Ministry of Transport op

ON COMPANIES SUBMITTING WRONG AND /OR MISLEADING INFORMATION TO THE MANAGING AUTHORITY UNDER CF 1164/94 (ex-ISPA) WITHIN THE MINISTRY OF TRANSPORT

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DECLARATION

ON COMPANIES SUBMITTING WRONG AND /OR MISLEADING INFORMATION TO THE MANAGING AUTHORITY UNDER CF 1164/94 (ex-ISPA) WITHIN THE MINISTRY OF TRANSPORT

I, the undersigned, ………, acting as the Head of Managing Authority under CF 1164/94 (ex-ISPA), hereby declare that:

For the period from ………. to …………… there aren’t any cases of submission of wrong and/or misleading information by the bidders, participating in tenders under CF 1164/94 (ex-ISPA)

registered under the following CF 1164/94 (ex-ISPA) Financing Memoranda:

No. of the FM

Name of the FM

In the reported period there isn’t any information registered for companies, which during implementation of a contract under the above listed Financing Memoranda submit wrong and/or misleading information.

[In the reported period there are (number) new and/or follow-up cases of submission of wrong and/or misleading information by the bidders, participating in tenders under CF 1164/94 (ex-ISPA)

registered under the following CF 1164/94 (ex-ISPA) Financing Memoranda:

No. of the FM

Name of the FM]

[In the reported period there is information for (number) new and/or follow-up cases on companies submitting wrong and/or misleading information during implementation of a contract under CF 1164/94 (ex-ISPA)

registered under the following CF 1164/94 (ex-ISPA) Financing Memoranda:

No. of the FM

Name of the FM]

[Details, related to this case/these cases are attached herewith.]
This declaration contains (number) pages [, plus (number) pages attachments].

Signed by : …………… Date: ………….

Head of Managing Authority under CF 1164/94

(ex-ISPA Sectoral Authorising Officer):

…………….			J01 – 02-A
IB/Project Implementation Unit under CF 1164/94	Standard format – DECLARATION ON IRREGULARITIES IN CONNECTION WITH THE IMPLEMENTATION OF CF 1164/94 (ex-ISPA) MEASURES
	Version : 5	Date : October 2008

Declaration

on Irregularities or Recovery of Sums Wrongly Paid by the Managing Authority under CF 1164/94 (ex-ISPA) within MoT

I, the undersigned, ………, acting as the Head of Intermediate Body/Head of Project Implementation Unit in …………….. under MA CF 1164/94 (ex-ISPA) in MoT hereby declare that:

For the period from ……… to ……… I have not become aware on irregularities and sums wrongly paid under the following CF 1164/94 (ex-ISPA) Financing Memoranda implemented by the IB/PIU in ………… run by me, under the supervision of the MA CF 1164/94 in MoT:

No. of the FM

Name of the FM

[In the reported period there are (number) new and/or follow-up on irregularities known to me under (number of the Financing Memorandum). The details related to this/these irregularity (ies), which have become known to me during the period from ……… to ……… are attached herewith]

This declaration contains (number) pages [, plus (number) pages attachments].

Signed by ………….

Head of Intermediate Body/Project Implementation Unit within …….

under the supervision of CF 1164/94 (ex-ISPA) MA in MoT

(date)

Ministry of Transport			J01 - 03
Managing Authority under CF 1164/94	Check-list : Control of Report from HMA to HPA on detection of irregularity(ies)
	Version : 5	Date : October 2008

Measure Code and Title :
MA under CF 1164/94 (ex-ISPA) :
Irregularity Report # :

Prepared by :		Reviewed and approved by :
Name		Name
Function	Irregularity Officer	Function	Director of the MA CF 1164/94 (ex-ISPA)
Date		Date
Signature		Signature

INSTRUCTIONS :

- The boxes  represent mandatory checks to be performed.

- All persons assigned to perform controls must, for each control, tick the boxes using :  for OK or N/A for not applicable in the column corresponding to their respective position.

- Comments / notes may be added on the last page of the Check-list and must be cross-referenced (numbered) in the column “Note Ref. “

- The check-list must be signed by the performers of controls and reviewers once all controls are performed

CONTROLS IN THE CASE OF DECLARATION

Control #	Items to be checked	Irregularity Officer	MA Director	Note Ref.
01.	Reporting period is mentioned and is correct	
02.	Deadline for transmission to the HPA is : __________		
03.	Programme/Project titles and codes are mentioned and are correct	
04.	Managing Authority under CF 1164/94 (ex-ISPA) name and relevant Ministry identification name are properly mentioned	
05.	Report is dated and signed by the relevant HMA	
06.	ACTIONS BY THE IRREGULARITY OFFICER
07.	Opening / updating of the Irregularity files	
08.	Update of the Irregularity register (if relevant)	
09.	Cross-check if there is any information available in the Irregularity files, reporting system, project data, internal/external audit reports, etc which may confirm / infirm the MA CF 1164/94 Declaration Formalise your : comments / analysis / assessment recommendations on the check-list under the heading Notes / Comments / Instructions		

CONTROLS IN THE CASE OF IRREGULARITY REPORTED

Control #	Items to be checked	Irregularity Officer	MA Director	Note Ref.
01.	Heading of the report
02.	Reporting number is mentioned	
03.	Identification of communication
04.	Case number is mentioned and corresponds to number communicated by the PA	
05.	Quarter reference is mentioned and is correct	
06.	Date of transmission to the HPA is : mentioned correct and respect the applicable deadlines	
07.	Pages of the Report are properly numbered	
08.	For each heading of the report :
09.	Check if : information is provided for as relevant information is coherent / correct cross-check with any information available in the Irregularity files, reporting system, project data, internal/external audit reports, etc Formalise your : comments analysis / assessment recommendations on the check-list under the heading Notes / Comments / Instructions		
10.	ACTIONS BY THE IRREGULARITY OFFICER
11.	Opening / updating the Irregularity file	
12.	Update of the Irregularity register	
14.	Payments should be suspended ?	Yes :  No : 	Yes :  No : 
15.	Legal procedure should be initiated ?	Yes :  No : 	Yes :  No : 

NOTES / COMMENTS / INSTRUCTIONS :

Insert as relevant	Insert as relevant
Reference (to be reported in the column Note Ref) and Content of the notes / comments / instructions :	Reference (to be reported in the column Note Ref) and Content of the notes / comments / instructions :

INTERNAL AUDIT : This area is dedicated to comments / notes / references / etc…. of internal auditors
Ref	Date	Name	Comments	Signature

Ministry of Transport			J01 - 04
Managing Authority under CF 1164/94	Register of Irregularities
	Version : 5	Date : October 2008

REGISTER OF IRREGULARITIES AND FRAUD OF /RESPECTIVE AFCOS MEMBER/

№

Programme

Case number

Project number (where applicable)

Name / PIN / BULSTAT of the beneficiary/ infringer (which is applicable)

Managing Authority/ Implementing Agency/ Paying Agency

Date of first registration of the case

Date of first reporting to EC

Date of last reporting to OLAF

Definition of the case (irregularity/suspected fraud) Description of revealed fraud or irregularity

Amount of the irregular project

Ammount of the irregularity (amount with which the community budget or national budget are infringed or other which is applicable - principal)

Amounts recovered (principal)

Amounts to be recovered (principal)

Measures undertaken and follow up

Recovery of due amounts

Activities of law enforcement bodies

Others

dd/mm/yyyy

mm/yy

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