Commission Regulation (EC) No 2644/2000 of 20 November 2000 amending Regulation (EC) No 2390/1999 laying down detailed rules for the application of Regulation (EC) No 1663/95 as regards the form and content of the accounting information that the Member States must hold at the disposal of the Commission for the purposes of the clearance of the EAGGF Guarantee Section accounts

• Published date: 07 December 2000
• Subject Matter: Financial provisions,European Agricultural Guidance and Guarantee Fund (EAGGF),Agriculture and Fisheries
• Official Gazette Publication: Official Journal of the European Communities, L 307, 07 December 2000

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Commission Regulation (EC) No 2644/2000 of 20 November 2000 amending Regulation (EC) No 2390/1999 laying down detailed rules for the application of Regulation (EC) No 1663/95 as regards the form and content of the accounting information that the Member States must hold at the disposal of the Commission for the purposes of the clearance of the EAGGF Guarantee Section accounts

Official Journal L 307 , 07/12/2000 P. 0001 - 0046

Commission Regulation (EC) No 2644/2000

of 20 November 2000

amending Regulation (EC) No 2390/1999 laying down detailed rules for the application of Regulation (EC) No 1663/95 as regards the form and content of the accounting information that the Member States must hold at the disposal of the Commission for the purposes of the clearance of the EAGGF Guarantee Section accounts

THE COMMISSION OF THE EUROPEAN COMMUNITIES,

Having regard to the Treaty establishing the European Community,

Having regard to Council Regulation (EC) No 1258/1999 of 17 May 1999 on the financing of the common agricultural policy(1), and in particular Article 4(8) thereof,

Whereas:

(1) The fourth indent of Article 2(1) of Commission Regulation (EC) No 1663/95 of 7 July 1995 laying down detailed rules for the application of Council Regulation (EEC) No 729/70 regarding the procedure for the clearance of the accounts of the EAGGF Guarantee Section(2), as last amended by Regulation (EC) No 2245/1999(3), stipulates that a full record of all accounting information must be held at the disposal of the Commission for statistical and control purposes. Article 2(3) says that the form and content of the accounting information shall be established in accordance with the procedure provided for in Article 13 of Council Regulation (EEC) No 729/70(4), as last amended by Regulation (EC) No 1287/95(5).

(2) The form and content of the accounting information has been decided by Commission Regulation (EC) No 2390/1999 of 25 October 1999 laying down detailed rules for the application of Regulation (EC) No 1663/95 as regards the form and content of the accounting information that the Member States must hold at the disposal of the Commission for the purposes of the clearance of the EAGGF Guarantee Section accounts(6). Due to changes in the budget nomenclature and in order to facilitate the cooperation between the Member States and the Commission, the Annexes to that Regulation should be changed.

(3) The Committee of the European Agricultural Guidance and Guarantee Fund has not delivered an opinion within the time limit set by the chairman,

HAS ADOPTED THIS REGULATION:

Article 1

Annexes I, II and III to Regulation (EC) No 2390/1999 are replaced by Annexes I, II and III to this Regulation.

Article 2

This Regulation shall enter into force on the day following its publication in the Official Journal of the European Communities.

It shall apply from 16 October 2000.

This Regulation shall be binding in its entirety and directly applicable in all Member States.

Done at Brussels, 20 November 2000.

For the Commission

Franz Fischler

Member of the Commission

(1) OJ L 160, 26.6.1999, p. 103.

(2) OJ L 158, 8.7.1995, p. 6.

(3) OJ L 273, 23.10.1999, p. 5.

(4) OJ L 94, 28.4.1970, p. 13.

(5) OJ L 125, 8.6.1995, p. 1.

(6) OJ L 295, 16.11.1999, p. 1.

ANNEX I

X TABLE

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ANNEX II

TECHNICAL SPECIFICATIONS FOR THE TRANSFER OF COMPUTER FILES TO THE EAGGF

1. MAGNETIC MEDIUM

Nine-track magnetic tape (0,5 inch)

density of 800 to 6250 BPI

no label or standard label

This option will be withdrawn from 16 October 2001.

Floppy disk: 3,5 inch 1,4 Mb (Dos/Windows)

optional compression using PKZIP software

Data cartridge of type 3480 or 3490

IBM 3490E compatible (18 or 36 track)

This option will be withdrawn from 16 October 2003.

DAT cartridge

4 mm DDS-1 (90 m)

QIC-80 Colorado streamer 350 cartridge

Software: HP Colorado backup version 2.70.

(This application also makes data compression possible.)

CD-ROM (WORM)

Direct messaging X400

for files of 5 Mb or less

optional compression using PKZIP software

address: C=BE;A=RTT;P=CEC;O=DG6;S=AI3

Messaging by STATEL/STADIUM

The Commission recommends that the Member States replace the transfer of computer data on magnetic media by electronic transfer through STATEL/STADIUM (see Communication to the EAGGF Committee VI/5342/99). The software will be made available at the request of the Member State.

2. THE COMPUTER FILE STANDARD PROPOSED

2.1. For each individual operation involving payments by and receipts of the EAGGF Guarantee Section, each Member State is to create a computer record. What is involved here is thus the individual items making up the total and not that total per beneficiary. The Member State may not group individual operations relating to payments in the various columns of the same record.

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.

2.3. The above requirements notwithstanding, all the data supplied must genuinely reflect the information available in the Member State's accounting systems.

2.4. Standard files are to have the following characteristics:

(1) The first record in the file will contain the file description. The field names will comprise an "F" followed by the field number used in Annex I (the "X table").

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

(3) The fields will be separated by a semi-colon (;).

(4) Records will vary in length. Each record will end with a code "CR LF" or "Carriage Return - Line Feed" (in hexadecimal: "0D 0A").

(5) The file will be in ASCII code.

(6) Numeric fields:

(a) decimal separator: "."

(b) the symbol ("+" or "-") will appear on the far left, followed immediately by the figures.

(c) fixed number of decimals (the details are set out in the "Aide-mémoire" in Annex III hereto).

(d) no spaces between digits; no spaces between thousands.

(7) Date field: "YYYYMMDD" (year in four digits, month in two digits, day in two digits).

(8) EAGGF budget code (field F109): "B99-9999-999".

(9) Data in text format must not be put between quotations marks (" "). It goes without saying that the semi-colon 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):

F100;F101;F106;F108;F109

AGENCY ABC;Nr154678;+152.50;19971215;B01-1000-123

AGENCY ABC;Nr024578;-1000.00;19971205;B01-2020-564

AGENCY ABC;Nr154985;+9999.20;19970101;B01-1100-000

AGENCY ABC;Nr100078;+152.75;19971231;B01-1234-654

AGENCY ABC;Nr215452;+0.50;19971215;B01-1000-001

AGENCY ABC;Nr123456;+21550.15;19970101;B01-5000-010

etc.

(other data records with the fields in the same order).

(12) In the case of files from Greece, we would ask that either ELOT-928 or ISO 8859-7 coding be applied.

2.5. The Commission recommends that in general the data be grouped by agricultural sector to avoid a proliferation of sub-files by budget heading.

3. DOCUMENTATION

Each file must be accompanied by checksums for the following:

1. number of records

2. total amount

3. sum of subtotals for each budget heading.

For each field expressed by a code, the meanings of the codes used will be attached to the file.

The sum of the records in the computer file by budget heading and subheading must correspond to the annual and monthly declarations. Any discrepancies are to be justified in a note attached to the file.

ANNEX III

"AIDE-MÉMOIRE"

2001 budget year

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General remark: significance of the X, A and D codes used in Annex I:

All the information marked "X" or "A" is obligatory.

"A"= Data element to be added compared to Regulation (EC) No 2390/1999.

"D"= Data element to be deleted compared to Regulation (EC) No 2390/1999.

"X"= Data element already included in Regulation (EC) No 2390/1999.

1. DATA RELATING TO PAYMENT

F100: name of paying agency

Required format: to be expressed by a code (see the code list F100.XLS kept up-to-date on CIRCA).

F101: reference number of payment

The reference number identifying the payment clearly in the paying agency's accounts.

F102: reference number of previous payment

The reference number identifying the payment clearly in the paying agency's accounts as an advance or an amount recovered.

F103: type of payment

Required format:

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These codes become compulsory from 16 October 2001 onwards, and must thus be used in the computer data of the 2002 financial year.

F103a: additional payment from national envelope

Indicates if an additional payment has been made from a national envelope.

Required format: yes = "Y"; no = "N".

F105: payment with penalty

Required format: yes = "Y"; no = "N".

F105a: Reduction under Articles 3 and 4 of Regulation (EC) No 1259/1999

The field 105a of the X table must be used to indicate the amounts retained (negative amounts) on the basis of Article 3 and 4 of Regulation...