National Audit Report IGJ/ETC | 2014 Support Materials MS

As from release version 2.10.7 (29/08/2017) onwards it is not possible anymore to create a NAR referring document under the old menu Audit > National audit report (obsolete), but the referring document "EC comments on national audit report" can still be created and sent by European Commission Users.

The document "MS reply to EC comments on national audit report" remains possible as well but only for the audit reports originally uploaded by the Member State under this module.

The menu National audit report (obsolete) contains the National audit report documents submitted before the structured National audit report was implemented in SFC2014.

The new menu National audit report IGJ/ETC, EMFF, FEAD & IPA-CBC contains the structured National audit report.

No data will be migrated to the (structured) National Audit report menu.

Yes, you can enter different system audits for the same CCI/Fund(s)/Audited entity in one NAR.

For this, records must have the same date of final audit report. If these are audits done on different moments and with different final audit reports you have to create separate NARs.

You can upload an 'Other MS document' in the documents section of the NAR but only when the report has reached a final status on the Commission side and its status is "Analysed by EC (Observations)" or "Analysed by EC (No observations; to be followed-up in the next annual bilateral meeting)" or "Analysed by EC (Conclusions transmitted to the authorising officer by delegation, cf. Article 83(1.a) CPR)".

If you need to submit a document before the Commission assessment you will have to upload and send the document in SFC2014 as a Letter to the Commission under the Utilities menu.

You can only attach a file to a National Audit Report & to an Audit Control Report when first the OPs have been identified under the 'Programmes covered' section.

The reason is because as long as there are no programmes covered by the NAR & ACR, the system cannot apply document security based on the Funds covered by these Programmes and therefore requires you to have the document update permission for all Funds.

Thus you must first specify the Programmes covered and then you can create documents for your Funds.

The size limit per file is 500MB.

There is no limit on the number of files or the total size of all files in an object.

The following file extensions are allowed:

".7z",".bmp",".csv",".docm",".docx", ".jpeg",".jpg",".msg",".ods",".odt",".pdf",".png",".ppt",".pptx,".rar", ".rtf",".tif",".tiff",".txt",".xlsb",".xlsm",".xlsx",".zip",".gif"

IMPORTANT INFORMATION as of May 2024 :

Compression formats will be removed from the whitelist and will not be allowed as attachments anymore. This includes formats such as .zip, .z01, .z02, .7zip, .rar, .tar, .gz …

GIS file formats, as well as the following formats, are added to the whitelist and will be allowed: .asice, .adoc, .bdoc, .cdoc, .ddoc, .edoc.

The content of a programme can be seen by an EC user even before it is submitted to the Commission. This is to help the Member States during the amendments process.

Documents can only be consulted when they are sent. This is because documents do not have a full workflow as is the case for the structured data and their content is unknown and could contain sensible data which the Member State doesn't want the Commission to know before it is officially submitted.

Therefore, the "Other MS document" type and the "Informal Commission's Observations" document type were foreseen, so that the Member States could send whatever they want to send during the amendment process on an informal basis and the Commission could send them their observations already before the official submission.

Unfortunately this is a problem in the Microsoft Edge browser, not in SFC2014.

The browser doesn't recognize it's a .pdf file. As a workaround you should save the file and give it the name and extension as indicated on the screen, then you will be able to open it in your downloads folder.

The acknowledgement of receipt is signed with an electronic certificate guaranteeing the date and time of the signature as well as the integrity of this document. The certificate used to sign this document is held by the European Commission and can be verified by the corresponding public key.

The first step to validate the signature is to install the certificate in Acrobat.

(This step is only necessary once per machine)

• First download the SFC certificate file named CertExchangeSFCRootCA.FDF.
• Decompress the zip file and store the certificate on your computer.
• Open Acrobat.
• Go to File > Open and select the certificate from your computer.
• A pop up will be displayed. Click "Set Contact Trust…":

• On the next screen specify that this is a trusted root certificate by checking the option "Use this certificate as a trusted root" and click OK.

• A confirmation message will confirm the import.…

Once a document has been sent (there is a date visible in the 'sent date' column) it cannot be deleted.

However, if you are the sender of the document you may choose to 'hide' a sent document so that it is no longer visible within your programme by following the steps below:

1. In the Documents section of your OP (1) select the document from the list (2) and click the Edit button (3):

2. In the Document Details pop-up select the document you wish to hide (1)…

If a Commission user cannot see the other documents you uploaded, this is because these are type 'Other Member State Document' and are sent independently (as you can see below there is no 'sent date') of the Object (PA, OP, RDP IR etc.).

The following steps should be taken for each document in order for them to be sent to the EC:

Select the document to be sent (1) and click on the edit button (2):

Click on the Update &Send link to send the document to the EC:

When an object is returned by the Commission in SFC2014 it will display as 'Current node' -> 'European Commission'. This is because the version that has been returned is no longer editable by the Member state and they must create a new version of the object in order to edit the information.

The Sending of information by a Member State to the Commission should be electronically signed in accordance with Directive 1999/93/EC.

Sending of the different objects is generating a snapshot document and after the sending an acknowledge
document is generated by the European Commission.

This acknowledge document is signed but the Member State was not signing the snapshot document. The EU Login now provides a functionality of signing without forcing the user to have a certificate. The action to sign will only be triggered when sending to the European Commission:

(1) Enter your SFC2014 Password

(2) Click on the 'Sign' button

…

• When data is sent to the Commission, the sender receives an automatic notification from SFC2014
• On the search screen list of Programmes, Payment Applications etc, and in the 'General' section of the object under 'version information', check that the "current node" column is "Commission" and the "status" is "sent".
• In each object (excluding Standalone/referring documents) a snapshot document is added to the 'associated documents' section of the object.
• For single documents, check that the "sent date" is not empty.

- The Object has been sent to the Commission already which means you cannot delete it anymore.

- The Object has not been sent to the Commission yet but it contains a document of type 'Other MS document' which has already been sent to the Commission. In this case you cannot delete the Object anymore.

SFC2014 enforces the "four-eyes" principle, which means that the user who last validated the Object cannot submit it. Two different users are required; one to validate and another to send.

According to Article 3(2) of Commission Implementing Regulation (EU) No 184/2014, “any transmission of information to the Commission shall be verified and submitted by a person other than the person who entered the data for that transmission. This separation of tasks shall be supported by SFC2014 or by Member State’s management and control information systems connected automatically with SFC2014.”

The text boxes provided in SFC2014 follow the official templates. The limits are defined by the Commission implementing act and cannot be extended.

You can provide additional information in other documents which may help the Commission in its assessment of the programme by adding an 'Other Member State document' type in the document section. However, according to article 2(2) of Commission implementing regulation 184/2014 you cannot make references to this in the programme and the additional information will not form part of the programme covered by the Commission decision.

Article 2

Content of electronic data exchange system

1. The electronic data exchange system (hereinafter referred to as ‘SFC2014’) shall contain at least information specified in the models, formats and templates established in accordance with Regulation (EU) No 1303/2013, Regulation (EU) No 1299/2013, Regulation (EU) No 1305/2013 of the European Parliament and of the Council ( 3 ) and the future Union legal act establishing the conditions for the financial support for maritime and fisheries policy for the programming period 2014-2020 (the ‘EMFF Regulation’).

2. The information provided in the electronic forms embedded in SFC2014 (hereinafter referred to as ‘structured data’) may not be replaced by non-structured data, including the use of hyperlinks or other types of non-structured data such as attachment of documents or images. Where a Member State transmits the same information in the form of structured data and non-structured data, the structured data shall be used in case of inconsistencies.