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28th Conference of Directors of Paying agencies Namur, 27 to 29 October 2010

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28th Conference of Directors of Paying agencies Namur, 27 to 29 October 2010. Belgian organisation and introduction to Workshop 1 organised by the Walloon Paying Agency : « Financial systems used by the Paying Agencies ». Content of the presentation. Introduction - PowerPoint PPT Presentation
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28th Conference of Directors of Paying agencies Namur, 27 to 29 October 2010 Belgian organisation and introduction to Workshop 1 organised by the Walloon Paying Agency : « Financial systems used by the Paying Agencies »
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28th Conference of Directors of Paying agencies

Namur, 27 to 29 October 2010

Belgian organisation and introduction to Workshop 1 organised by the Walloon Paying Agency :

« Financial systems used by the Paying Agencies »

27 October 2010 2

Introduction

1. Presentation of the Walloon paying agency

2. Walloon Paying Agency Agreement : accreditation criterias

3. Payment and recovery procedures

4. Re-engineering of the Paying agency financial data processing

5. Introduction to Workshop 1

Content of the presentation

• « BIRB » (« Belgian Intervention and Refund Board »)

• « Flemish PA »

• « Walloon PA »

==> Belgian Coordinating body

Introduction : 3 Paying agencies in Belgium

27 October 2010 4

1. Presentation of the Walloon Paying Agency

27 October 2010 5

Organisational chart

27 October 2010 6

2. Walloon Paying Agency Agreement : Accreditation criteria

27 October 2010 7

2.1. Internal environment

• Organisational structure which provides a clearly separation of the three functions : authorization-control, execution of payments and accounting

• Human-resources management• Tasks delegation with written protocols (except

for payments)

27 October 2010 8

2.2. Control activities

• Procedures for authorizing claims• Procedures for payment• Procedures for accounting• Procedures for debts• Audit trail

27 October 2010 9

2.3. Information and communication

• Ensure the communication to the Commission (monthly, quarterly and annual declarations …)

• Information systems security (international standards ISO …)

27 October 2010 10

2.4. Monitoring

• Ongoing monitoring via internal control activities• Separate evaluations via an internal audit service

3. Payment and recovery procedures

27 October 2010 12

3.1. Payments and recovery figures• Number of « registrations » in X-Table : 128.535• EAGF « net payments » : 16/10/2008 to 15/10/2009

72%

18%

10%0% Single Payment Scheme

: 242.017.291,81 €

Suckler-Cow Premium :62.269.270,93 €

Sugar RestructuringFund : 35.407.165,11 €

Other direct "netpayments" :1.111.798,40 €

27 October 2010 13

• EAFRD « net payments » : 16/10/2008 to 15/10/2009

44,00%

56,00%

EAFRD part :26.146.625,36 €

Regional part :33.282.774,63 €

27 October 2010 14

Belgium 15.422Luxemburg 115France 142Germany 4Italy 1The Netherlands 1TOTAL 15.685languages: 14.757 french, 787 german and 141 dutch

• The origin of the applicants

27 October 2010 15

• Recoveries

- Amount recoveries in 2009 : 318.598,97 € - 44% compensations with payments and 56%

reimbursements- 700 applicants assign their payments to creditors

27 October 2010 16

Technical services :

Calculation, control and authorization

“SYSTEME GENERAL DE PAIEMENT” ("SGP):

Data exchange interface

“AXI-FINANCE” :

Accounting software

X- TABLE

T104

Debtors ledger

DATA ENTRY FOR PAYMENTS AND X-TABLE

ACCOUNTING CONFIRMATION OF PAYMENTS AND RECOVERIES

REPORTING TO EUROPEAN COMMISSION

3.2. Payments - Separation of the three payment functions

27 October 2010 17

The execution of these tasks needs : Accounting programme of general company type

(double-entry "debit/credit" accounting) Agreement with the bank for on line payment transfer

orders Credit line : 350.000.000 €

27 October 2010 18

3.3. Recovery procedure - Debtors management

Technical Services Accounting Service

•Formal notification to the debtors

•Sending of the irregularity to the « Système général de payement »

(negative lines of premium)

•Booking of the irregularity in « AXI »

•Follow up of the debtors : reminders (calculation of the amount of interests), contacts

with lawyers

•Compensations

4. Re-engineering of the PA financial data processing

27 October 2010 20

4.1. Current PA Financial data processing

• “AXI-FINANCE” Accounting software• “Système général de paiement” (“SGP”)

General system of payments• “TDC” (“Tableau des Croix”) X-Table

27 October 2010 21

4.2. Disadvantages of the current PA financial data processing

• Multiple costly specific adaptations

• No internal data-processing assistance

• European accounting >< double-entry (debit/credit accounting)

• Specific European reports (T104)

• No automatic debtors management

27 October 2010 22

• A management information system

• Flexible, able to face up changes

• User-friendly

For all financial flows of the PA

4.3. Development of an internal accounting and budgetary software

5. Introduction to Workshop 1: “Financial systems used by the Paying

Agencies”

27 October 2010 24

• Analyse of the 26 questionnaires completed by the Paying agencies

• Presentation of the results• Analyse and discussion about three additional

questions• Presentation of the conclusions in plenary session 5

– 29 October 2010

5.1. Programme of the Workshop

27 October 2010 25

THANK YOU FOR YOUR ATTENTION !

LEPAGE Mélanie


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