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TESA Clawback Editor User Guide

1. Authoriser Certifies clawback Authorises clawback Note At any stage prior to authorisation the clawback can be moved back to Draft status for amendment At this status the recovery method may also be changed to offset if required Offsets As an alternative to a demand note the GO in discussion with the Applicant may choose to recover an overpayment of grant by offsetting it against a future scheduled claim or claims on the project or Action Plan Where the recovery method is by offset the Clawback Editor must enter the amount to be offset against one or more future unpaid claims TESA checks that the amount of grant forecasted to be paid on these claims is sufficient to cover the amount to be offset In doing so it adds in the value of any offsets recorded against the claims from other clawbacks The clawback is then raised and sits at a status of Pending Recovery from where it may be returned to Draft and edited or if there are no longer grounds for pursuing the clawback cancelled As future claims are raised the grant to be paid on them is displayed net of the offset amount When the claim is authorised however the full amount to be paid is entered on the SAP transaction file This is because the amount to be offset is sent Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 5 of 34 Clawback Editor User Guide Introduction to SAP in a separate transaction
2. 00 0 00 0 00 0 00 000 000 Add gt Total to date 52 602 00 0 00 3 750 00 0 00 1 124 98 0 00 14 999 77 0 00 Select recovery method Offsets Demand note 3 You now need to navigate to the Cover Sheet to read the comments from the Certifier and or Authoriser which should clearly state the reason why the clawback has been returned to you for amendment 4 Click the Recovery button to display the Overpayment Details screen then click Next Step to move to the Cover Sheet Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 32 of 34 Clawback Editor User Guide Edit a Clawback 5 Scroll down to review the comments from the Certifier or Authoriser explaining why the clawback has been returned Step Cover Sheet Clawback Editor Comments required M Attachments There are currently no attachments to display Add New Attachment History Status Date Owner Role Pending Certification 13 04 2007 SE BRT Certifier Certifier Owner Role 6 Before you can move back to the overpayment screens to amend the clawback you must first enter a comment in the box provided If you don t an error message will display 7 Click on the Previous Step button displayed at the bottom right hand corner of the Cover Sheet screen 8 Click Previous Step again on the following two screens 9 Click the Edit button on the relevant line entry 10 The first overpayment
3. 04 07 Document Owner Victoria Norman TESA Project Team Page 3 of 34 Clawback Editor User Guide Introduction If the clawback is associated with an irregularity then a report of the irregularity may be raised separately in the system and the clawback linked to it The steps involved in raising a clawback are detailed in the following sections of this guide however at an overview level these are 1 Enter at the expenditure category level on a past paid claim the amount of ineligible expenditure declared The system then calculates the amount of overpaid grant that corresponds to the ineligible expenditure a If the claim was paid on TESA it does this by applying the capital revenue intervention rate at which the claim was paid to the total capital revenue ineligible expenditure b If the claim was paid prior to TESA it applies the ratio of total capital revenue ineligible expenditure to the total capital revenue expenditure originally reported on the claim If the claim is an action plan claim the Clawback Editor must enter the amount of grant overpaid corresponding to the ineligible spend as TESA has no way of deriving this from the ineligible expenditure 2 Select a recovery method TESA allows overpaid grant to be recovered in two ways by offsetting it against one or more future claims for the measure against which the overpayment occurred or by raising a demand note ie an invoice in SAP Demand Notes Where
4. 1 0 00 ev 05 12 2003 Legacy Progress 0 00 1 0 00 ev 5 31 03 2004 Legacy Progress 0 00 1 ON 6 30 06 2004 Legacy Progress 0 00 1 0 00 View T 30 09 2004 Interim Paid 227654 00 1 0 00 5000 00 Demand Note Draft 8 30 09 2004 Legacy Progress 0 00 1 0 00 0 00 View 9 31 12 2004 Interim 0 00 1 0 00 0N ie v 10 31 03 2005 Interim Paid 69859 78 1 1000 00 10000 00 Offsets Non Recoverable View 11 30 06 2005 Interim Sent to SAP 0 00 1 1000 00 0 00 In the Recovery Status column a link will display which indicates the clawback status eg Draft Pending Authorisation etc Click to open the clawback Cover Sheet Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 23 of 34 Clawback Editor User Guide View a Clawback The View details link displays if there are multiple clawbacks raised to recover overpayments made on a single claim Click to open the Clawback Summary screen from where you can view individual clawbacks 1 09 Support for New Business Start Ups Number Period Period End Status Grant Paid Version Offset Ineligible Expenditure Necovery Mechanism Recovery Status View 1 30 09 2006 Interim Paid 8147 00 1 0 00 10000 00 View details 2 Quarterly 31 12 2006 Interim 0 00 0 00 3 Quarterly 31 03 2007 interim 0 00 0 00 4 Quarterly 30 06 2007 interim 0 00 0 00 5 Quarterly 30 09 2007 Interim 0 00 0 00 0 00 This link displays the total value of offse
5. 10 Q1 2005 87 753 00 1 000 00 7 Click on the Calculate and Save button to total the offset if you have spread it across multiple claims then click on the Next button Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 30 of 34 Clawback Editor User Guide Edit a Clawback 8 The Cover Sheet displays Add a comment Add a new attachment if required Step Cover Sheet Clawback Editor Comments required IAE You must add a comment Attachments There are currently no attachments to display Add New Attachment Histor p ad y Add an attachment if required Status Role Draft 31 01 2007 VWM BRT ClaywbackEditor Clawback Editor Comments Edit clavvback offset Status Date Owner Role Pending Recovery 31 01 2007 YWM BRT Claw backEditor Clawback Editor Comments This clavvback has not been amended afterall Status Date Owner Role Draft 31 01 2007 VWM BRT ClawbackEditor Clawback Editor Comments Edit clavvback offset m Don Click on Previous Step to ud Pending Recovery 31 01 2007 CRyyvback Editor save your comment and Comments Clawback raised d isplay Raise Claw back button Select a person to route this clavv back offsetto Y Route Previous Step 9 Click on the Previous Step button to save your changes and display the Raise Clawback button 10 Scroll down and click on the Raise Clawback button 11 The cl
6. Expenditure Category Expenditure Reported Ineligible This Clawback Other Clawbacks Building and Construction 0 00 0 00 0 00 Land Acquisition 161 453 00 0 00 50 000 00 Site Investigation 0 00 0 00 0 00 Management Fees 92 78 0 00 0 00 Professional Fees 0 00 0 00 0 00 Total Capital Expenditure 161 545 78 0 00 50 000 00 Capita Overstated Ratio 0 309510 Capital Grant Paid This Claim 48 453 00 Estimated Capital Overpayment 14 999 77 Revenue Overpayments Expenditure Category Expenditure Reported Ineligible This Clawback Other Clawbacks Total Revenue Expenditure 0 00 0 00 0 00 Revenue Overstated Ratio 0 Revenue Grant Paid This Claim 0 00 Estimated Revenue Overpayment 0 00 Calculate and Save Cancel Overpayment Next 7 In the Ineligible This Clawback field enter the value of ineligible expenditure against the relevant category or categories listed under the Capital Overpayment and or Revenue Overpayment headings Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 13 of 34 Clawback Editor User Guide Raise a clawback by offset 8 If you are entering multiple values click on the Calculate and Save button to total the overstated ineligible expenditure and the resulting clawback value 9 f you think you have made an error click on the Cancel Overpayment button to display the previous screen and start again If you no longer wish to raise a
7. Owner Victoria Norman TESA Project Team Page 8 of 34 Clawback Editor User Guide Home Tasks Home Tasks To display this screen Tasks is always the first page that displays after you log in to TESA To return to this page at any time during your TESA session click on the Home link in the top right navigation bar About this screen Tasks is your main hub on TESA Your Task List displays all tasks relevant to the role or roles that you have been allocated For the purpose of this guide we will focus only on tasks relevant to the Clawback Editor Tasks can be either open or locked Open Anyone with the appropriate TESA role can take up and complete To pick up an open task click on the link in the Action column Locked Only the named user can take up and complete The status will contain the name of the user who currently owns the task If a task is routed to a new user then the status will display as Routed to x where x is the user s name until the user accepts the task For the Clawback Editor the Task list shows all clawbacks that require action and those which are currently being worked on Where the clawback is being worked on by another Clawback Editor this will be indicated in the Status column Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 9 of 34 Clawback Editor User Guide oearch for and open a project or Action Pla
8. details screen will display and you will see the status of the demand note has returned to draft 11 Move through the clawback screens as described in the sections above amending details as required In this instance you are required to change the recovery method from Demand Note to Offset 12 When you are confident that you have made all requested changes click on the Raise Clawback button If the clawback has remained a demand note this will move to a status of Pending Certification and a notification will appear in the Certifier s Task list with a required action of Certify Clawback 13 The claim schedule will redisplay with links to the amended clawback displayed Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 33 of 34 Clawback Editor User Guide Delete a Clawback Delete a Clawback 1 Open the clawback to be deleted and click on the Edit button This returns the clawback to a status of draft 2 The Overpayment details screen displays Click on the Delete button in the bottom right corner Related Irregularity No Irregularity x Clawback total 31 390 95 Cap 0 00 Rev 31 390 95 Enter over stated amounts Add details for past overstatements of expenditure to the relevant claims Grant Paid Ineligible Expenditure Overpaid Grant Overpaid Other Clawbacks Claim Period Cap Rev Cap Rev CapRate Grant Rev Rate Grant Cap Rev 1 01 01 2002 3
9. empty Is complete a Ineligible 3 Overpaid Other 1 Contains errors or warnings EE Grant Paid Expenditure Overpaid Grant Clawbacks Contains information only Cap Rev Claim Period Cap Rev Cap Rev Rate Grant Rate Grant Cap Rev 11 01 01 2006 103 342 00 497 264 00 0 00 5 000 00 0 00 78 477 37 0 00 31 390 95 30 06 2006 Total to date 103 342 00 497 264 00 0 00 5 000 00 0 00 78 477 37 0 00 31 390 95 Recovery method Recovered to date 0 00 Offsets Click on the Ed it butto n Step Next Step 3 The Overpayment details screen displays ldentify the appropriate line item and click on the Edit button Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 28 of 34 Clawback Editor User Guide Edit a Clawback Measure 2 18 Draft Clavvback Type Offset Overpayment details Offsets Confirm Related Irregularity No Irregularity v Clawback total 750 00 Cap 750 00 Rev 0 00 Enter over stated amounts Edit button Add details for past overstatements of expenditure to the relevant claims SSS Grant Paid Ineligible Expenditure Overpaid Grant Overpaid Other Clawbacks Claim Period Cap Rev Cap Rev Cap Rate Grant Rev Rate Grant Cap Rev 1 01 04 2000 31 03 2001 27 96200 0 00 0 00 0 00 0 00 0 00 1 000 00 0 00 2 01 04 2001 30 06 2001 241 411 00 000 0 00 0 00 0 00 0 00 500 00 D N 3 01 07 200
10. file where it is deducted in the accounting records from the amount to be paid and the payment instruction adjusted accordingly Where the amount to be recovered is offset against a single future claim as soon as the claim is authorised the clawback is set to a status of Recovered Where the amount to be recovered is offset against multiple future claims as soon as the first claim is authorised the status of the clawback is set to Partially Recovered Once all the claims are authorised the status of the clawback is set to Recovered At the Partially Recovered status the offsets against claims that have not yet been authorised may be edited ie increased decreased and even set to zero if the ineligible spend that gave rise to the clawback is subsequently shown to be eligible In this case the status of the clawback may be set to a status of No Longer Required If while the clawback is at the status of Partially Recovered changes occur on the project or Action Plan eg insufficient expenditure is reported on a claim or the forecast expenditure is reduced and the offer reissued which mean that the remaining grant to be paid is insufficient to cover the value of the clawback the clawback may be set to a status of Under Amendment the value of the outstanding offsets set to zero and the clawback set to a status of Non Recoverable Another clawback may then be raised for the outstanding amount and the recovery method set to demand note Cla
11. past overstatements of expenditure to the relevant claims SS Grant Paid Ineligible Expenditure Overpaid Grant Overpaid Other Clawbacks Claim Period Cap Rev Cap Rev Cap Rate Grant Rev Rate Grant Cap Rev 1 0104 2000 31 03 2001 27 962 00 0 00 0 00 0 00 0 00 0 00 1 000 00 0 00 2 0104 2001 30 06 2001 241 411 00 0 00 0 00 0 00 0 00 0 00 500 00 0 00 3 0107 2001 30 09 2001 101 389 00 0 00 1 000 00 0 00 500 00 0 00 0 00 0 00 0140 2001 31 12 2001 70 026 00 0 00 500 00 0 00 250 00 NIA 0 00 0 00 0 00 5 0101 2002 31 03 2002 12 772 00 0 00 0 00 0 00 0 00 0 00 250 00 0 00 6 0104 2002 30 06 2002 44 932 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 7 0107 2002 30 09 2002 2 040 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 z 0101 2003 31 03 2003 4014 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Total to date 504 548 00 0 00 1 500 00 0 00 750 00 0 00 1 750 00 0 00 Select recovery method ottsets ODemand note Recovery button 6 The Offsets screen displays As required amend the values being offset or the claims on which the offset is being applied Measure 1 14 Draft Clawback Type Offset Overpayment details Offsets Confirm You have chosen to recover this money using offsets against future claims Total grant recoverable this clawback 3 050 00 Forecasted grant amount Other offsets Offset against claim Claim 9 Q4 2004 102 704 00 0 00 3050 Claim
12. the recovery method is by demand note after the Clawback Editor has created the Demand Note it must then be certified and authorised before it is issued On authorisation TESA generates a SAP transaction file and sends it to SAP The status of the clawback on TESA becomes Sent to SAP In response SAP raises a recovery invoice Once SAP has acknowledged that it has received the transaction file the status is set to Pending Recovery Depending on the outcome of the recovery attempt the Clawback Editor manually moves the clawback to a status either of Recovered or Unrecovered However a If the ineligible expenditure is subsequently found to be eligible and the Applicant has not repaid the amount owed on the pending clawback the clawback may be moved to a status of No Longer Required and the demand note on SAP cancelled b If some of the ineligible expenditure is subsequently found to be eligible and the applicant has not repaid the amount owed on the pending clawback the clawback may be moved to a status of No Longer Required the original demand note on SAP cancelled and a new clawback raised for the correct amount TESA allows a Clawback Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 4 of 34 Clawback Editor User Guide Introduction Editor to raise a Demand Note ie an invoice to recover an identified overpayment of grant to a project or Action Plan 2 Certifer 3
13. to save your comment and display the Raise Clawback button 12 Click on the Raise Clawback button to send the Clawback for certification Measure 4 29 Draft Clawback Type Demand Note Q 9 9 9 Overpayment details Demand note Confirm Click the Raise Clawback button You have chosen to recover this money using a demand note Amount to recover 1 427 08 i Delete Raise Clawback 14 The Claim Schedule screen displays with the Recovery Mechanism displaying as Demand Note and the Recovery Status is Pending Certification Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 21 of 34 Clawback Editor User Guide Raise a Demand Note 15 Click on either link to view the demand note As the clawback has now been submitted to the Certifier screens will display in read only mode 4 29 CREATING ACCESSING OPPORTUNITIES Humber Period Period End Type Status Grant Paid Version Offset Overpayment Recovery Mechanism Recovery Status View il 31 03 2005 Restricted Paid 122972 00 1 0 00 3000 00 Note The links which appear in the claim schedule are explained in the View a Clawback section below 16 As the status is now at Pending Certification a notication will appear in all Certifiers Task lists with a requested action of Certify clawback Note The demand note must be certified and then authorised befor
14. 0 09 2002 0 00 32 582 00 0 00 0 00 N A 0 00 N A 0 00 000 7 347 89 gt 2 01 10 2002 314 272002 349 900 00 157 988 00 0 00 0 00 N A 0 00 N A 000 3 499 00 1 748950 Add 8 01 01 2005 31 03 2005 7 474 00 725 896 00 0 00 0 00 N A 0 00 N A 0 00 0 00 000 Adds 11 01 01 2006 30 06 2006 103 342 00 497 264 00 0 00 2 000 00 N A 0 00 N A 31 390 95 0 00 000 Edit Total to date 460 716 00 1 413 830 00 0 00 2 000 00 0 00 31 390 95 3 499 00 9 097 39 Select recovery method Offsets C Demand noie Recovery 3 You will be prompted to confirm your action Click OK Microsoft Internet Explorer 3 Are you sure you want to Delete 1 Cancel 4 The Claims page displays and you will see that the clawback record is removed Note A recovered or partially recovered clawback can not be deleted from TESA Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 34 of 34
15. 1 30 09 2001 101 389 00 0 00 1 000 00 0 00 500 00 0 00 0 00 0 00 4 The overpayment details screen displays Amend the values of the overstated expenditure if required Click on the Next button Claim 3 01 07 2001 30 09 2001 Capital Overpayments Expenditure Category Expenditure Declared Overstated This Clawback Other Clawbacks Building amp Construction 0 00 000 0 00 Plant amp Machinery 198 584 00 1 000 00 0 00 Fees 4194 00 10 00 0 00 Total Capital Expenditure 202 718 00 1 000 00 0 00 Capita Overstated Ratio 0 004932 Capital Grant Paid This Claim 101 389 00 Estimated Capital Overpayment 500 00 Revenue Overpayments Expenditure Category Expenditure Declared Overstated This Clawback Other Clawbacks Total Revenue Expenditure 0 00 0 00 0 00 Revenue Overstated Ratio 0 Revenue Grant Paid This Claim 0 00 Estimated Revenue Overpayment 0 00 If you change multiple values click on the Calculate and Save button to recalculate the overpayment then if you are happy to continue click on the Next button Calculate and Save Cancel Overpayment 5 The Overpayment details screen redisplays Amend the recovery method if required Click on the Recovery button Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 29 of 34 Clawback Editor User Guide Edit a Clawback Enter over stated amounts Add details for
16. 649 00 2 000 00 1 000 00 951 40 475 69 0 00 0 00 is complete Recovery method Demand note Recovered to date 0 00 Contains errors or warnings Contains information only Previous Step J Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 24 of 34 Clawback Editor User Guide View a Clawback 5 To view the detail of the overpayment click on the Claim Period link 6 The Overpayment details screen displays a Cover Sheet 1 8 Overpayments Claim 1 Warning Clicking on one of these links may result in unsaved changes being lost Measure 4 29 Claim 1 15 09 2004 31 03 2005 Capital Overpayments Pending Certification Clawhack Type Demand Note Key Expenditure Category Expenditure Declared Overstated This Clawback Other Clawbacks Can clawback_demand_note be Site Investigation 0 00 0 00 0 00 submitted with page in this state Building amp Construction 143 298 10 1 000 00 0 00 Yes Fees 80 000 79 1 000 00 0 00 X No FIXTURES amp FITTINGS 0 00 0 00 0 00 Page Is empty Total Capital Expenditure 223 298 89 2 000 00 0 00 Contains errors or warnings Contains information only Capita Overstated Ratio 0 008957 Capital Grant Paid This Claim 106 223 00 Estimated Capital Overpayment 951 40 Revenue Overpayments Expenditure Category Expenditure Declared Overstated This Clawback Other Clawbacks PROJECT MANAGEMENT CO
17. STS 35 000 00 1 000 00 0 00 Total Revenue Expenditure 35 000 00 1 000 00 0 00 Revenue Overstated Ratio 0 028571 Revenue Grant Paid This Claim 16 649 00 Estimated Revenue 475 69 Overpayment 7 To view the Cover Sheet click on the Cover Sheet link in the Steps navigation pane or click on the Previous Step button ne Cover Sheet G ick to View the Certification Clawback Type Demand Note clawback history Overpayments Warning Clicking on one of these links may result in unsaved changes being lost Step Overview History Key Can clavvback demand note be Status Date Owner Role mm with page in this Pending Certification 19 01 2007 NW BRT ClawbackEditor Clawback Editor e Comments Y Yes Demand not for 1427 08 X No Page Status Date Owner Role ls empty Draft 19 01 2007 NVV BRT ClavvbackEditor Clavvback Editor ls complete Comments 11 Contains errors or warnings Clawback created Contains information only Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 25 of 34 Clawback Editor User Guide View a Clawback 8 f the clawback is an offset an additional Offsets step will show in the Steps navigation pane Click on it to view the claim s against which the overpayment will be recovered Cover Sheet Measure 1 08 Pending Recovery Clawback Type Offset Overpayments a __ Click to view t
18. Security questions such as Mother s maiden name and first pets name together with the appropriate answers and click Save The security questions may be used to verify your identity should you need helpdesk support Security Question 1 Security Answer 1 Secum my Question 2 Security Answer 2 Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 7 of 34 Clawback Editor User Guide Logging in and out of TESA Change Password screen Change Password Change your password here Please enter your existing password and your new password twice Then click on the Save button Old Password Hew Password Re enter Password Notes e Once you are logged in TESA will not generally request further proof of your identity It is therefore essential that you do not share your ID and password with anyone e f you have not received a TESA ID and password prior to go live contact your GO TESA helpdesk e For what to do if you forget or want to change your password please see the Introduction to TESA user guide Logout Click on the Logout link in the top right navigation bar ERDF site for England ERDF Library ERDF Glossary Best Practice S Logged in as WM BRT ClawbackEditor Home Reporting pop up Help pop up Logout Clawback Editor User Guide Version 2 Last updated 13 04 07 Document
19. aim schedule will display with a link to the revised clawback Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 31 of 34 Clawback Editor User Guide Edit a Clawback Amend a Demand Note If a Certifier or Authoriser rejects a demand note that you have raised a notification will appear in your Task list with an Action of Amend Clawback 1 Click on the Amend Clawback link in your Task list Organisations Personal Details Click to open and edit the demand note Projects Action Plans Tasks Date Raised Reference Measure Claim Raised Status Action 13 04 2007 390 Marlowe Innovation Centre Wests SE BRT ClawwbackEditor With SE BRT ClawbackEditor Amend Clavvback Ee 1 1 of 1 2 he screen below displays 9 9 9 Overpayment details Offsets Confirm Related Irregularity No Irregularity Clawback total 1 124 98 Cap 1 124 98 Rev 0 00 Enter over stated amounts Add details for past overstatements of expenditure to the relevant claims as Grant Paid Ineligible Expenditure Overpaid Grant Overpaid Other Clawbacks Claim Period Cap Rev Cap Rev Cap Rate Grant Rev Rate Grant Cap Rev 1 01 07 2006 30 09 2006 48 463 00 0 00 3 750 00 0 00 1 124 98 0 00 14 999 77 0 00 Edit gt 2 0110 2006 13 12 2006 4139 00 0 00 0
20. ain you may use this button if you opt to use the demand note recovery mechanism instead for example 17 If you wish to delete the clawback click on the Delete button The claim schedule will display 18 To confirm the clawback click on the Next Step button Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 15 of 34 Clawback Editor User Guide Raise a clawback by offset 19 The Clawback Cover Sheet Overview screen displays 9 0 0 Overpayment details Offsets Confirm Step Overview Clawback Editor Comments required This clawback has been distributed over two claim periods because Attachments Providing Further Details There are currently no attachments to display Add New Attachment History There is currently no history to display 20 Enter your comment in the box provided 21 lf necessary you may add an attachment to the offset with additional information To upload a file a Click on the Add Attachment button b Click on the Browse button c Navigate to where the file you wish to attach is stored d Select the file and click Open The file name will appear in the Local File required field e Enter a title for the attachment in the Title field f Click on the Upload Attachment button g Click on the Abandon Upload button if you have chosen the wrong item to attach Select the correc
21. chosen to recover this money using a demand note Amount to recover 155 954 74 Previous Step Next Step 8 Click on the Next Step button The Demand Note Cover Sheet displays Step Cover Sheet Clawback Editor Comments required Attachments There are currently no attachments to display Add New Attachment History Status Date Owner Role Draft 26 01 2007 WM BRT ClawbackEditor Clawback Editor Comments Clawback created Select a person to route this clawback demand note to v Previous Step 9 Enter a comment for the clawback Certifier 10 If necessary you may add an attachment to the demand note with additional information To upload a file i Click on the Add Attachment button j Click on the Browse button Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 20 of 34 Clawback Editor User Guide Raise a Demand Note k Navigate to where the file you wish to attach is stored l Select the file and click Open The file name will appear in the Local File required field m Enter a title for the attachment in the Title field n Click on the Upload Attachment button o Click on the Abandon Upload button if you have chosen the wrong item to attach Select the correct item and then repeat steps p If you wish to add more than one attachment repeat the upload process 11 Click on the Previous Step button
22. clawback click on the Delete button The claim schedule will display 10 If you are happy to proceed click on the Next button The screen below redisplays value to be clawed is shown here Related Irregularity No irregularity lawback 1 1 124 98 1 124 98 Rev 0 00 PEU m 9 The value of ineligible expenditure Enter over stated amounts Add details for past overstatements of expenditure to the relevant claims Claim Period Cap Rev 1 01 07 2006 30 09 2006 46 463 00 0 00 2 0110 2006 134 2 2006 4139 00 0 00 0 00 0 00 Nia 0 00 N A 0 00 0 00 0 00 Add gt Total to date 52 602 00 0 00 3 750 00 0 C i ck O n th e Recove ry bu tto n 0 00 Select recovery method C Demand note to progress with the clawback At any point in the process of raising a clawback you may click on the Delete button to delete the record and display the claim schedule Recovery 11 This summary will appear on the clawback Check you are happy with the details shown If you have made an error click on the Edit button The previous screen will re display to allow you to amend values 12 1 you are happy with the values displayed click on the Recovery button 13 A new screen displays confirming that you have chosen to recover the grant by offsetting against future claim s and the value of the monies to be clawed back Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria No
23. e it is issued to the Applicant Both the Certifier and the Authoriser may return the Demand Note to you for amendment during this process How to deal with returned clawbacks is explained in Amend a Returned Demand Note below Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 22 of 34 Clawback Editor User Guide View a Clawback View a Clawback 1 Open the project action plan claim schedule 2 Scroll down to the appropriate measure schedule Link s will display to If a single demand note or offset has been raised to recover an overpayment on a claim a Demand Note Or Mechanism column next to the claim on which the overpayment occurred Click to open the Demand Note or Offset overpayment summary screen Number Period Type Status Graxt Paid Version Offset allow you to access any clawback s raised Which links appear depends on whether there are multiple clawbacks raised on the project or action plan and whether the clawbacks are demand notes or offsets The different links which may be shown are each described in the two screens below Offsets link will appear in the Recovery Period Ineligible Recovery Recovery End Expenditure Mechanism Status 1 31 03 2003 Interim Paid 164784 1 0 00 0 00 iew 2 30 06 2003 Interim Paid 134594 00 1 0 00 View details Jiew 3 30 09 2003 Interim Paid 76336 00
24. esented with the summary screen below From here you can view individual offset details Click on the associated Offset Amount link to open the clawback you wish to view Measure 1 08 Claim 13 01 10 2006 Claim not created Claim Type Interim Version 0 31 12 2006 Offsets against claim Forecast Grant 2 630 451 00 Offset Amount Date Raised 2 248 50 31 01 2007 10 07 00 31 01 2007 10 25 00 Click to open the Offset 6 477 37 Total offsets for this claim 10 725 87 Amount with offsets deducted 2 619 725 13 lt lt g H Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 27 of 34 Clawback Editor User Guide Edit a Clawback Edit a Clawback Clawback Editors may edit a clawback at any time until e A demand note has been authorised for payment e The last claim against which an offset has been applied has been sent to SAP Amend an Offset 1 Open the offset you wish to amend as detailed in the View Clawback section above 2 In the bottom right hand corner of each screen there is an Edit button scroll down if necessary and click on the Edit button Clawback Type Offset Measure 1 08 Pending Recovery Bi Cover Sheet Overpayments Claim 11 Related Irregularity No Irregularity Offsets Clawback total 78 477 37 Cap 0 00 Rev 78 477 37 Key Page Overpayment Summary ls
25. he _ Offsets offset details Total grant recoverab 5 248 50 Key Forecasted grant amount Other offsets Offset against claim Recovered Page Is empty Claim 12 Q3 2006 62 061 00 70 000 00 3 000 00 ls complete Claim 13 Q4 2006 62 061 00 8 477 37 2 248 50 Contains errors or warnings Total 5 248 50 Contains information only 9 To close a clawback click on the Claims tab The claim schedule displays Clawback Summary Screen As explained above where more than one clawback demand note or offset has been raised against a claim a summary screen will display See screen below Click on the appropriate link to view a clawback Measure 1 08 Claim 1 01 01 2002 Paid Claim Type Interim Version 1 30 09 2002 Summary of Clawbacks Overpaid Date Raised Recovery Mechanism Recovery Status 11000 00 31 01 2007 Clawback Demand Note Pending Certification 10000 00 31 01 2007 Clawback Demand Note Pending Certification Total overpaid for claim 21 000 00 Click to open the clawback Click to open the clawback overpayments Summary screen cover sheet Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 26 of 34 Clawback Editor User Guide View a Clawback Offsets summary screen If the link shown in the offsets column of the claim schedule which will display as a value in s relates to multiple offsets when you click on it you will be pr
26. l down to the end of the relevant measure claim schedule to view the Raise Clawback button Each measure has its own Raise Clawback button 1 3 Investment in Innovation Humber Period Period End Type Status Grant Paid Version Offset Ineligible Expenditure Recovery Mechanism Recovery Status View 1 30 09 2006 Interim Paid 48 453 00 1 0 00 50000 00 Demand Note Sent to SAP View 2 1342 2006 Interim Paid 4 139 00 1 0 00 0 00 View S Quarterly 31 03 2007 Interim Under Amendment 0 00 0 00 0 00 4 Quarterly 30 06 2007 Interim 0 00 0 00 0 00 Quarterly 30 09 2007 Interim 0 00 0 00 0 00 6 Quarterly 3142 2007 Interim 0 00 0 00 0 00 7 Quarterly 31 03 2008 Interim 0 00 0 00 0 00 8 Quarterly 30 06 2008 Interim 0 00 0 00 0 00 9 Quarterly 30 09 2008 Interim 0 00 0 00 0 00 10 Quarterly 31 12 2008 Final 0 00 0 00 0 00 Total 52 602 00 0 00 50 000 00 Raise Clawback button Raise Clawhack 2 Click on the Raise Clawback button The screen below displays Clawback Type Demand Note Measure 1 3 The measure against which the clawback is being raised Overpayment details Demand note Confirm If the clawback is the result of an irregularity you a must select the appropriate entry from this Related Irregularity No Irregularity v dropdown list Clawback total 0 00 Cap 0 00 Rev 0 00 Enter over stated amounts Add details for past overstatements of expenditure to the
27. n Search for and open a project or Action Plan To raise a clawback you must first find and open the project or action plan from which you wish to recover the grant and navigate to the claim schedule screen 1 Click on the Projects Action Plans tab 2 Enter the necessary criteria and click on the Search button 3 Scroll down to view the search results 4 Click on the Project Action Plan Name link to view the project or action plan Search For Projects Action Plans Programme Project AP Name Sort By ProjectiAP Ref SE England Objective 2 Project AP Organisation Sequence e Asc C Desc Projects Iv Status c ize f 0 Action Plans Iv _ mee Group Measure Id Search Current Owner Project AP Ref 390 i Search Results Programme Project Action Plan Ref Project Action Plan Hap Grant k Variance Variance SE England Objective 2 390 Marlowe Innovation Centre 484 36 D o Live 5 Click on the Claims tab to display the claim schedule Click Claims to view the claim schedule ntre SE England Objective 2 Marlowe Innovation Reference 390 Offer Details Status Live Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 10 of 34 Clawback Editor User Guide Raise a clawback by offset Raise a clawback by offset 1 With the project action plan claim schedule open see steps above scrol
28. n to total the overstated expenditure and the resulting clawback value 6 Click on the Next button The screen below re displays The overpaid grant to be recovered displays in The value of overpaid this column ineligible expenditure e to the claims Das Grant Paid Ineligible Expenditure Overpaid Grant Overpaid Other Clawbacks Claim Period Cap Rev Cap Rev CapRate Grant Rev Rate Grant Cap Rev 1 01 01 2002 30 09 2002 0 00 32 682 00 0 00 N A 0 00 NIA 0 00 0 00 7 347 89 Add 2 01 10 2002 31 12 2002 349 900 00 157 988 00 0 00 N A 0 00 N A 000 3499 00 1 749 50 Add 8 01 01 2005 31 03 2005 7 474 00 725 896 00 0 00 0 00 0 00 0 00 000 gt 11 01 01 2006 30 06 2006 103 342 00 497 264 00 0 00 10 000 00 N A 0 00 NA 155 854 74 0 00 31 390 95 Edit Total to date 460 716 00 1 413 830 00 0 00 10 000 00 0 00 156 954 7 selectrel Click on Edit to amend expenditure information Recovery Click on Recovery to proaress with clawback 7 Click on the Recovery button A new screen displays stating that you have chosen to recover the grant by demand note and the value of the monies to clawed back Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 19 of 34 Clawback Editor User Guide Raise a Demand Note Measure 1 08 Draft Clavvback Type Demand Note Overpayment details Demand note Confirm You have
29. o that you can pick out the functionality that you are interested in re visiting revising or reminding yourself of The user guide can be used in conjunction with the online help within the TESA system About Clawback Editors The Clawback Editor role is allocated to GO Users so they can initiate a clawback for an overpayment to a project or Action Plan that is managed by their region The key operations performed by this role are e Having received a notification of overpayment agree with the Applicant organisation how the grant is to be recovered e Initiate a clawback via offset or demand note to recover the payment and if the clawback is by demand note submit it to the Certifier for certification Clawback Editor Team Leaders A Clawback Editor allocated a team leader status on TESA can in addition to the tasks above e Access a clawback assigned or locked under another Clawback Editor and route it on to him or herself or another user with the Clawback Editor role for action This feature of TESA ensures that if a clawback editor is out of the office on holiday or sick leave for example any items locked to them can be released and re allocated to another member of staff to action How Clawbacks work on TESA A clawback is raised in TESA where a part or all of the expenditure reported on one or more paid claims has been identified as being ineligible Clawback Editor User Guide Version 2 Last updated 13
30. relevant claims Grant Paid Ineligible Expenditure Overpaid Grant Overpaid Other Clawbacks Claim Period Cap Rev Cap Rev Cap Rate Grant Rev Rate Grant Cap Rev 1 01 07 2006 30 09 2006 48 453 00 0 00 0 00 0 00 N A 0 00 0 00 14 999 77 0 00 Add gt 2 0140 2006 134 2 2006 4139 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Add gt Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 11 of 34 Clawback Editor User Guide Raise a clawback by offset 3 Scroll down to view the lower half of the screen Enter over stated amounts Add details for past overstatements of expenditure to the relevant claims Sa Grant Paid Ineligible Expenditure Overpaid Grant Overpaid Other Clawbacks Claim Period Cap Rev Cap Rev Cap Rate Grant Rev Rate Grant Cap Rev 1 01 07 2006 30 09 2006 4839 Click on the Add button next to 0 0 77 aga 2 01 10 2006 13 12 2006 443900 the claim where the 0 00 ooo aaas Total to date s Overpayment occu rred to start 0 00 14999 77 0 00 the Clawback process Select recovery method p Offsets Demand gt c Recovery To choose the clawback type select the appropriate radio button About this screen This screen is the starting point for the creation of a clawback either by demand note or offset It displays all paid claims by number and period covered for the measure you have selected to rai
31. rman TESA Project Team Page 14 of 34 Clawback Editor User Guide Raise a clawback by offset Measure 1 3 Draft Clawback Type Offset Overpayment details Offsets Confirm Total value of offset Value of any offsets already raised against the claim s displayed You have chosen to recover this money by offsetting against future claims Total grant recoverable this clavvback 1 124 98 Claim Humber Claim Period Forecasted grant amount Other offsets Amount to Offset Claim 3 1 2007 103 191 00 0 00 Claim 4 BN 2 2007 103 191 00 0 00 om All future claims which you ie PO Claim 6 are able to offset the 103 191 00 0 00 overpaid grant against Claim 7 3 750 00 0 00 and the forecast grant Claim 8 payable for each will be 375 0 00 listed here Claim 9 Enter the value you Claim 10 Q4 2008 A wish to offset OO Totat against the relevant 0 00 future claim s Calculate amp Save Cancel all offsets Next Step 14 Enter the value of the offset you wish to apply against each claim displayed You may wish to spread the total value of the clawback over a number of claims if these are available 15 If you enter multiple values click the Calculate amp Save button to total and save the clawback 16 To remove the values entered on this screen click on the Cancel all offsets button The first overpayment details screen will display to allow you to begin the process ag
32. se a clawback against For each claim it shows the following information Grant paid The amount of capital and revenue grant paid to the project action plan for this claim Ineligible expenditure The amount of overstated eligible expenditure you have recorded against a claim broken down into capital and revenue costs Overpaid grant TESA automatically calculates the value of the clawback required the overpaid grant against the overstated expenditure entered Overpaid other clawbacks The value of revenue and or capital grant already recovered or due to be clawed back against a claim 4 f the clawback is the result of an identified irregularity click on the Related Irregularity field and select the appropriate record from the list displayed Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 12 of 34 Clawback Editor User Guide Raise a clawback by offset 5 At the bottom of the screen choose the Offset clawback method by clicking either the Offset radio button 6 Identify the claim that you wish to recover payment against and click on the Add button to the right The Overpayment Details screen displays illustrated below About this screen This screen shows at an expenditure category level the amount of expenditure declared on the claim that you are raising a clawback against Claim 1 Period 01 07 2006 30 09 2006 Capital Overpayments
33. t item and then repeat steps h If you wish to add more than one attachment repeat the upload process Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 16 of 34 Clawback Editor User Guide Raise a clawback by offset 22 To save your comment and display the Raise Clawback button click the Previous Step button 23 Click the Raise Clawback button 24 You will be prompted to confirm your action Click OK 25 he claim schedule displays with links to the clawback See the View a Clawback section of this guide for information Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 17 of 34 Clawback Editor User Guide Raise a Demand Note Raise a Demand Note 1 Follow steps 1 4 in the section above to initiate a clawback 2 In the Recovery Method field ensure that the demand note radio button is highlighted this should be the case as demand note is the default setting Measure 4 28 Draft Clawback Type Demand Note Overpayment details Demand note Confirm Related Irregularity No Irregularity Clawbacktotal 000 Cap 0 00 8v12 7 f the Demand Note is being created as a result of an irregularity select the appropriate record from the list Enter over stated amounts Add details for past overstatements of expenditure to the relevant claims aS Grant Paid Ineligible Expendit
34. t s xm being applied to the claim it appears against This value may relate to more than one clawback Click to open either the Offset Summary screen where there is more than one offset against the claim or where there is only one offset against a claim the offset details screen of the clawback Click on the link in the Recovery Mechanism column If a single clawback has been raised against the claim the link will display either as Demand Note or Offsets as explained in the first box on the page above In the example below the clawback is a demand note 4 29 CREATING ACCESSING OPPORTUNITIES Humber Period Period End Type Status Grant Paid Version Offset Overpayment Recovery Mechanism Recovery Status View 1 31 03 2005 Restricted Paid 122872 00 1 0 00 Pending Certification Measure 4 29 Pending Certification Clawback Type Demand Note Related Irregularity No Irregularity Warning Clicking on one of these links may result in Clawback total 1 427 08 Cap 951 40 Rev 475 69 unsaved changes being lost Key Overpayment Summary Click the Claim Period link to m view details of the overpayment state Ineligible Ex X Yes Claim Period Cap Rev Cap Rev CapRate Grant RevRate Grant Cap Rev X No ETAT UE E 1 15 09 2004 31 03 2005 106 223 00 16 649 00 2 000 00 1 000 00 951 40 475 69 0 00 0 00 Page is etnpty Total to date 106 223 00 16
35. tesa Transactional ERDF amp State Aid TESA Clawback Editor User Guide Table of Contents INTRODUC TION uc 3 POW TOU ETH O GUIDE nce T 3 ABOUT CLAWBACK EDITOR NE E 3 CEAWBAGK EDITOR TEAM LEADERS iren dfc i Efi ca av Od fic v ec RU P dra 3 How CLAWBACKS WORK TESA 3 LOGGING IN AND OUT OF niuis idi RES oaa E 7 arent nares basta entation 7 EAE A E A AO A EE E 8 HOME TASE oa E E E 9 SEARCH FOR AND OPEN A PROJECT OR ACTION 10 RAISE A CLAWBACK BY OFFSET axarEE EU rEus HN SS VEU XE Crxa S wErIVEEE 11 RAISE A DEMAND n nana a aao a aaa esas a sana cesa an aaa n eran 18 VIEWA GV BG cc 23 AMEND A DEMAND 32 DELETE CLAW BAG que 34 Clawback Editor User Guide Introduction Introduction How to use this guide This user guide is designed to support you following your TESA training The guide is broken down into clear sections s
36. ure Overpaid Grant Overpaid Other Clawbacks Claim Period Cap Rev Cap Rev Cap Rate Grant Rev Rate Grant Cap Rev 1 15 09 2004 31 03 2005 106 223 00 16 649 00 0 00 0 00 0 00 0 00 0 00 0 00 Total to date 671 784 00 16 649 00 0 00 0 00 0 00 0 00 0 00 0 00 select recovery method Offsets o Demand Ss Click Add see Note Demand note is the below default setting 3 When you click the Add button the Overpayment Details screen shown below will display This screen shows at an expenditure category level the amount of expenditure declared on the claim that you are raising a clawback against Clawback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 18 of 34 Clawback Editor User Guide Raise a Demand Note Measure 4 29 Draft Clawback Type Demand Note Overpayment details Demand note Confirm Claim 1 15 09 2004 31 03 2005 Capital Overpayments Expenditure Category Expenditure Declared Overstated This Clawback Other Clawbacks Site Investigation 0 00 0 00 0 00 Building amp Construction 143 298 10 1000 0 00 Fees 80 000 79 0 00 4 In the Ineligible This Clawback field enter the value of ineligible expenditure against the relevant category or categories listed under the Capital Overpayment and or Revenue Overpayment headings 5 f you are entering multiple values click on the Calculate amp Save butto
37. wback Editor User Guide Version 2 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 6 of 34 Clawback Editor User Guide Logging in and out of TESA Logging in and out of TESA Login To log in to TESA go to the home page of the ERDF for England website www erdf communities gov uk and click on TESA Login Note The log in link is not yet available on the ERDF website For early adopter office staff using the BRI environment for Business Readiness Testing please enter https tesa brt erdf odpm gov uk to display the login screen ERDF site for England ERDF Library ERDF Glossary Best Practice e m PIRE M The UK Government s rrt ERDF site for England Login Enter your TESA username and password here If your login details are not accepted please contact your local GO TE Username Password Forgotten your password On the Login screen to enter the system 1 Enter your Government Gateway username and password 2 Click on Login Your home page will display First time log in The first time you log in as a new user for security purposes you will be asked to change your password You are also required to add two security questions and answers hese will be used to validate your identity if you should forget your password in the future Security questions Security Questions Ta complete the registration ofyour account please Supply two

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