Commission Regulation (EU) No 825/2010 (repealed)Show full title

ANNEX II Technical specifications for the transfer of computer files to the EAGF and EAFRD from 16 October 2010

INTRODUCTION

These technical specifications apply in respect of the financial year 2010, which commenced on 16 October 2009.

1. Transfer Medium

The coordinating body of the Member State must transfer the computer files and the relating documentation to the Commission through STATEL/eDAMIS. The Commission will only support one installation of STATEL/eDAMIS per Member State. The latest eDAMIS client and more information on the use of STATEL/eDAMIS shall be downloaded from the CIRCA web-site of the agricultural funds.

2. Computer file structure

2.1. The Member State must create a computer record for each individual component of the EAGF/EAFRD payments and receipts. These components are the individual items of which the payment (receipt) to (from) the beneficiary consists.

2.2. The records must have a flat file structure. If fields have more than one value, separate records containing all data fields are required. Make sure that no double counting occurs(1).

2.3. All information for the same category of payments or receipts must be contained in the same computer file. Separate files relating to the same payments (e.g. for traders or inspections, or for basic and measure data) are not allowed.

2.4. The computer files must have the following characteristics:

(1)

The first record in the file (header row) contains the file description. The field names comprise an ‘F’ followed by the field number used in Annex I (the ‘X-table’). Only field names existing in this Annex are allowed.

(2)

The following records in the file are data (data rows), in the order indicated by the first record describing the file structure.

(3)

The fields are separated by a semicolon (‘;’). The header row and data rows shall all contain the same number of semicolons. In the data rows, empty fields appear as a double semicolon (‘;;’) within the record, or as a single semicolon (‘;’) at the end of the record.

(4)

Records vary in length. Each record ends with a code ‘CR LF’ or ‘Carriage Return – Line Feed’ (in hexadecimal: ‘0D 0A’). The header row never ends on a ‘;’. Data rows only end on a ‘;’ if the last field is empty.

(5)

The file is in ASCII coding according to following table. Other codes (such as EBCDIC, TAR, ZIP, etc.) are not accepted:

Code	Member State
ISO 8859-1	BE, DK, DE, ES, FR, IE, IT, LU, NL, AT, PT, FI, SE and GB
ISO 8859-2	CZ, HU, PL, RO, SI and SK
ISO 8859-3	MT
ISO 8859-5	BG
ISO 8859-7	GR and CY
ISO 8859-13	EE, LV and LT

(6)

Numeric fields:

(a)

Decimal separator: ‘.’

(b)

The symbol (‘+’ or ‘–’) appears on the far left, followed immediately by the figures. For positive numbers, the ‘+’ sign is optional.

(c)

Fixed number of decimals (the details are set out in the Annex III hereto).

(d)

No spaces between digits. No spaces or other signs between thousands.

(7)

Date field: ‘YYYYMMDD’ (year in four digits, month in two digits, day in two digits).

(8)

Budget code (field F109) required format without spaces: ‘999999999999999’ (where ‘9’ stands for any figure between 0 and 9).

(9)

Quotation marks (‘’) are not allowed at the beginning or at the end of the records. The semicolon field separator ‘;’ must not be used in data in text format.

(10)

All fields: no spaces at the beginning or end of a field.

(11)

Files satisfying these rules will look like the following (example for financial year 2004):

• F100;F101;F106;F107;F108;F109

• BE01;154678;+152.50;EUR;20030715;050201011000001

• BE01;024578;-1000.00;EUR;20030905;050208031502002

• BE01;154985;9999.20;EUR;20030101;050205011100001

• BE01;100078;+152.75;EUR;20030331;050208091515002

• BE01;215452;+0.50;EUR;20030615;050201011000002 (Please note +0.50 and not +.50)

• BE01;123456;21550.15;EUR;20030101;050805013810001

• etc.

• (other data rows with the fields in the same order).

2.5. Data files with the characteristics as described under 2.4 shall be sent with consignment type ‘X-TABLE-DATA’ (see ‘eDAMIS client’).

2.6. The computer program for checking the format of computer files before sending them to the Commission (‘WinCheckCsv’) is included in the data transfer program (‘eDAMIS client’). The paying agencies are invited to download the check program from CIRCA separately for offline validation purposes.

3. Annual declaration

3.1. The coordinating body of the Member State must send either one annual declaration file for all paying agencies or separate annual declaration files for each paying agency. An annual declaration file should contain the total amounts by paying agency together with the budget and currency codes, for both EAGF and EAFRD measures(2).

3.2. The files should have the characteristics as described under 2.4. Each line should contain the following fields (in this order):

(a) F100

:

paying agency code

(b) F109

:

budget code

(c) F106

:

amount expressed in the currency code F107

(d) F107

:

currency code

3.3. Files satisfying the rules will look like the following (example for financial year 2007):

• F100;F109;F106;F107

• BE01;050205011100014;218483644.90;EUR

• BE01;050212012003012;29721588.82;EUR

• BE01;050212012000022;26099931.75;EUR

• BE01;050208031502013;20778423.44;EUR

• BE01;050212052040001;16403776.45;EUR

• BE01;050405011132001;8123456.45;EUR

• etc.(3)

3.4. Annual declaration files shall be sent through STATEL/eDAMIS with consignment type ‘ANNUAL-DECLARATION’.

4. Explanation of Differences

4.1. In the case of differences between the annual declaration and monthly or quarterly declaration or X-table data the coordinating body of the Member State should send either one ‘difference-explanation’ file for all paying agencies or separate ‘difference-explanation’ files for each paying agency. Such file(s) should explain, through standard codes, the difference by budget code between the annual declaration and monthly declaration (T104) or between annual declaration and quarterly declaration (SFC2007) or between annual declaration and the sum of the records (Σ F106) of the X-table data.

4.2. The files should have the characteristics as described under 2.4. Each line should contain the following fields (in this order):

(a) F100

:

paying agency code

(b) F109

:

budget code

(c) Exco

:

explanation-reconciliation code

(d) F106

:

amount of the explained difference in EURO

4.3. The explanation-reconciliation code must be expressed only once per budget code (F109) by a three-character code corresponding to the following code list:

Code EAGF	A) Type of difference [Annual Declaration to (=MINUS) Monthly Declaration (T104)]
A01	Administrative error (outstanding amounts to be recovered at the end of the financial year and credited to the EAGF via the Annual Declaration)
A02	Rounding error
A03	Misposting error (data input on wrong budget code)
A04	Cut-off error (amount in Annual Declaration but not reported in T104)
A05	Cut-off error (amount in T104 but not declared in Annual Declaration)
A06	Payment error (payment pending in the bank)
A07	Late payment correction
A08	Ceiling error (correction because expenditure passed ceiling)
A09	Off-set of irrecoverable amount
A10	Off-set of irrecoverable amount (50/50 rule)
A11	Correction due to recovery of outstanding debts
A12	Correction due to double entry of expenditure
A13	Reallocation of expenditure by Fund (national or community)
A20	Conformity corrections
A21	Adjustments on entitlements
A22	Modulation not declared
A23	Exchange rate corrections
A99	Other error
Code EAFRD	B) Type of difference [Annual Declaration to (=MINUS) Quarterly Declaration (SFC2007)]
B01	Administrative error (outstanding amounts actually recovered but not yet deducted in the Quarterly Declarations during the reference period and credited to the EAFRD via the Annual Declaration)
B02	Rounding error
B03	Misposting error (data input on wrong budget code)
B04	Cut-off error (amount in Annual Declaration but not reported in Quarterly Declaration)
B05	Cut-off error (amount in Quarterly Declaration but not declared in Annual Declaration)
B06	Payment error (payment pending in the bank)
B11	Correction due to recovery of outstanding debts
B12	Correction due to double entry of expenditure
B13	Reallocation of expenditure by Fund (national or community)
B14	Co-financing rate error (amount with wrong co-financing rate in Annual Declaration)
B15	Co-financing rate error (amount with wrong co-financing rate in Quarterly Declaration)
B16	Difference due to co-financing rate in Quarterly Declaration
B23	Exchange rate corrections
B99	Other error
Code X-table	C) Type of difference [Annual Declaration to (=MINUS) X-table (EAGF and EAFRD)]
C01	Administrative error (outstanding amounts to be recovered at the end of the financial year and credited to the EAGF via the Annual Declaration)
C02	Rounding error
C03	Misposting error (data input on wrong budget code)
C04	Cut-off error (amount in Annual Declaration but not reported in X-table)
C05	Cut-off error (amount in X-table but not declared in Annual Declaration)
C06	Payment error (payment pending in the bank)
C07	Late payment correction in AD
C08	Ceiling error (correction in AD because expenditure passed ceiling)
C09	Off-set of irrecoverable amount
C10	Off-set of irrecoverable amount (50/50 rule)
C11	Correction due to recovery of outstanding debts
C12	Correction due to double entry of expenditure
C13	Reallocation of expenditure by Fund (national or community)
C14	EAFRD: Co-financing rate error (amount with wrong co-financing rate in Annual Declaration)
C15	EAFRD: Co-financing rate error (amount with wrong co-financing rate in X-table)
C20	Conformity corrections
C21	Adjustments on entitlements
C22	Modulation not declared
C23	Exchange rate corrections
C24	EAGF – 25 % retention on amounts resulting from cross-compliance (R1782/2003, Art. 9)
C25	EAGF – 20 % retention on amounts recovered following irregularities (R1290/2005, Art. 32)
C98	Not required X-table data
C99	Other error

4.4. Files satisfying the rules will look like the following (example for financial year 2008):

• F100;F109;Exco;F106

• AT01;050207011401006;A03;+505.90

• The amount declared in the Annual Declaration is EUR 505.90 higher than the amount (wrongly) declared in the monthly declarations [Tables 104].

• AT01;050207011403006;A03;-505.90

• The amount declared in the Annual Declaration is EUR 505.90 smaller than the amount (wrongly) declared in the monthly declarations [Tables 104].

• AT01;050302180000004;A01;-125.80

• The amount declared in the Annual Declaration is EUR 125.80 lower than the amount declared in the monthly declarations [Tables 104] due to the correction on ‘administrative errors’.

• AT01;050302270000001;C04;+31.05

• The amount declared in the Annual Declaration is EUR 31.05 higher than the amount reported in the X-table due to a cut-off problem.

• AT01;050302270000001;C05;-81.00

• AT01;050405011321001;B02;+3.04

• AT01;050405013211001;C15;+3075.07

• AT01;050405013211001;B02;-0.80

• AT01;050405013211001;C14;-688.23

• etc.

4.5. The ‘difference-explanation’ files shall be sent through STATEL/eDAMIS with consignment type ‘DIFFERENCE-EXPLANATION’.

5. Documentation (code list)

5.1. In case where codes are used for fields, for which Annex III does not enforce standard codes, the coordinating body of the Member State must transfer a code list for each paying agency through STATEL/eDAMIS in order to explain all these used codes.

5.2. This code list can have the look and feel of an ordinary letter. The identity of the paying agency and the name or administrative unit of the addressee shall be clearly marked.

5.3. The eDAMIS client includes a specific consignment type for this kind of tabular transfer i.e. ‘CODE-LIST’.

6. Data Transfer

The coordinating body must send the computer files completely and only once.

If the coordinating body notices that false data were transmitted or a problem occurred with the data transfer, the Commission has to be informed immediately. All files, which contain incorrect information, are to be indicated. Therefore, the Commission is to be asked to delete these files. Thereafter, in order to avoid an overlapping of computer records or data files, the coordinating body must send the corrected computer files to replace entirely the previous incorrect information.

(1)

Note: You should first read the preliminary remark concerning ‘quantities’ in chapter 5 of Annex III.

(2)

See Article 6 (b) and (c) of Regulation (EC) No 885/2006.

(3)

Budget codes, for which no expenditure is declared, should not be included in the Annual Declaration file.