Cross-Border Cooperation Serbia - North Macedonia, funded by the European Union

REPORTING

SECTION 8 · PIM · ANNEX VI & 3

Interim, Final and Progress reports keep the CA/IBFM, Control Body and JTS informed of implementation — and trigger every payment in the project.

Three types of reports

Reports are narrative + financial, with supporting documents — templates provided under Annex VI and Annex 3.

Linked to payment

Interim report

Covers the first 12-month implementation period, linked to further pre-financing (projects >12 months).

  • Narrative + financial report, in English.
  • Draft sent to JTS for consultation first.
Linked to payment

Final report

Covers the whole project, linked to the final balance payment.

  • Same structure as Interim, plus verification/closure documents.
  • Expenditure verification obligatory above €100,000.
Not linked to payment

Progress report

Quarterly monitoring tool tracking indicators from the logical framework matrix.

  • Due 31 Mar / 30 Jun / 30 Sep / 31 Dec, and with the Final report.
  • Submitted via the Regional Monitoring System + Annex 3.1a by e-mail.

Interim / Final report — submission timeline

Before official submission

  1. Coordinator prepares the report with Co-beneficiaries and drafts supporting documentation.
  2. Draft sent to JTS ≥ 3 weeks before the CA/IBFM deadline, for consultation and support.
  3. JTS provides feedback within 1 week of receiving the draft.
  4. Coordinator finalises the Request for payment, narrative & financial report, in English.

After official submission

  1. Sent to CA/IBFM (and Control Body for North Macedonia), with a copy to the JTS and EUD.
  2. CA/IBFM & Control Body run desk-based and on-the-spot verification.
  3. Approval & balance payment deadline: 90 days from submission.
  4. Coordinator may object within 15 days if a deduction seems incorrect.

What must be inside

Narrative report

Activities implemented, difficulties & solutions, changes made, and progress against indicators.

Financial report

Budget vs. actual expenditure, in Excel — original budget plus any modifications/reallocations.

Supporting documents

Breakdown of expenditures, salary calculations, timesheets, bank statements, invoices, delivery notes.

Cover letter

Clearly listing the content of the submitted report and all supporting documents.

Correct exchange rate

Use the INFOREURO rate applicable for the reporting period, consistently applied.

Forecast budget

Included with requests for further pre-financing, covering the following reporting period.

Where reports go
Serbia — CA/IBFM (CFCU)

Printed + electronic version to the CFCU, with envelope marked with project title and contract number.

North Macedonia — Control Body

1 printed version (Annexes V, VI, VII hard copy, supporting docs on USB) + 1 full electronic copy.

Copy to EU Delegation

Request for payment, narrative & financial report, list of expenditure and expenditure verification (originals, no supporting docs).