ON-THE-SPOT
CHECKS
Grant beneficiaries may be visited and checked throughout implementation and the execution period — to verify progress, compliance and eligible expenditure.
Three types of on-the-spot checks
Grant beneficiaries may be visited throughout implementation, and throughout the execution period of the Grant Contract.
Monitoring visits — JTS
Result-oriented visits assessing relevance, effectiveness, efficiency, sustainability and cross-border impact.
- Announced ~2 weeks ahead by e-mail, with topics/questions shared in advance.
- At least once per project; twice if longer than 12 months.
- Followed by a Monitoring Report shared with MA and CBC Structure.
Verification checks
By CA/IBFM (Serbia) or the Control Body (North Macedonia), tied to Interim/Final reports and payments.
- Desk-based review, then on-the-spot check where needed.
- Risk-based before the Interim Report; obligatory before the Final Report.
- Covers administrative, financial, technical and physical aspects.
Ad-hoc checks
May happen at any time during the execution period, based on identified risks or irregularities.
- Can be performed without prior announcement.
- Conducted by CA/IBFM or Control Body — may be joint.
- Focus on specific aspects flagged as risky.
What's expected from Grant beneficiaries
Key staff present
Coordinator, project & financial managers, accountant and reporting officer available during visits.
Full access
Allow checks and give access to premises, locations and all project documentation.
Up-to-date documentation
Provide current information and supporting documents whenever requested.
Report problems early
Inform about any difficulties encountered during implementation without delay.
Cooperate with all bodies
CA/IBFM, Control Body, JTS, auditors or EU representatives — documents provided whenever requested.
At least one OTSC
Every project has at least one on-the-spot check, before the final balance is paid.
North Macedonia
After desk-based + on-the-spot verification, the Control Body issues a Declaration of eligible expenditure to the CA/IBFM.
Serbia
Verification is conducted directly by the CA/IBFM, covering the same administrative, financial, technical and physical aspects.
Sustainability checks
After project end, sustainability is monitored separately by the Managing Authority with the CBC Structure and JTS — see the dedicated Sustainability infographic.