A. Stalerunaite, The Ministry of Finance of Lithuania (Managing Authority)

Payment claimadministration in Lithuania

Conference and Open Discussion about Effective management of EU structural funds

1-2 of February, 2012

A. Stalerunaite, The Ministry of Finance of Lithuania (Managing Authority)

The processes of:

Payment claim (PC) preparation and submission →

Supporting documents →

Verification

Payment Claim 1: the content

information on physical and monitoring indicators achieved

Payment claim 2:the content

information on the PCs planned to be submitted; financial information (expenditure incurred and list of

supporting documents);

Payment claim 3:submission

PC shall be submitted every quarter even if no expenditure was incurred

!!! Money for the results achieved but not money for money

Payment claim 4:from paper to electronic

Filling in Pre-filled template (B):• On-line filling• Filling in excel

Submission (B):• Electronic (via DMS) and paper version

Registering (IB):• Importing all PC data into SFMIS

Supporting documents 1:the extent

All expenditure supporting doc.

!!! But:Exceptions in ESF (wages, business trips,

scholarships, benefits, etc.) - summary statements Indirect expenditure – no doc.Unit costs (in global grant means - wages of

scientists) and Lump sums (publicity) - doc. about quantity achieved or activity done

Supporting documents 2:submission

Categories of supporting documents:Easier to fill in PC;Move towards the e-form of PC;

Submission:List of supporting documents in the PC;Physical submission in paper;

Information System(s)

IS for Beneficiaries (B) and Implementing bodies (IB):• DMS – (subsystem of SFMIS) for B to prepare and

submit PCs • SFMIS – IS for IB to receive and verify PCs

DMS Public Data

Exchange Website

SFMIS Structural Funds

Monitoring System

IS 1 - DMS

IS 2 - SFMIS

The link of all IS

SubmissionDMS

(Beneficiary)

SFMIS(Implementing

and Intermediate bodies)

GBAPS(Treasury)

Payment request

Message

MONEYMONEY

Payment claim submission control:

!!! Reminders in DMS about next PC (date and sum) according submission schedule

Automatic controls for filling and verification

Automatic Checking:

• DMS – if there is no filling or data mistakes

• SFMIS – critical mistakes while saving any data (+ button “To check doc.”)

Verification process

Checking (IB)

• according its checklist questions

• Sample Checks of PC/supporting documents according IB procedures

Future goalTo simplify the system so:

1. The B would submit only a part of supporting documents

2. The electronic submission of documents with e-signature would be used

3. The IB would have :– its procedures of Sample Checks– unified Payment claim checklist

and could fill it in online

After all the processthe Beneficiary

gets the money and does many good

things for Lithuania!

Congratulations!!!