IRQO No irregularity to cancel the case Description of irregularity Classification of the irregularity Mo irregularity Cancellation Reason Please do not enter any personal Information Type of irregularity hd t Figure 17 Irregularity Cancel a Case AFIS IMS UserManual 1828Module FinalEN doc Page 44 of 45 Version 3 0 Status Final Release date 03 07
22. cing rate of the priority axis The remaining amount is displayed as EU SHARE Table 10 Amounts Display of EU and MS Shares An example of how the calculations are done by the system for the EU SHARE and the MEMBER STATE SHARE If Co financing rate of the priority axis 25 and PUBLIC CONTRIBUTION 100 gt Then EU SHARE 25 of 100 25 and MEMBER STATE SHARE 100 25 75 The information you should provide on this tab page is as seen in Figure 11 Amounts Only numbers from 0 to 100 are allowed in this field Co financing rate of the If necessary you can also use decimals to represent the co financing rate priority axis e g 25 50 Total eligible expenditure for the operation Indicate here the overall amount funding that could be charged to the EU budget and the national budget Expenditure foreseen for the operation gt Ihe amounts in the fields Expenditure foreseen for the operation should be equal to or bigger than the ones in the fields Amount affected by the irregularity Assessment of the financial impact of the irregularity Indicate here the amount that was affected by the irregularity you are reporting Amount affected by the irregularity The amounts in the fields Amount affected by the irregularity should be equal to or bigger than the ones in the fields Whereof amount already paid This field is available only if you select IRQ3 or IRQ5 as Classification of the
23. e and paragraph in which the penalties are laid down European provision To do so use the options you have in the master detail list in which penalties CH are laid down helps you add a new provision use this button when a provision is already added but you need to edit it use this button when you only want to view the provision s details helps you remove a provision from the list gt Click Add when you finish entering the provision and its details Select the corresponding type s of legislation from the drop down list There are three categories of legislative acts EIOMISIOR e Decision DEC e Directive DIR e Regulation REG AFIS IMS UserManual 1828Module_FinalEN doc Page 37 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS Enter the number of the provision you selected in a maximum of 4 characters gt Note that according to the European legislation Regulations show the number first and the year after while for the Directives and Decisions it is the opposite Number e g e Decision 2004 316 EC art e Directive 2004 2 EC article 1 and 2 e Regulation 1260 99 article 32 33 34 Year Enter the year when the provision you selected was issued Article and Enter the article and the paragraph of the provision you selected paragraph It becomes available only if you select National law or EU and national la
24. e image below and described in the table afterwards 1828 Article 3 SEAMA Era Et aera Identification Operation Detection LIEB Othe Sanctions Comments n Legal Entity Amounts Region It is mandatory to specify the classification of the irregularity Description of irregularity Add Classification of the irregularity Type of irregularity Other cases of irregular bookkeeping M Select a type and remove it 102 Incorrect accounts Other cases of irregular bookkeeping Practices employed in committing the irregularity Figure 6 Irregularity Field Section Description Description of irregularity Classification of lt is mandatory to indicate the condition of the irregularity with the help of the drop the irregularity down list An irregularity can be classified as being gt IRQ2 irregularity in sense of Reg 2988 95 e use this code if the reported irregularity does not present elements suggesting that it may be of a fraudulent nature e ed expenditure not eligible gt IRQ3 suspicion of fraud e use this code if the reported irregularity presents elements suggesting that it may be of a fraudulent nature e ed falsification of documents gt IRQ5 established fraud e Use this code if an entitled authority has provided a definitive sentence concerning the fraudulent nature of the behaviour linked to the reported irregularity e Generally this code should be used at the
25. end of a penal procedure and therefore it should be selected when an updating communication is created e However if the procedure is particularly fast you can also use this code for the initial communication Article 3 x 9 When you create an Article 5 communication the following additional classification is available for you gt IRQO no irregularity e Sending an Article 5 communication with IRQO selected means that you want to cancel the case see chapter 19 Cancel a Case AFIS IMS UserManual 1828Module FinalEN doc Page 26 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IRS Type of Select the corresponding type s of irregularity in the following way irregularity 1 Select the type of irregularity from the drop down list 2 Click the add button e Anew list is created with all the types of irregularity that you select gt If you want to remove a type of irregularity from the list do the following 1 Click the type of irregularity you want to remove in the list which contains the values that you selected e The type you click is highlighted green colour 2 Click the remove button 7 Write a description of the methods used to commit the irregularity e Further and more in depth explanations improve the quality of the process of Practices analysing the irregularity employed in e The description must be clear and to the point committin
26. g the e The text can have a maximum of 10000 characters with spaces irregularity Notice the character counting while you put down the text right down corner Table 5 Irregularity Options AFIS IMS UserManual 1828Module FinalEN doc Page 27 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 10 Other States Irregularity Period On this page of the communication you should provide the following details regarding the communication as seen in the image below and explained in the table afterwards 1828 Article 3 REECH Riet fekt E aere Identification Operation Detection Irregularity Other States Irr Period Authorities Date Natural Person Legal Entity Amounts Region Sanctions Comments Add Other member states or third countries involved Member states Belgium hd Austria Select a country and remove it Belgium Third countries Andorra id 004 Afghanistan e Andorra Irregularity period Period during which the irregularity Ead d was committed Available only if no period iS specified Date when the irregularity was E committed Figure 7 Other States Irregularity Period Field Description Other member states or third countries involved Member states Select the corresponding Member state s or the third country ies concerned by the irregularity Do this in the following way 1 Select the Member state s
27. he control performed to detect the irregularity The values available for you are e 1 Article 13 2 a Administrative verifications e 2 Article 13 2 b On the spot verifications e 3 Article 16 Audit of operations e 4 Other administrative control specify e 5 Antifraud control specify the national provision for legal basis of the control AFIS IMS UserManual 1828Module FinalEN doc Page 24 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS e 6 Criminal investigation specify the national provision for legal basis of the control Only in case you select Other administrative control Antifraud control and Criminal investigation you have to specify which is the administrative control or the national provision you refer to as the legal basis of the control performed Other administrative control National provision for legal basis of the control e The text can have a maximum of 255 characters with spaces Table 4 Detection Options AFIS IMS UserManual 1828Module FinalEN doc Page 25 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 9 Irregularity On this page you will provide general and descriptive information concerning the typology of the irregularity committed as well as a report of the methods used to commit the irregularity The information you should provide is as seen in th
28. icle 5 Update Communication AFIS IMS UserManual 1828Module_FinalEN doc Page 42 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 18 Create a New Article 5 Update Communication Create an Article 5 update communication update a case which was submitted to OLAF zY 9 You can create an Article 5 update only from the latest communication last update of a case which was submitted to OLAF This latest communication can be either an Article 3 or an Article 5 and can only have one of the states e Submitted to OLAF i e Modified by OLAF ti To create a new 1828 Article 5 communication do the following e Onthe page listing all the communications click the reference number to open the latest communication of the case you want to update 1 e While viewing the communication you ve just opened click the Article 5 button 2 1828 Article 3 Zero notification Communication National Fund Type Reference Type Reference Number Example of three communications of the same case submitted to OLAF Select the latest communication to update the case to create a new Article 5 Test five R1828 ES 2011 0 10006 1 3 SE FC D OF AR2828 ES 2011 0 10005 3 Test four FC 06 59 39 i 2011 First e Ey OF A1828 E5 2011 0 10005 2 5 Test four FC Lo 04 05 2011 gown E 2011 First a1828 E9 2011 0 10005 1 3 Test four FC E 04 05 2011 0
29. ils of the provision s helps you remove a provision from the list gt Click Add when you finish entering the provision s and the corresponding details Select the corresponding type s of legislation from the drop down list There are three categories of legislative acts PTOVISIOD e Decision DEC e Directive DIR e Regulation REG AFIS IMS UserManual 1828Module_FinalEN doc Page 23 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS Number Put down the number of the legislative act that was infringed Note that according to the European legislation Regulations show the number first and the year after while for the Directives and Decisions it is the opposite e g e Decision 2004 316 EC art 1 e Directive 2004 2 EC article 1 and 2 e Regulation 1260 99 article 32 33 34 Year Put down the year of the legislative act that was infringed Article and paragraph Put down the article and if relevant the paragraph of the legislative act that was infringed suggested format 12 1 for article 12 paragraph 1 National provision infringed Write the number year and articles of the national legislative acts infringed e g e Anltalian act D Lgs n 74 2000 articoli 2 e 8 Decreto Legislativo n 74 e In English Legislative Decree no 74 2000 articles 2 and 8 First information Date of first info
30. ions Q Nature of imposed Administrative iM sanctions penalties Were sanctions penalties imposed Imposed sanctions penalties resulted EU and national law M from the breach of European provision in which Provision Number Year Article and paragraph penalties are laid down e ABD Page ofO p gt ki D No records to view National provision in which penalties are laid down Number Article Figure 13 Sanctions Criminal or administrative procedures for imposing penalties No further activities to beunderaken If you agree with this statement tick the checkbox next to it Were criminal or Ticking the checkbox next to this field means YES administrative procedures for When your option is YES two new fields become available im SC ponames e Type of procedure e Status of procedure It becomes available and mandatory only if your option for the previous field is YES Tyee E The procedures can be e Administrative and criminal e Administrative e Criminal otatus of It becomes available and mandatory only if your option for the field Were criminal procedure or administrative procedures for imposing penalties initiated is YES AFIS IMS UserManual 1828Module FinalEN doc Page 36 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS The status of the procedures can be e Abandoned e Completed e Initiated gt If the p
31. me was accepted and approved zY Decision number o9 A specific Decision number becomes available according to the fund type objective Interregional reference and CCI number you select You cannot change the Decision number once it is generated by the system Decision date The day when the Decision of the European Commission was issued zd 9 The specific date becomes available according to the Decision number presented in the previous field gt You cannot change the Decision date once it is generated by the system A specific authority becomes available according to the fund type objective Managing authority Interregional reference and CCI number you select You cannot change the Managing authority once it is generated by the system Other managing If necessary you can enter another managing authority intermediate body apart authority from the one generated by the system Table 3 Tab Operation Options AFIS IMS UserManual 1828Module FinalEN doc Page 22 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 8 Detection On this page you will indicate the information concerning infringed provisions the date and source of first information as well as the method of detection of the irregularity and the legal basis for the control performed 1828 Article 3 ESEMS EFA Aail Irregularity Other States Irr Period Authorities
32. n Date E Figure 8 Authorities Date Authorities or bodies Options you have for the lists of authorities helps you add a new authority use this button when an authority is already added but you need to edit its details use this button when you only want to view the details of the authority ies helps you remove an authority from the list Values in the Authority field can only be chosen from the drop down list If the authority you need to select is not included in the drop down list indicate its name in the Additional information field gt Click Add when you finish selecting the authority or entering any needed additional information Authorities having Indicate on this page the authority ies that established the irregularity as well established the irregularity as those responsible with the administrative or judicial follow up Authorities in charge of o administrative or judicial V In a future version of the IMS application each Member State will be able follow up to select only their own national authorities Date of primary Specify the date by selecting the month the year and the day from the administrative or judicial calendar or by entering eight characters in the format dd mm yyyy where the finding of irregularity first two represent the day the next two the month and the last four the year Table 7 Authorities Date Options AFIS IMS UserManual
33. n nnns nsns n nnn nnns nnns 38 Table 14 Comments Cptons nnnm nennen nnne nnns nsns n na nnn nnn nnne a a 39 AFIS IMS UserManual 1828Module FinalEN doc Page 5 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS Terms Definition Common service responsible for the provision of user information AFIS Directory Service application information and reference data The software component identified by the AFIS Framework as a Application deployable security unit Realises specific needs within OLAF overall business scope A set of services and applications to support the development operation and use of AFIS business applications It takes care of security user application data users organisation structure application configuration and reference data It also offers a common look and feel to all applications APF and a portal home page presenting all applications a user can access APM AFIS Framework A set of physical gateways located either in National Administrations or at the Commission premises Customs Communications These gateways are interconnected through their own communication Network CCN services TCP IP network services and communicate with the Application Platforms CCN requires user authentication An irregularity represents any infringement of a provision of Community law resulting from an act or omission by an economic operator which has or
34. nnne nennen nna nnns 14 4 1 Greateahew Zerohotteaton nennen 14 5 Search COMMUNICATIONS TET EE EET 16 ll Create Article 3 Initial Communication eere eee eeeee erre enn nnns 17 SMS nuce m 18 FEES 21 Be DOECO S 23 9 WRC OUI RENTUR 26 10 Other States Irregularity Period cccccccseeeeeeeeeeceeeeeeeseeeeeeeeeeaeeeeeeeeeeesssaeaeeses 28 UP Pet D AUG c n 30 T2 EE EE EN ES Oe EI EE 32 E MD ISO Die E 33 UM ceni mmt 35 ONE geo d NIE T UU UT 36 QE Ee E E t ETE 39 IZI le un E m 40 17 2 Communications Belonging to a Closed Case 41 Ill Create Article 5 Update Communication esee nenene nn 42 18 Create a New Article 5 Update Communication esee 43 OR SE Em 44 AFIS IMS UserManual 1828Module_FinalEN doc 2 Rage 4 OF 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS List of Figures Figure 1 Create Zerohottcatnon 14 Figure 2 Search elei Ve eu 16 wieso erai T T LUTTE 18 FOWE d Ole irciel m RETE mm 21 weis ESOC WO TT LIT TL 23 leift le de EN TRE t 26 Figure 7 Other States Irregularity Period nennen nennen nennen nnns 28 FOUC O Leg RE 30 Figure 9 Natural E EE 31 Foure 10 Loga ENI At
35. of IMS having access to module 1828 It gathers information users should be familiar with in order to be able to exploit the application and create manage follow up irregularities reports under module 1828 In its larger part the document contains minute presentations of how to complete manage follow up a communication form as well as of the functionalities commands fields identified in such a form For facility and usability purposes the user of this manual will be addressed throughout the corresponding sections as you In order to make the best use of this manual please note the following conventions Indicates warnings preconditions or instructions that have to be strictly followed o If you see this icon make sure to read the information written next to it b eb sections or areas on pages are identified by a number in a circle C Fields on screen options and buttons are shown in frames or braces Specific details of the application interface are highlighted with an arrow and sometimes explained in a rectangle AFIS IMS UserManual 1828Module FinalEN doc Page 8 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS Using this Manual The manual is divided into 3 sections as follows I Introduction contains the following chapters Background About IMS About 1828 Module Create New Communications Search Communications Il Create Article 3 Initial C
36. of the communication OG Reference number R 1528 jf ES 2011 10 English ad 05 05 2011 E dd mmyyyyy First Quarter 2011 v Communication language Date of communication Quarter Member state identification Article 29 urgent communication C Decertified e Additional information Figure 3 Identification The reference number of the communication you are creating appears here Other States Irr Period jJ 10284 Funds FD Authorities Date Matural Person Legal Ei M vo marks a mandatory field Identification of the communication R1828 CC YYYY 1111111111 00001 AA 1 where Heference number gt R1828 is the reference of the Regulation gt YYYY represents the year of communication e The current year appears by default The reference number of each communication you are creating has the following format gt CC represents the abbreviation code of the Member State e Appears automatically according to the country to which you belong AFIS IMS UserManual 1828Module FinalEN doc Version 3 0 Status Final Release date 03 07 2012 Page 18 of 45 IMS AFIS IMS User Manual gt 1111111111 represents the code of the reporting authority maximum 10 characters e This field allows you to indicate which is the region that reports the communication e itis especially valid for Member States with a decentralised regional organisation gt
37. ommunication contains the following chapters Identification Operation Detection Irregularity Other States Irregularity Period Authorities Date Natural Person Legal Entity Amounts Region Sanctions Comments Ill Create Article 5 Update Communication contains the following chapters e Create a New Article 5 Update Communication e Cancel a Case AFIS IMS UserManual 1828Module_FinalEN doc Page 9 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS AFIS IMS User Manual Introduction AFIS IMS UserManual 1828Module_FinalEN doc Page 10 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 1 Background The European Union EU has established a set of funds to finance its Common Agricultural and Regional policies across the Member States MS The European Commission EC and the MS are in charge with the administration of these funds namely e Structural Funds o European Regional Development Fund FD o European Social Fund FS o European Agricultural Guarantee and Guidance Fund EAGGF old programming periods o FIFG Financial Instrument for Fishery Guidance Cohesion Fund European Fishery Fund EFF Pre Accession funds European Agricultural Guarantee Fund EAGF European Agricultural Fund for Rural Development EAFRD o CARDS Community Assistance for Reconstruction Development and Stabilisation CA PH
38. or the third country ies from the drop down list 2 Click the add button e Anew list is created with all the Member state s or the third country ies that Third countries you select gt f you want to remove a Member state or the third country from the list do the following 1 Click the Member state or the third country you want to remove in the list which contains the values that you selected e he Member state or the third country you click is highlighted green colour e 2 Click the remove button Irregularity period Period during which the irregularity was committed Prem Enter the day when the irregularity started e Do this by selecting the month the year and the date from the calendar or by entering eight characters in the format dd mm yyyy where the first two represent the day the next two the month and the last four the year gt f you do not know exactly the start date of the irregularity you can indicate the first day of the month or of the year when it started Until Enter the day when the irregularity ended AFIS IMS UserManual 1828Module FinalEN doc Page 28 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS lumine M gt f you do not know exactly the end date of the irregularity you can indicate the last day of the month or of the year when it ended patesbenthe If the irregularity took place on
39. r all AFIS home screens have a number of common features gt The AFIS Portal User Manual RD2 describes all the constant elements that compose the AFIS Portal Homepage 2 2 IMS Users IMS users are organised in groups of irregularity competences Accesses are granted by modules and further by roles The IMS User Manual General Information RD3 contains specific chapters describing the way in which users are organised their roles in using IMS and the actions available by each role as well as the life cycle of communications handled by the different types of users e chapter 3 IMS Users o subchapter 3 1 Member State Users and Organisations e chapter 4 Communication Life Cycle e chapter 5 Actions Available by Roles 2 3 IMS Functionalities The features of IMS together with the options that each type of user has in working with the application are thoroughly described in the second part of the IMS User Manual General Information RD3 e chapters 6 8 m o9 The information found in the general user manual is a prerequisite for understanding further the current document AFIS IMS UserManual 1828Module FinalEN doc Page 12 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 3 About 1828 Module Under Regulation No 1828 2006 the Member States are required to submit quarterly lists of irregularities concerning the Structural Funds ERDF ESF and the Cohesion Fund
40. regularity shows that a new malpractice has been employed AFIS IMS UserManual 1828Module_FinalEN doc Page 19 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS Ticking this checkbox enables the MS to satisfy at the same time the urgent communication article 29 requirements and the standard reporting obligation article 28 Tick this checkbox to indicate whether the irregular project is excluded from the demand of payment to the European Commission EC EEEE The decision about the exclusion from the expenditure certified to the EC can also happen once the Member State takes the entire risk of recovery of these resources on the national budget This field becomes available and mandatory only if you agree that the case is decertified Additional information gt Notice the character counting while you put down the text right down corner of the text area Table 2 Identification Options AFIS IMS UserManual 1828Module FinalEN doc Page 20 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 7 Operation This tab page of the communication will contain the information necessary to identify the operation that was affected by the irregularity 1828 Article 3 Ri8S28 ES 2011 07 10284 FD 1 Identification Detection Irregularity Other States Irr Period Authorities Date Natural Person Leg Sanctions Comments
41. rmation leading to suspicion of irregularity Indicate the corresponding date by selecting the month the year and the date from the calendar or by entering eight characters in the format dd mm yyyy where the first two represent the day the next two the month and the last four the year Source of first information on the irregularity Put down a general description of the source in a maximum of 2000 characters e eg The information was first published in the media Notice the character counting while you put down the text right down corner of the text area Method of detection Method of detection Select the corresponding method s in which the irregularity was detected Do this in the following way 1 Select the method of detection from the drop down list 2 Click the add button e Anew list is created with all the methods of detection that you select gt If you want to remove a method of detection from the list do the following 1 Click the method of detection you want to remove in the list which contains the values that you selected e he method you click is highlighted green colour 2 Click the remove button Other method of detection Enter a description of any other method of detection that you cannot find in the list above e hetext can have a maximum of 255 characters with spaces Legal basis of control Select from the list the legal basis for t
42. rocedures were abandoned or they have just been initiated there is no more information for you to enter gt However if the procedures were completed extra fields become available and they are presented under the section Applied sanctions Applied sanctions Ticking the checkbox next to this field means YES Were sanctions penalties When your option is YES two new fields become available i imposed e Nature of imposed sanctions penalties e Imposed sanctions penalties resulted from the breach of It becomes available and mandatory only if your option for the previous field is YES By default the value that you selected as Type of procedure is displayed If needed you can select another value which is available in the list Nature i imposed The nature of the sanctions or penalties that could be imposed is sanctions penalties e Administrative and criminal e Administrative e Criminal Select from the drop down list the type of law that was infringed d It can be ds EU law sanctions penalties resulted from the breach of EU and national law e National law Depending on the type of law that you select different fields are displayed and you can enter details about different provisions in which penalties are laid down It becomes available only if you select EU law or EU and national law in the previous field gt You should specify the provision its number the year and the articl
43. te Zero Notification List communications Search Communications Import Communications o marks a mandatory field 1828 zero notification Absence of Irregularities OG Date of communication 03 02 2012 dd mmjwryy D Quarter Q42011 Fourth Quarter 2011 Fund type Ke Reporting authority Figure 1 Create Zero Notification Indicate the date when the communication is ready to be sent e Do this by entering eight characters in the format dd mm yyyy where the first two represent the day the next two the month and the last four the year e Remember that you should amend this date every time you renew information in the draft communication e You should also remember that this date cannot be in the future Date of communication Select from the drop down list the quarter to which the communication refers e The list presents for you two options the current quarter and the previous quarter current quarter minus 1 Quarter According to the regulation within two months following the end of each quarter the Member States shall report to the Commission any irregularities which have been the subject of a primary administrative or judicial finding AFIS IMS UserManual 1828Module_FinalEN doc Page 14 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS Select the fund type from the drop down list where the options are the following
44. te anlv Communications with attachments Beneficiary Classificatian af the irregularity EN Quarter bd Nature of imposed e Date of communication EN E sanctians penalties NUTS level 1 e Programming period 2007 2013 M NUTS level 2 i Objective 2 zd NUTS level 3 B CCI Export All as xml Export All as excel Reset Search Figure 2 Search Communications You have the possibility to export in an excel or xml file all the communications you search for Use the corresponding buttons to perform the needed action AFIS IMS UserManual 1828Module_FinalEN doc Page 16 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS AFIS IMS User Manual ll Create Article 3 Initial Communication AFIS IMS UserManual 1828Module_FinalEN doc Page 17 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 6 Identification e Onthe IMS Homepage click the Create Article 3 option 1 e The Identification page of the communication appears 2 e On this page you must provide certain details regarding the communication as seen in the image below and explained in the table afterwards Welcome to IMS Regulation 1828 Create Article d Create zero Notification List communicatigns Search Communications Import Communicatians v 1878 Article 3 KBEELHZISGAUR UA ett Identification Dperation Detection Irregularity Sanctions Comments Identification
45. ts gt Notice the character counting while you put down the text right down corner You cannot use this field OLAF comments e If needed the OLAF authorities will enter their remarks and comments when reviewing and amending the communication you send You cannot use this field e When needed the OLAF authorities will close the case by using this field Case closed Programme operation Gate This date appears depending on the CCI number you select on the Operation page Table 14 Comments Options AFIS IMS UserManual 1828Module FinalEN doc Page 39 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 17 1 Attachments e You can attach up to 10 files to a communication e The size of each file should be maximum 20 megabytes MB e The title of the file that you are attaching cannot have more than 50 characters How to attach a file In the Attachments section click the attach button d Browse on your computer for the file document you intend to attach Select the file from your computer and click Open 2 The Filename and the Description field appears e You can describe the file you are attaching in a maximum of 250 characters with spaces 3 Click the add button gt The attachment is uploaded 4 If you need you can perform the following actions on the file you attached e View by clicking the view button e Remo
46. ut NUTS level 2 The values in this list are available only according to the selection made for NUTS level 1 cascading The values in this list are available only according to the selection made as NUTS NUTS level 3 a s l level 1 and NUTS level 2 cascading Table 12 Region Options AFIS IMS UserManual 1828Module FinalEN doc Page 35 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 16 Sanctions Provide here information about the sanctions issued following specific procedures related to the irregularity 1828 Article 3 EERE a eipbrsliniigeyal Identification Operation Detection Irregularity Other States Irr Period Authorities Date Natural Person Legal Entity Amounts Region Criminal or administrative procedures for imposing penalties This section is available only if you answer YES by ticking the checkbox to the question Were criminal or administrative procedures for imposing penalties initiated No further activities to be undertaken Were criminal or administrative LN procedures for imposing penalties initiated N Criminal or administrative procedures for imposing penalties N No further activities to be undertaken O were criminal or administrative procedures for imposing penalties initiated Type of procedure Administrative a vo marks a mandatory field Status of procedure Completed Applied sanct
47. ve by clicking the remove button 7 AFIS IMS UserManual 1828Module FinalEN doc Page 40 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 17 2 Communications Belonging to a Closed Case 0 You will not use the Case closed checkbox This can be done only by OLAF authorised staff when reviewing and amending a communication you send When the case is closed by OLAF the information regarding the closure of the case is available on this tab page see image below You can see the communications belonging to the closed case on the search results page by applying specific search criteria for example Case Status Closed The status of the communications belonging to the closed case is Submitted to OLAF or Modified by OLAF and they are represented with the icon laa When you view a communication belonging to the closed case you can notice the Case closure date as in the following image Comments Comments This icon marks the fields which were amended by OLAF Uert a Case clased The date when the case was closed by OLAF amp Case closure date 05 09 2011 Programme operation closure date 07712 2012 Attachments Attachments CW Figure 15 Sample View on a Case Closed by OLAF AFIS IMS UserManual 1828Module FinalEN doc Page 41 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS AFIS IMS User Manual Ill Create Art
48. volved family and first name Irst name Street E pode The complete physical address of the mentioned person Country E The contact details of the mentioned person Fax E mail telephone number fax number or e mail address address Function Enter the function in a maximum of 100 characters with spaces opecify the date by selecting the month the year and the day from the calendar or Date of birth by entering eight characters in the format dd mm yyyy where the first two represent the day the next two the month and the last four the year Tax code Enter the tax code or the person s national ID number in maximum 50 characters Table 8 Natural Person Options AFIS IMS UserManual 1828Module FinalEN doc Page 31 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 13 Legal Entity In this section of the communication you will include evidence about the identity of the legal entities Companies involved in committing the irregularity 1828 Article 3 EISEELZZSEDBEUSUE Iis A Identification Operation Detection Irregularity Other States Irr Period Authorities Date Natural Person E E Amounts Region AER ELE e Sanctions Comments Legal entities involved Legal entities Name Trade name City County Page i of O p gt Add Record Name gt Trade name Legal status Street Click the plus icon to add a new legal entity A new window opens
49. w in the National provision previous field LU ee gt Write the name of the national legislation in which the penalties are laid down e g Legislative Decree Write the number and year of the national legislation in which the penalties are laid down Number e g 74 2000 Write the article s of the national legislation in which the penalties are laid down DER e g articles 2 and 8 Table 13 Sanctions Options AFIS IMS UserManual 1828Module FinalEN doc Page 38 of 45 Version 3 0 Status Final Release date 03 07 2012 IMS User Manual AFIS IMS 17 Comments On this tab page you can enter any additional remarks comments recommendations suggestions You can also add attachment s relevant for the case 1828 Article 3 IESEELUZJEUDBU2UDUIIS A Identification Operation Detection Irregularity Other States Irr Period Authorities Date Natural Person Legal Entity Amounts Region Enter vour comments here Comments Comments OLAF comments This field will be used only by the OLAF authorities Case closed Programme operation closure date 07 12 2012 Attachments Attachments WWO 0 attachments uploaded Attachments 0 attachments uploaded Filename by Description e Actions IMS attachment sls gt PN This is a test cb 7 1 em Attachments A 1 attachments uploaded Filename Description o Actions IMS attachment uls This is a test A Figure 14 Comments Commen
50. wo the month and the last four the year e Note that you should amend this date every time you renew information in the draft communication Quarter Select from the drop down list the quarter to which the communication refers e The list presents for you two options the current quarter and the previous quarter current quarter minus 1 According to the regulation within two months following the end of each quarter the Member States shall report to the Commission any irregularities which have been the subject of a primary administrative or judicial finding Member state Put down the original national identification number of the irregularity report identification e The authorities establishing the irregularities are very often different from the ones that notify the communication to OLAF e Therefore it can happen that these bodies send their messages identified with a number that will be different from the one used to report the case communication to OLAF e This is especially true to all the Member States having a much decentralised organisation but could also happen in small and centralised countries Tick this checkbox to indicate whether the communication you are submitting fulfils one of Article 29 the conditions set out in article 29 of Regulation 1828 2006 urgent communication e tis feared that the irregularity may very quickly have repercussions outside the territory of the reporting MS e The ir

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