Department for Contracting and Financing of EU Funded Programmes was established within the Ministry of Finance

Governmental organisation

Department for Contracting and Financing of EU Funded Programmes was established within the Ministry of Finance http://www.cfcu.gov.rs/tekst.php?oblast=onama&id=55

Department for Contracting and Financing of EU Funded Programmes was established within the Ministry of Finance in 2009 pursuant to the Government Conclusion 05 Number: 110-1740/2008-2 dated February 5, 2009. This department is responsible for financing, contracting, execution of payments and supervision of EU programmes and projects implementation.

Department for Contracting and Financing of EU Funded Programmes In the Department for Contracting and Financing of EU Funded Programmes activities shall be performed within the following subunits: Division for Tender Preparation and Project and Contract Management Division for Tender Evaluation and Contracting Division for Financial Management, Financial Control and Accounting Division for Quality Control Section for Horizontal Issues Coordination under IPA Division for First Level Control of Projects Financed under IPA Component Cross-Border and Transnational Cooperation Division for Tender Preparation and Project and Contract Management shall prepare and monitor the implementation of Procurement and Grants Plans for EU funded projects ( IPA Components I, II b); prepare and control tender documentation, prepare and publish information for potential tenderers and perform other activities related to the public procurement procedure; collect and prepare documentation subject to quality control and ex-ante control of The Delegation of the European Union; perform contract management  and prepare contract amendments (addenda); collect information on other public administration authorities honouring the contract so as to approve payments; control reports (desk-based and on-the-spot checks) on contract implementation submitted by contractors; provide data required for monitoring project implementation within its purview; participate in Steering Committees and Monitoring Committees; prepare reports; perform tasks  in accordance with internal procedures and other tasks within the purview of the Division. Division for Tender Evaluation and Contracting shall organise preparation for the implementation of tender evaluation procedures within the public procurement procedure, perform activities related to tenders and applications for participation in the public procurement procedure; prepare contracts; conclude contracts with the selected tenderers, as well as coordinate the work of the tender evaluation committees; prepare reports following the completion of the evaluation procedure; issue notifications on contracts awarded and publish lists of awarded grants, act on tenderers’ complaints; participate in contract negotiations; collect and prepare documentation subject to quality control and ex-ante control of the Delegation of the European Union, keep contract register and perform archiving; prepare reports; perform activities in accordance with internal procedures and other activities falling within the purview of the Division. Division for Financial Management, Financial Control and Accounting shall perform financial management, control and accounting activities in connection to EU funded contracts (IPA Components I, II b); plan the funding needs, including the preparation of cash flow forecasts; manage bank accounts; receive and file invoices and payment requests submitted by the contractors; perform control of invoices (desk-based and on-the-spot checks), supporting documentation and reports submitted by contractors so as to approve payments; monitor the observance of payment deadlines; prepare payment orders; approve requests for exemption from VAT and customs duties, prepare chart of accounts for respective accounting operations and recording transactions in the accounting system; reconcile accounting records; prepare reports; perform activities in accordance with internal procedures and other activities within the purview of the Division. Division for Financial Management, Financial Control and Accounting shall include the following subunits to perform activities falling within the purview of the Division: Group for Financial Management Group for Financial Control Group for Accounting Group for Financial Management shall perform activities related to planning of funding needs, including preparation of cash-flow forecasts; coordinate provision of national co-financing; perform activities regarding payments to contractors and monitoring observance of  payment deadlines; manage bank accounts in accordance with the applicable rules between the Department and other public administration authorities; prepare requests for funds, declarations of expenditure and relevant payment requests and supporting documentation to be submitted to the National Fund; keep Debtors Ledger and ensure recovery of funds in case of inelligible expenditures; process and enter data in the information system; prepare monthly financial reports on payments made; prepare reports; perform activities in accordance with internal procedures and other activities within the purview of the Group. Group for Financial Control shall perform activities related to the receipt of invoices and payment requests, carry out financial checks (desk-based and on-the-spot checks); prepare and control documentation and implement procedures related to the exemption from VAT and customs duties; perform receipt and filing of invoices, payment requests and supporting documentation submitted by the contractors; prepare and if necessary submit payment dossiers; prepare reports; perform activities in accordance with internal procedures and other activities within the purview of the Group. Group for Accounting shall perform activities related to individual stages of the accounting cycle in accordance with the regulations and internationally recognised standards; prepare all documents subject to control including reconciliation forms and financial reports and implement corrective measures if necessary; prepare reports; perform activities in accordance with internal procedures and other activities within the purview of the Group. Division for Quality Control shall perform activities related to monitoring the fulfilment of the requirements for acquiring and maintaining the accreditation for the Decentralised Management of EU funds within the Department and other public administration authorities; perform quality control of documentation subject to ex-ante control of The Delegation of the European Union and provide recommendations for improving documentation subject to control; manage the ex-ante database; monitor the fulfilment of the requirements for the establishment of the EU funds management system without ex-ante control; participate in the control of reported irregularity signals; implement and monitor implementation of corrective measures in case of confirmed irregularities; record derogations from EU rules for implementing public procurement; propose improvements and changes of the existing system of management and procedures; prepare reports; perform activities in accordance with internal procedures and other activities within the purview of the Division. Section for Horizontal Issues Coordination under IPA shall perform activities related to risk and internal control weaknesses management; record cases of exceptions to standard procedures; implement procedures for follow-up of audit recommendations; coordinate changes of the existing procedures and changes in the management and control system; ensure human resources development; prepare analyses and reports; cooperate with other public administration authorities under IPA Component I related to horizontal issues under IPA; perform activities in accordance with internal procedures and other activities within the purview of the Section. Division for First Level Control of Projects Financed under IPA Component Cross-Border and Transnational Cooperation, as the control body for the programmes of cross-border and transnational cooperation with EU Member States within the shared management system shall perform the activities of checking (desk-based and on-the-spot checks) the eligibility of project costs of grant beneficiaries from Serbia; check the regularity of public procurement procedures implemented on the projects; issue certificates of eligibility of declared costs to project partners; report irregularities to the competent public authority; cooperate with relevant public administration authorities and other bodies at the level of individual programmes; prepare reports; perform activities in accordance with internal procedures and other activities within the purview of the Division.