YORKSHIRE & HUMBER ERDF PROGRAMME 2007-13 MCIS Induction Guidance Note data entry of ERDF claim
MCIS Claims processers There are 4 distinct MCIS claim functions that a claim needs to go through. These are: Claim editor - drafts (initiates) the claim, entering all claim data on to MCIS, including attachments and comments. Submits claim to claim reviewer Claim Reviewer reviews the claim Claim Approver approves the claim Claim Authoriser - signs off the claim for payment The claim editor and reviewer roles are typically undertaken by the project organisation. The roles needs to be shared by at least two people, who will between them ensure all aspects of the step by step guide above are completed, and the data entries and uploaded supporting information is accurate. The claim approver and authoriser roles will be carried out by YH ERDF Programme team. If during any of the stages outlined above, there is a query / correction required to the MCIS claim entry, the system allows for the claim to be returned to the previous processer. A comment box is available to explain why this action is necessary. This helps provide an audit trail and an instruction to the recipient. Once the authoriser has signed off the claim on MCIS, it is automatically submitted for payment. This action will be shown on the project s claim screen, which is accessible to the project organisation, so it can track progress. Once all actions are complete, the project will be removed from the task list. Inputting claims data onto MCIS should only take place once the transaction list has been checked, verified and accepted as compliant. Separate guidance is provided on these checks. These checks are critical: errors found by the YH ERDF Programme Team before authorising payment can be corrected without financial loss to the project. However errors subsequently found post payment may be treated as an irregularity, and the project contract value reduced. Tip: To make the data entry straightforward, an electronic version of the transaction list should be produced Finding the screens for the relevant claim 1. Log on to MCIS home page (tasks) 2. Click on projects tab to reveal all projects (if more than one) in contract by your organisation 3. Click on the relevant project name to go to profile page, then click on claims tab 4. Scroll down to relevant claim period and click on the claim period date to reveal the claim details. Note: If a project is drawing ERDF from both the YH [Yorkshire & Humber non-
phasing in region] and SY [South Yorkshire phasing-in region] programme areas, the claims screen will list SY claims first, followed by YH claims. Separate data entries on to MCIS is required for each programme area There are a sequence of steps which need to be followed through in order for all claims information to be uploaded onto the system. These are: History Financial performance Target performance Capital expenditure* Revenue expenditure* Income* Targets* Progress* Grant payable* Comments* Note: Those screens marked * above require data entry, though if, for example, the project is revenue only with no income, those screens can be left empty Tip: The page help tab on each page provides a description of what each of the screens covers Tip: If you are the claim editor (initiating the claim) and use the next step box on each screen to navigate from one step to the next, then the data inputted will be automatically saved. Inputting claims data on to MCIS Capital and revenue expenditure screens 5. Cost categories. These screens set out the project s various cost categories as agreed in the contract letter. The open boxes against each invite you to input the expenditure incurred against each cost heading during the claim period (including any legitimate expenditure from an earlier claim period which has not been claimed). Note: MCIS will total these costs and use them to calculate the grant payable Tip: The transaction list should be used to input the expenditure by cost category on to MCIS 6. Evidence of expenditure. A copy of the relevant transaction list should be uploaded here. 7. Latest expenditure forecast. The most up to date quarterly forecast figures should be presented here. These should be a realistic assessment.
8. Variance between latest forecast and contracted forecast. MCIS recognises any variance and invites an explanation when you click next step. This should be provided in the comment box, to allow progression to the next stage Note: MCIS only asks for quarterly forecast information, though claims can be submitted monthly Note: The forecast box will not accept pence eg 1,234,689 is OK, 1,234,689.85 will be rejected Income screen 9. This screen is only active if the project contains income generating activity. MCIS records the value of the contracted level of income here and the amount of income actually accumulated. Add the amount of income received in the claim period. MCIS will take this into account in determining the grant payable. Targets screen 10. The screen shows what targets have been contracted and the total achieved to date, based on authorised claims. It invites you to input figures on targets achieved in the claim period. It also asks for forecast figures for each remaining quarter of the project s contract period. 11. Variance between latest forecast and contracted forecast. MCIS recognises any variance and invites an explanation when you click next step. This should be provided in the relevant comment box, to allow progression to the next stage. Progress screen 12. The progress information should record the physical and financial progress of the project, and how it is performing against its stated purpose. It can cover: Activity Spend Deliverables Planned activity / progress Progress on agreed milestones Identification of/and proposed action to help mitigate any risks 13. If the project has achieved any outcomes (targets) during the claim period, the beneficiary datasheet should be uploaded here as an attachment. 14. Procurement compliance the relevant box on whether procurement activity was undertaken during the claim period. Any procurement activity must be recorded in the project s procurement register which is accessed on MCIS through the profile tab.
Grant payable screen 15. This screen automatically calculates the grant payable based on the expenditure detail provided earlier, and having regard to any generated income. Note: The grant payable figures may be slightly different from that envisaged. This is because MCIS uses the ERDF quarterly funding profile intervention rate (as set out in the offer details section on MCIS). Comments screen 16. This can be can be used by the MCIS user to record any observations about the claim. If you have nothing to add, simply record that the claim is accepted ready for next stage of approval. Moving the claim on to the next level for processing Depending on which level of authorisation you are operating at, the system invites you to submit the claim to the next stage. Once this is done, the history screen will record the status change. The claim editor enters the claim on to MCIS and submits to the claim reviewer to check the claim details. If the claim reviewer is not happy with any aspect of the claim, he/she can return the claim to the editor. The comment box should be used to explain why this was necessary. The return button should be used for this purpose. The route button will not change the status of the claim, and is primarily used if there is more than one reviewer and a reviewer wants to pass on responsibility for the claim to another reviewer. Note: The claim History screen records the claim from its creation through to payment. The name and role of each person involved in drafting, reviewing and processing the claim, together with any attachments that have been added at each status, are displayed in date order. The status is the state that the claim arrives at that stage in the work-flow, i.e. for a Claim Reviewer the status for their step in the History, will be Pending Review. All comments made during the claim process are also shown against each claim, clearly stating who made them, and when. This provides a clear audit trail of the claim s progress, viewable by both Beneficiary and Intermediate Body users. The current status and owner of the claim always appears at the top of the list The task list, on the Home page, shows the status of the claim and the next action required. This acts as a prompt for the relevant claim processor to take the claim through its next approval stage.