Vastuskiri

1

Marge Jaansoo

Saatja: Joensuu Johanna RVL RVLE <[email protected]> Saatmisaeg: kolmapäev, 22. mai 2024 14:57 Adressaat: Aleksandr Lind Koopia: Marge Jaansoo; Pehkonen Pentti RVL RVLE Teema: Best Surveillance/Letter regarding recovery of the payment Manused: Request letter_Claim for recovery.pdf; Financial Situation (project overview).pdf;

Financial Statement Assessment (per participant).pdf; Payment Calculation Sheet.pdf; Payment of the Balance Letter to Coordinator.pdf; Financial identification & Legal entities_The Finnish Border Guard.pdf

TÄHELEPANU! Tegemist on väljastpoolt asutust saabunud kirjaga. Tundmatu saatja korral palume linke ja faile mitte avada!

Dear Aleksandr, please, find enclosed our letter regarding the recovery of the payment and attachments. Just let me know if you need any further information. Best regards, Johanna Tämä viesti on osoitettu ainoastaan sen tarkoitetulle vastaanottajalle ja se saattaa sisältää salassa pidettävää tietoa. Jos et ole viestissä tarkoitettu vastaanottaja, tuhoa viesti ja ilmoita asiasta välittömästi viestin lähettäjälle. Viestin sisällön, välitystiedon ja viestin olemassaolon hyväksikäyttäminen ja ilmaiseminen on kielletty laissa (laki sähköisen viestinnän palveluista 136 §). Detta meddelande är avsett endast för den nämnda mottagaren och kan innehålla sekretessbelagd information. Ifall du inte är den avsedda mottagaren, vänligen förstör meddelandet och informera avsändaren omedelbart. Det är i lag (136 § i lag om tjänster inom elektronisk kommunikation) förbjudet att utnyttja eller röja meddelandets innehåll och förmedlingsuppgifter eller uppgifterna om meddelandets existens. This e-mail message is intended only for the person(s) named in the message header and may contain privileged information. If you are not the intended recipient of this message, please delete the message and notify the sender immediately. It is forbidden by law (Information Society Code, Section 136) to disclose the content or traffic data of the message or the knowledge of its existence, or to make use of them.

PROJECT OVERVIEW

Project: 823813 - BEST Surveillance Call ID: ISFB-2017-AG-ESUR Reporting Period: 1 from: 01/01/2019 to: 31/08/2022

UNTIL PAYMENT OF THE BALANCE ESTIMATED

BUDGET 1 ELIGIBLE COSTS and EU CONTRIBUTION 2 RECEIPTS2 GRANT REDUCTIONS2 FINAL GRANT AMOUNT

Nº Full Official name Type Funding rate

Starting date End date

Maximum grant amount

(budget)

Total declared costs

(cumulative all RPs)

Total rejected costs

(cumulative all RPs)

Total accepted costs

(cumulative all RPs)

Total maximum EU contribution (cumulative all RPs)

Funding rate * accepted costs

Total requested EU contribution (cumulative all RPs)

Total accepted EU contribution (cumulative all RPs)

Total receipts (cumulative

all RPs)

Total grant reductions

(at PoB – cumulative

all RPs)

Total accepted EU contribution

shares (at PoB –

cumulative all RPs)

Final grant amount shares

(beneficiary shares in the final grant

amount – at PoB)

1 RAJAVARTIOLAITOSBEN 95% 01/01/2019 - 1,500,000.00 1,318,939.00 0.00 1,318,939.00 1,252,992.05 1,252,992.05 1,252,992.05 0.00 68.29% 1,252,992.05

2 Politsei- ja Piirivalveamet

BEN 95% 01/01/2019 - 1,000,000.00 612,553.38 0.00 612,553.38 581,925.71 581,925.71 581,925.71 0.00 31.71% 581,925.71

Total (consortium) 2,500,000.00 1,931,492.38 0.00 1,931,492.38 1,834,917.76 1,834,917.76 1,834,917.76 0.00 100% 1,834,917.76

Grant reduction action-level Total grant reductions (beneficiaries + action)

PAYMENTS (cumulative all RPs)

PAYMENTS COORDINATOR PF RP1 Paid 2,000,000.00 -165,082.24

Cumulative paid 2,000,000.00 1,834,917.76

GF (contr (-)/released(+)) - -

BREAKDOWN PER REPORTING PERIOD

ELIGIBLE COSTS REPORTING PERIOD 12

Nº Full Official name Type Funding rate Starting date End date

Maximum grant amount

(budget)

Declared costs (including adjustments)

Rejected costs (including adjustments)

Accepted costs (including adjustments)

Maximum EU contribution

(including adjustments)

Requested EU contribution

(including adjustments)

Accepted EU contribution

(including adjustments)

1 RAJAVARTIOLAITOS BEN 95% 01/01/2019 - 1,500,000.00 1,318,939.00 0.00 1,318,939.00 1,252,992.05 1,252,992.05 1,252,992.05

2 Politsei- ja Piirivalveamet BEN 95% 01/01/2019 - 1,000,000.00 612,553.38 0.00 612,553.38 581,925.71 581,925.71 581,925.71

Total (action) 2,500,000.00 1,931,492.38 0.00 1,931,492.38 1,834,917.76 1,834,917.76 1,834,917.76

1 See estimated budget (Annex 1 GA). 2 See financial statement assessment sheets and calculation sheets.

Page 1 of 1

Ref. Ares(2024)2667780 - 11/04/2024

FINANCIAL STATEMENT ASSESSMENT SHEET

Project: 823813 - BEST Surveillance Call ID: ISFB-2017-AG-ESUR

Participant: 1 - BEN - 945090110 - RAJAVARTIOLAITOS (FBG)

Reimbursement rate: 95%

Reporting Period: 1 (from: 01/01/2019 to 31/08/2022)

Adjustment to previous period: NO

Certificate LRI: N/A

Certificate on financial statements (CFS): YES Assessment CFS: Approved

FINANCIAL STATEMENT ASSESSMENT

Eligible costs (per budget category) Receipts EU contribution

A. Direct personnel costs B. Direct travel and subsistence costs C. Direct costs of

subcontracting E. Other

direct costs F. Indirect costs Total costs (RP)

Income generated

by the action

Financial contributions given by third parties to the beneficiaries

Total Receipts Reimbursement rate

Maximum EU contribution

(RP)

Requested EU contribution

(RP)

A.1 Employees (or equivalent)

A.2 Natural persons under direct contract and seconded persons

B.1 Travel B.2 Subsistence E.1 Equipment

E.2 Other goods and services

Form of costs Actual Actual Actual Unit Actual Actual Flat-rate

a b1 [b2] No hours Total [b2] c e1 f=flat-rate* (a +b1+[b2] +c+e1 )

g=a+b1+[b2] +c+e1 +f h i j = h+i k l m

Declared 0.00 536.32 222.75 - 125,000.00 1,106,894.20 86,285.73 1,318,939.00 0.00 0.00 0.00 95% 1,252,992.05 1,252,992.05

Rejected - - - - - - - - - - - - - - -

CFS capping N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A -

Total Accepted 0.00 536.32 222.75 - 125,000.00 1,106,894.20 86,285.73 1,318,939.00 0.00 0.00 0.00 95% 1,252,992.05 1,252,992.05

Remarks:

Page 1 of 2

Ref. Ares(2024)2667780 - 11/04/2024

FINANCIAL STATEMENT ASSESSMENT SHEET

Project: 823813 - BEST Surveillance Call ID: ISFB-2017-AG-ESUR

Participant: 2 - BEN - 951813471 - Politsei- ja Piirivalveamet (PPA)

Reimbursement rate: 95%

Reporting Period: 1 (from: 01/01/2019 to 31/08/2022)

Adjustment to previous period: NO

Certificate LRI: N/A

Certificate on financial statements (CFS): YES Assessment CFS: Approved

FINANCIAL STATEMENT ASSESSMENT

Eligible costs (per budget category) Receipts EU contribution

A. Direct personnel costs B. Direct travel and subsistence costs C. Direct costs of

subcontracting E. Other

direct costs F. Indirect costs Total costs (RP)

Income generated

by the action

Financial contributions given by third parties to the beneficiaries

Total Receipts Reimbursement rate

Maximum EU contribution

(RP)

Requested EU contribution

(RP)

A.1 Employees (or equivalent)

A.2 Natural persons under direct contract and seconded persons

B.1 Travel B.2 Subsistence E.1 Equipment

E.2 Other goods and services

Form of costs Actual Actual Actual Unit Actual Actual Flat-rate

a b1 [b2] No hours Total [b2] c e1 f=flat-rate* (a +b1+[b2] +c+e1 )

g=a+b1+[b2] +c+e1 +f h i j = h+i k l m

Declared 28,811.84 4,810.87 7,600.58 - 0.00 531,256.50 40,073.59 612,553.38 0.00 0.00 0.00 95% 581,925.71 581,925.71

Rejected - - - - - - - - - - - - - - -

CFS capping N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A -

Total Accepted 28,811.84 4,810.87 7,600.58 - 0.00 531,256.50 40,073.59 612,553.38 0.00 0.00 0.00 95% 581,925.71 581,925.71

Remarks:

Page 2 of 2

PAYMENT OF THE BALANCE CALCULATION SHEET

Project: 823813 - BEST Surveillance Call ID: ISFB-2017-AG-ESUR Reporting Period: 1 from: 01/01/2019 to: 31/08/2022

ELIGIBLE COSTS and EU CONTRIBUTION ESTIMATED

BUDGET PREVIOUS REPORTS FINAL PERIODIC REPORT ALL

REPORTS RECEIPTS GRANT

REDUCTIONS

Nº Full official name Type Funding rate

Starting date End date

Maximum grant amount

(budget)

Accepted EU contribution

(previous reports)

Declared costs

(last RP + adjustments to previous RPs)

Rejected costs

(last RP + adjustments to previous RPs)

Accepted costs

(last RP + adjustments to previous RPs)

Maximum EU contribution

(last RP + adjustments to previous RPs) Funding rate * accepted costs

Requested EU contribution

(last RP + adjustments to previous RPs)

CFS status (n/a -

approved - rejected - not

submitted)

CFS capping

(capping due to rejected/

not submitted CFS)

Accepted EU contribution

(last RP + adjustments to previous RPs)

Total accepted EU contribution

(all reports – PoB)

Receipts (PoB)

Grant reductions

(applied to max grant amount)

1 RAJAVARTIOLAITOSBEN 95% 01/01/2019 - 1,500,000.00 - 1,318,939.00 0.00 1,318,939.00 1,252,992.05 1,252,992.05 Approved - 1,252,992.05 1,252,992.05 0.00

2 Politsei- ja Piirivalveamet

BEN 95% 01/01/2019 - 1,000,000.00 - 612,553.38 0.00 612,553.38 581,925.71 581,925.71 Approved - 581,925.71 581,925.71 0.00

Total (consortium) 2,500,000.00 0.00 1,931,492.38 0.00 1,931,492.38 1,834,917.76 1,834,917.76 - - 1,834,917.76 1,834,917.76 0.00

Grant reduction action-level Total grant reductions (consortium)

Page 1 of 2

Ref. Ares(2024)2667780 - 11/04/2024

CALCULATION PAYMENT OF THE BALANCE (final periodic report) CONSORTIUM Step 1 Application of the reimbursement rates to the eligible costs

Total accepted EU contribution for all RPs [a] 1,834,917.76

Step 2 Limit to the maximum grant amount Maximum grant amount [b] 2,500,000.00

Deduction to stay within maximum grant amount [c] = [a]-[b], only if [a]>[b] 0.00

Subtot1 MIN ¦Step1¦ and ¦Step2¦ [d] 1,834,917.76

Step 3 Reduction due to the non-profit rule Total accepted costs for all RPs (see project overview) [e] 1,931,492.38

Total receipts (total consortium) [f] 0.00

Deduction to comply with no-profit rule [g]=[d]+[f]-[e], only if [d]+[f]>[e]

0.00

Subtot2 Subtot1 minus profit from receipts [h] 1,834,917.76

Step 4 Grant reductions Maximum grant amount (total consortium) [b] 2,500,000.00

Grant reductions (total consortium) [i] Reduced grant amount (total consortium) [j] = [b] - [i]

Final grant amount (total consortium) [k] = min¦subtot2¦ & ¦j¦ 1,834,917.76

Pre-financing and interim payments paid (total consortium) [l] 2,000,000.00

Balance (total consortium) [m] = [k] - [l] -165,082.24

Release of contribution to Guarantee Fund (PGF) [n] 0.00

OVERVIEW PAYMENTS

PAYMENTS COORDINATOR PF RP1 Paid 2,000,000.00 -165,082.24

Cumulative paid 2,000,000.00 1,834,917.76

GF (contr (-)/released(+)) - -

Page 2 of 2

Project: 823813 — BEST Surveillance — ISFB-2017-AG-ESUR

EUROPEAN COMMISSION DIRECTORATE-GENERAL FOR MIGRATION AND HOME AFFAIRS HOME Affairs Funds Union actions and Procurement

Pentti PEHKONEN RAJAVARTIOLAITOS PL 3 00131 HELSINKI FINLAND

Subject: Internal Security Fund Borders and Visa Project: 823813 — BEST Surveillance Periodic reporting: RP 1 Payment of the balance (Article 16 GA) — Final grant amount (Article 5.3 GA) — Recovery (Article 28 GA) Pre-information letter — Suspension of the payment deadline

Dear Madam/Sir,

In connection with your request for payment of the balance, I would like to inform you about the calculations for your grant.

Since you have received more payments than the final grant amount, we intend to recover the difference (EUR 165,082.24) by starting a recovery procedure.

You will find the detailed calculations in the enclosed documents.

Please submit observations — within 30 days after receiving this letter — as formal notification via your Funding and Tender Portal account.

Please note that the deadline for the payment of the balance will be suspended until the end of this contradictory procedure.

Please ensure that the other members of your consortium (if any) are informed of this letter and are given the opportunity to contribute their observations.

For any questions, please contact us via your Funding and Tender Portal account.

Yours faithfully,

Authorising Officer

cc: Other members of the consortium (if any)

1

Ref. Ares(2024)2667780 - 11/04/2024

Project: 823813 — BEST Surveillance — ISFB-2017-AG-ESUR

Enclosures: Financial statement assessment sheet(s) Payment of the balance calculation sheet Project overview

What can you do if you disagree?

This is only a pre-information letter. We will have another look at your file after receiving your observations and will then send you our final position. It is only that final position that can be challenged.

2

Request RVL2421800 1 (2)

03.01.38

RVLDno-2018-1632 Hq of the Finnish Border Guard

20.05.2024

Sisäministeriö Rajavartiolaitoksen esikunta PL 3 (Vilhonvuorenkatu 6), 00131 HELSINKI Puhelin 0295 421 000, Faksi 0295 411 500 www.raja.fi

Inrikesministeriet Staben för gränsbevakningsväsendet PB 3 (Vilhelmsbergsgatan 6), 00131 HELSINGFORS Telefon 0295 421 000, Fax 0295 411 500 www.raja.fi

Ministry of the Interior Headquarters of the Finnish Border Guard P.O. Box 3 (Vilhonvuorenkatu 6), FI-00131 HELSINKI Phone +358 (0)295 421 000, Fax +358 (0)295 411 500 www.raja.fi

Politsei- ja Piirivalveamet (PPA)

Pärnu mnt 139, 15060 Tallinn

Internal Security Fund Borders and Visa, Project: 823813 — BEST Surveillance

Letter Ref. Ares (2024)2667780 - 11/04/2024

Claim for recovery

The calculations regarding grant 823813 are finished and as a result the project as a whole has received more payments in advance than was the final accepted grant amount. Therefore, commission will recover the difference/share of the

payment of the balance 165,082.24€.

As shown in the table below, the Finnish Border Guard (Rajavartiolaitos) is to receive 52.992,05€ and PPA is to return 218.074,29€ of the received pre-

payment.

As the coordinator of the project the Finnish Border Guard will handle the

transfer of the recovered amount to commission. For this purpose, please return 218.074,29€ which is your share of the recovered prepayment to Finnish Border

Guard. Please, find the bank account details in appendices.

Chief of Development Major Pentti Pehkonen

Senior Administrator

Johanna Joensuu

RVL2421800 2 (2)

This document has been signed electronically. Finnish Border Guard 20.05.2024 at 14:30. Authenticity of the signature can be verified by the Registry.

APPENDICES Letter Ref. Ares(2024)2667780 - 11/04/2024 Financial statement assessment sheet(s)

Payment of the balance calculation sheet Project overview The Finnish Border Guard’s financial identity (bank account information) and legal entities forms