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EUROPEAN UNION

European Economic and Social Committee

Committee of the Regions

ADMINISTRATIVE COOPERATION AGREEMENT


BETWEEN
THE EUROPEAN ECONOMIC AND SOCIAL
COMMITTEE
AND
THE COMMITTEE OF THE REGIONS

December 2007

EN

-1-

ADMINISTRATIVE COOPERATION AGREEMENT BETWEEN


THE TWO COMMITTEES
Section 1

Purpose of the agreement


Article 1 Need for and rationale behind administrative cooperation

(1)

In the light of past institutional developments, in the interests of sound public finances and in
their own interests, and as a good example of interinstitutional cooperation, the Committees
hereby agree to redefine the basis of their close administrative cooperation in a way that is
fair, modern and appropriate to their respective needs. In working together in this way, the
Committees are seeking effectiveness and efficiency in their administrations, which will also
boost their respective political impact.

(2)

The Committees recognise each other's distinct institutional role and political identity.
Working on the basis of institutional autonomy, as reflected in the fact that they each set their
own priorities independently, the Committees undertake to engage in administrative
cooperation within the scope set out in this agreement.

(3)

This agreement does not cover political cooperation.


Article 2 Principles of cooperation

The Committees undertake to engage in administrative cooperation that is marked by:


a high standard of service to the members and administrations of both Committees;
a balanced service based on institutional equality;
respect for the identity and autonomy of each of the two institutions and their respective
needs and priorities;
continuing modernisation of joint services management;
implementation of this agreement in a way that safeguards the quality of working
conditions;
transparency of operation and accountability within the services, underpinned by a model
of good governance;
guaranteed equal treatment of officials and other staff employed in those services subject
to joint organisation under the terms of this agreement;
a commitment to coordinate work, thereby helping secure, among other things, a more
stable workload for the joint services, and a commitment to more extensive demand
management in this area, including the monitoring of requests for internal translations;
a commitment to cooperation, solidarity and coordinated cooperation between the two
administrations in their relations with third parties that involve the joint services,
including relations with the budget authority and the control bodies;
long-term stability of this agreement.

-2Section 2

Purpose of administrative cooperation


Article 3 Types of cooperation

There are two types of administrative cooperation:


cooperation effected by the pooling of certain resources, notably staff, in the "joint
services" of the two Committees; and
cooperation in certain areas in which the services concerned are autonomous.
Article 4 The joint services
(1)

The following shall constitute the joint services (JS)1:


translation and typing
coordination and planning of the production chain. In parallel the two Committees shall
each establish a contact point responsible for managing the programming of translations
in the respective Committees' own services. The contact point shall act as a filter and a
decision-making body for translation requests from its own Committee. The contact
points shall also perform a liaison function between the Committees and with the joint
services and ensure a transparent flow of information between the two Committees. This
function shall be established without recourse to the transfer of posts from the joint
services
printing/distribution, except pre-press
IT + Telecommunications
Programming/contractual and financial management
infrastructure, security and catering.

(2)

The arrangements for the management, resources and operation of these services are set out in
Sections 3 to 6 of this agreement.

(3)

The Committees agree to conduct audits of these services in line with a plan identifying their
priorities.
Article 5 Cooperation in other administrative areas

(1)

In areas other than those mentioned in Article 4 above and listed below, the principles of
cooperation and mutual solidarity, as set out in Articles 1 and 2 above, shall be directly
applicable. In particular, the administrations of the two Committees shall work together very
closely in the following areas:

The names of the services mentioned in Section 2 of the current agreement are based on the joint services' establishment plan in
place when the agreement was finalised and in no way pre-empt any future establishment plan that may arise out of this
agreement.

-3

(2)

mandatory forward planning of statutory meetings (plenary sessions, Bureau,


sections/commissions/working groups): establishment of an annual timetable agreed
jointly in the course of the previous year;
the use of meeting rooms with interpreting facilities, on the basis of the principle of
priority use for each Committee, agreed between the secretaries-general;
the use of other meeting rooms;
coordination of the interlinking roles of the IT and infrastructure departments;
the medical and welfare departments;
the operation of the libraries;
pre-press services;
internal departments, including workload planning for meeting ushers and floor ushers
and arrangements to provide mutual reinforcement for such staff, especially during
Bureau meetings and plenary sessions;
the contact points for translations within each Committee.

Detailed provisions for cooperation in these areas shall, where necessary, be laid down in
technical arrangements for each department concerned ("mini-agreements") which will
supplement this agreement2. Differences as to the priorities of the various services involved
shall be settled by the cooperation committee and, in the final instance, the meeting of the
secretaries-general (see Article 6(4) below).

Section 3

Management of the joint services


Article 6 Applying the principles of good governance

(1)

The joint services shall be designed as a service provider for both Committees, in line with
the principles set out in Article 2 above, and shall be required to provide services to both
Committees equally. The joint services mission statement is appended to this agreement
(Appendix 1).

(2)

The joint services listed in Article 4 above shall be organised into two directorates 3 : a
directorate for translation, which shall cover all the translation and typing units as well as the
coordination and translation planning departments; and a directorate for logistics, which shall
comprise
the
IT,
infrastructure
and
printing/distribution
units
and
the
programming/contractual and financial management unit. Each Committee shall have one of
the two directors' posts. Each director shall be assisted by a deputy director who shall be an
official of the other Committee. The allocation of the two directors' posts between the two

Specific technical cooperation arrangements for the following departments and functions: meeting scheduling; use of the JDE
meeting rooms on the fifth floor (for which the CoR has priority), on the sixth floor (for which the EESC has priority), meeting
room 70 and other meeting rooms with interpreting booths (VMA etc); cooperation between the medical and welfare services;
cooperation on library-related matters; cooperation between the internal departments; cooperation between the pre-press services;
and cooperation on translation programming.
Footnote 1 also applies mutatis mutandis.

-4Committees shall be done on the basis of an agreement between the secretaries-general. The
Committee acting as Appointing Authority for a post of director or deputy director shall ask
the other Committee to participate in the proceedings of the pre-selection board for
candidates. This board shall decide on its proposal by consensus. Each of the Committees
shall, as Appointing Authority, appoint a director or deputy director to the posts that are
within its own purview, in line with the rules currently in place.
(3)

The joint services shall not constitute a body in their own right; nor shall they act as
Appointing Authority. Under the authority of the two secretaries-general, responsibility for
the administrative management of the joint services shall lie with the two directors each for
his or her own directorate assisted in this task by the deputy directors and unit heads. In
terms of the establishment plan, the directors for logistics and translation shall be considered
to be on the same footing as the other directors of the two Committees and shall both be fully
involved in the two Committees' management structures. Like the other directors of the
Committees, they may be asked to represent the two Committees in interinstitutional bodies.

(4)

The joint services shall be managed under the principle of institutional equality. The various
management levels are set out as follows:
the political monitoring group (PMG) shall be responsible for the political supervision of
administrative cooperation.
This group shall be made up of six members of each of the two Committees, appointed
under their own respective rules. It shall normally meet three times a year and as and
when required, and shall be responsible for regular and proactive supervision of the
administrative cooperation between the two Committees, as set out in this agreement. To
that end, the secretaries-general shall submit to it regular reports on the status of
cooperation. Its members shall be consulted on the preliminary draft budget for the joint
services and on the joint services' annual work programme.
The secretaries-general shall be responsible for strategic issues affecting joint services
operations.
They shall meet every two months and as and when required, in the presence of the two
joint services directors and the respective directors of the administration. Their
responsibilities shall include drawing up the joint services' establishment plan,
preparatory work for the PMG meetings and the adoption of the joint services' annual
work programme.
The cooperation committee shall supervise and coordinate service provision by the joint
services to the other departments of both Committees.
The cooperation committee shall be made up, on the basis of equality, of the two joint
services directors, the two directors of the administration and, depending on the subject
under discussion, another director of each of the two Committees. It shall meet once a
month, its main task being to monitor the execution of the joint services' work
programme (including measures to correct, where necessary, any deviations from
objectives), to agree on programming on the basis of a coordinated request from both
Committees, to provide input into their respective work programmes, to identify priorities
for the work of the joint services, and, in the interests of efficiency, to provide broad

-5-

coordination between service providers and clients. It shall coordinate cooperation at an


administrative level and that between the unit heads of the Committees' own services and
the joint services. Each year, the cooperation committee shall draw up a report assessing
the operation of the joint services for submission to the political monitoring group and the
secretaries-general.
Cooperation at an administrative level and that between the unit heads of the Committees'
own services and the joint services.
This agreement establishes channels of coordination and liaison between some of the
Committees' own services and the joint services, as set out in Article 5 above. Those
responsible for coordination and liaison shall submit the priorities of their respective
Committees to the joint services unit heads concerned and ensure coordination with the
priorities of the other Committee. Working-level cooperation is strongly encouraged for
services other than those mentioned above, in order to facilitate the smooth operation of
the services concerned and to help foster mutual understanding of each other's needs and
constraints.

(5)

Matters shall be referred to the higher management level in cases of insurmountable


differences within a management body. A decision shall be taken by the higher level in
question within a maximum of ten working days and, in the final instance, by the political
monitoring group at its next meeting.

(6)

The Committees shall actively seek parity in the joint services support and managerial staff.
Joint services head of unit posts shall be advertised at interinstitutional level. The Committee
acting as Appointing Authority for a head of unit post shall ask the other Committee to
participate in the proceedings of the candidate selection board.

Section 4

Human resources policy


Article 7 Principles

(1)

The Committees agree to implement an equitable staff policy in accordance with the Staff
Regulations of Officials of the European Communities, the Conditions of Employment of
Other Servants of the European Communities and social dialogue practices. To this end,
before taking any decision, they shall provide each other with information on the general
implementing provisions and other procedures in force, as well as on the measures proposed,
in order to gather comments and seek the maximum consensus, without, however, being
bound to an identical outcome.

(2)

Irrespective of their institution of origin, officials and other staff of the two Committees shall
work in the joint services and serve the two Committees and their members.

-6(3)

On matters concerning the joint services, the Staff Committees of the two Committees shall
be consulted on the preliminary draft budget and the draft work programme before these are
submitted to the political monitoring group.
Article 8 Staff management in the joint services

(1)

The assignment of officials or other staff of either of the Committees to work in the joint
services must on no account result in conditions which discriminate between these staff
members and those working in the same Committee's own services.

(2)

The appointing authority for officials and other staff employed in the joint services shall be
that of the staff member's own institution, with the exception of those functions relating to
operational management of the services, such as assignment of duties, leave and missions. As
a general rule, the assessor for the staff reports of all grades and categories of joint services
staff except directors, deputy directors and heads of unit shall be the relevant head of unit
and the appeal assessor shall be the director of the same joint services directorate. However,
where the head of unit does not belong to the same Committee as the staff member being
assessed, the head of unit shall compose and initial a draft report which must be approved by
either the director or the deputy director of the same directorate who belongs to the same
Committee as the staff member assessed. The appeal assessor in this case shall be the
secretary-general of the assessed staff member's Committee.

(3)

The same principles as set out in (2) shall apply to the staff reports of heads of units (HoUs)
and deputy directors, the assessor in this case being the director of the directorate to which
they belong. Where the director does not belong to the same Committee as the staff member
being assessed, the director shall compose and initial a draft report which must be approved
by the secretary-general of the assessed staff member's Committee. The appeal assessor in
this case shall be the president of the assessed staff member's Committee.

(4)

Directors shall be assessed by the secretary-general of their own Committee. The appeal
assessor in this case shall be the president of the assessed staff member's Committee.

(5)

Before a report on a joint services head of unit, deputy director or director is adopted by the
competent Appointing Authority, the secretary-general of the other Committee shall be
consulted in recognition of the function of the joint services as service providers. The
secretary-general consulted shall have three working days in which to respond.
Article 9 Assignment of staff to the joint services

(1)

Acting through the two secretaries-general, the two Committees shall by common consent
determine the posts from the staff chart that they make available to the joint services. They
shall also agree on the distribution of management posts. The initial structural establishment
plan and post-by-post establishment plan of the joint services are appended to this agreement
(Appendices 2 and 3).

-7-

(2)

The Committees agree to work for a more balanced distribution of posts within individual
joint services units in the long term so that it better reflects the average distribution within the
joint services as a whole. To this end, they agree to coordinate their human resources
applications to the budget authority.
Article 10 Mobility and redeployment

(1)

The Committees stress the importance of mobility of officials and other staff including
mobility between institutions in the interests of both the staff member and the service, inter
alia regarding rotation and mobility of sensitive posts. As a general rule, they agree to publish
every vacancy (in both the joint and own services) at interinstitutional level, to inform each
other of developments regarding posts, to encourage mobility of functions and duties
(including mobility for linguistic administrators) and to agree instruments to promote
mobility, if possible in concert, while fully respecting the Staff Regulations. A regular
exchange of information on this matter shall take place at meetings of the cooperation
committee.

(2)

The Committees consider the redeployment of posts within an institution and between
services, including between joint and own services, to be an instrument in the sound
management of human resources. For posts involving the joint services, the secretariesgeneral shall act by common consent.

(3)

In the interests of efficiency and fair and motivating conditions for staff, working methods
and conditions in the joint services shall be the subject of consultations between the
appropriate authorities and staff representatives, as provided for by the Staff Regulations.

Section 5

Budget, financial management and audit


Article 11 The joint services budget

(1)

The Committees shall decide on the structure of the budget and the budget resources of the
joint services. The Committees' budgets shall provide the necessary resources for the sound
running of all their services, including the joint services.

(2)

Procedures for the preparation and implementation of the joint services' budget are set out in
Appendix 4.
Article 12 Audits of the joint services

(1)

The internal auditors of the two Committees shall consult each other on the planning,
programming and conduct of audits of the joint services. Arrangements for cooperation
between the internal audit services are set out in Appendix 5 to this agreement.

-8Section 6

Buildings
Article 13 Management of shared buildings

(1)

The two Committees are joint owners or joint tenants of all the buildings4 used by the two
Committees, which they manage in close cooperation.

(2)

The use of space shall be governed by an agreement between the secretaries-general.

Section 7

Revision and termination of the agreement


Article 14 Revision and review clause

(1)

Any proposed amendment to this agreement shall be discussed jointly by the two authorities.
Any decision to amend it shall be taken within three months of notification of the proposed
amendment.

(2)

An assessment of the operation of this agreement shall take place after half of its term has
elapsed.

(3)

The political monitoring group, as established by Article 6(4) of this agreement, may decide
by unanimity to revise the appendices, which are an integral part of this agreement, following
a joint proposal of the two secretaries-general.
Article 15 Termination clause

(1)

The two Committees may terminate this cooperation agreement at any moment by common
consent.

(2)

After the first half of the agreement's period of validity has elapsed, each Committee shall
have the right to terminate the agreement unilaterally, by giving six months written notice,
stating reasons, to the other party.

Section 8

Duration of the agreement; transitional arrangements


Article 16 Duration of the agreement

(1)

This agreement is concluded with effect from 1 January 2008. It shall be valid for a period of
seven years, until 31 December 2014.

(2)

It may be extended by common consent between the two institutions.

At the time of the signing of this agreement, the buildings are: JDE, BVS, REM, BEL68, TREV and VMA.

-9Article 17 Transitional arrangements


(1)

The political monitoring group set up under Article 6(4) of this agreement shall establish the
technical arrangements for the cooperation referred to in Article 5(2) at the joint proposal of
the two secretaries-general and by a unanimous decision.

(This Agreement was originally drafted in French.)


Done at Brussels,

For the Bureau of the European Economic


and Social Committee

For the Bureau of the Committee of the Regions,

The President,

The President,

Dimitris Dimitriadis

Michel Delebarre

The Secretary-General,

The Secretary-General,

Patrick Venturini

Gerhard Stahl
*
*

- 10 Appendices:
(1)
(2)
(3)
(4)
(5)

Mission statement of the joint services (JS)


Structural establishment plan of the joint services at the entry into force of the agreement
Break-down of posts and contractual staff assigned to the joint services at 1/1/2008
Structure of joint budgets and practical arrangements for cooperation on budgetary and
financial matters
Arrangements for cooperation between the internal audit services

*
*

- 11 Appendix 1
MISSION STATEMENT
OF THE
JOINT SERVICES

The joint services are set up as specialist service providers for the two Committees. The joint services
constitute an administrative structure made up of two directorates and staffed by personnel from each
of the two Committees. Irrespective of their institution of origin, officials and other staff of the two
Committees work together and serve the two Committees and their members. Inspired by a culture of
service, the joint services seek to be a model European public service and a successful example of
interinstitutional cooperation.
The mission of the joint services is to provide specific services to the two Committees as set out in the
cooperation agreement between the two Committees.
These services are provided to the Committees based on the following principles:
1.

The joint services provide services of the highest quality to the two Committees, their
members and their administrations.

2.

These services are provided to each Committee in a fair and balanced manner, and in such a
way as to ensure the Committees' institutional equality.

3.

As a service provider, the joint services are responsive to the needs of the two Committees
and are prepared to adapt and develop their productivity, their governance and their operating
systems as the two Committees and their needs develop.

4.

The joint services ensure optimum efficiency in the use of their human and budgetary
resources in accordance with the Financial Regulation, the Staff Regulations, the cooperation
agreement, and all other applicable rules.
*
*

- 12 -

Appendix (2)
STRUCTURAL ESTABLISHMENT PLAN OF THE JOINT SERVICES
AS AT 1 JANUARY 2008
(SEE ARTICLE 6(2) OF THE AGREEMENT)

Deputy
Director
Committee B

Director of
Translation

Director of
Logistics

Committee A

Committee B

Coordination and
Planning

Deputy
Director
Committee A

Programming
Financial and
Contractual
Management

Translation EN

Infrastructure

Translation FR

IT and
Telecommunications

22 language units

Printing
Distribution

- 13 Appendix 35
JOINT SERVICES ESTABLISHMENT PLAN
COR

EESC

01/01/2008
AD

AST

CA/FGI
(structural)

ALL

01/01/2008
Total

AD

AST

CA/FGI
(structural)

01/01/2008
Total

AD

AST

CA/FGI
(structural)

Total

JOINT SERVICES
ALLOCATIONS TO BE DETERMINED

1. DIRECTORATE FOR LOGISTICS

SECURITY

PROGRAMMING/FINANCIAL AND
CONTRACTUAL MANAGEMENT

10

11

16

4
4

TOTAL

1.2 COORDINATION OF LOGISTICS


CATERING
TOTAL
2

1.3 INFRASTRUCTURE

NEW BUILDINGS

BUILDING MAINTENANCE

OFFICES/EQUIPMENT/INVENTORIES
TOTAL

11

10

13

18

17

28

the EESC dep.


Dir. function
remains to be
determined

The names of the services mentioned in Section 2 of the current agreement are based on the joint services' establishment plan in place when the agreement was finalised and in no way pre-empt
any future establishment plan that may arise out of this agreement.

.../...

- 14 1

1.4 I.T. + TELECOMMUNICATIONS


IT + INFRASTRUCTURE

15

19

22

28

DATA CENTER
OFFICE AUTOMATION

TELECOMMUNICATIONS

INFORMATION SYSTEMS

USER SUPPORT SERVICES

1
TOTAL

1
7

1.5 PRINTING/DISTRIBUTION

OFFSET/FINISHING

PHOTOCOPIERS

10

11

11

13

DISPATCH

10

DISTRIBUTION/DOCUMENTATION

TOTAL

TOTAL DIRECTORATE FOR


LOGISTICS

11

27

32

35

43

25

39

14

64

83

21

89

12

122

.../...

- 15 JOINT SERVICES ESTABLISHMENT PLAN


COR

EESC

01/01/2008
AD

AST

CA/FGI
(structural)

01/01/2008
Total

2. DIRECTORATE FOR TRANSLATION


PLANNING

COORDINATION OF THE PRODUCTION


CHAIN
EXTERNAL TRANSLATION

ALL

AD

AST

1
2

CA/FGI
(structural)

01/01/2008
Total

AD

AST

CA/FGI
(structural)

Total

11

11

14

16

21

FRENCH TRANSLATION AND TYPING

17

22

24

30

GERMAN TRANSLATION AND TYPING

10

17

22

25

32

ENGLISH TRANSLATION AND TYPING

17

23

25

32

23

27

51

16

67

74

20

94

ITALIAN TRANSLATION AND TYPING

11

15

16

21

DUTCH TRANSLATION AND TYPING

11

16

16

21

DANISH TRANSLATION AND TYPING

12

15

16

21

GREEK TRANSLATION AND TYPING

13

17

16

21

SPANISH TRANSLATION AND TYPING

12

16

16

21

PORTUGUESE TRANSLATION AND TYPING

11

16

16

21

FINNISH TRANSLATION AND TYPING

10

14

16

21

10

11

16

21

40

48

88

32

120

128

40

168

TOTAL
2.1 TRANSLATION /TYPING
EUR 15
Pivots

TOTAL
Others

SWEDISH TRANSLATION AND TYPING


TOTAL

.../...

- 16 EUR 10
CZECH TRANSLATION AND TYPING

12

15

16

21

ESTONIAN TRANSLATION AND TYPING

10

11

10

16

21

HUNGARIAN TRANSLATION AND TYPING

10

12

16

21

LATVIAN TRANSLATION AND TYPING

10

11

10

16

21

LITHUANIAN TRANSLATION AND TYPING

11

10

16

21

MALTESE TRANSLATION AND TYPING

11

13

17

POLISH TRANSLATION AND TYPING

11

13

16

21

SLOVAK TRANSLATION AND TYPING

10

12

16

21

10

12

16

21

87

16

103

54

28

82

141

44

185

6
EUR 2
BULGARIAN TRANSLATION AND TYPING

13

16

21

ROMANIAN TRANSLATION AND TYPING

10

15

16

21

SLOVENIAN TRANSLATION AND TYPING


TOTAL

13

14

19

28

32

10

42

TOTAL DIRECTORATE FOR TRANSLATION

165

34

199

215

96

311

380

130

510

TOTAL

172

59

238

229

160

394

401

219

TOTAL

12

632

On 1 May 2008, these posts will be reassigned to their respective units (reference is made to CoR Decision 079/2007: temporary assignment of the post of head of Romanian unit to the Bulgarian
translation unit).

.../...

- 17 JOINT SERVICES ESTABLISHMENT PLAN


Joint Services
Director
Director
Deputy director

COR
EESC
COR

V
F
F

ALLOCATION TO BE DETERMINED
ALLOCATION TO BE DETERMINED
ALLOCATION TO BE DETERMINED

* The deputy director function (EESC) remains to be determined by the


EESC
1. DIRECTORATE FOR LOGISTICS

EESC
COR
EESC
EESC

Administrator
Administrator
Secretary
Secretary

F
F
F
F

Administrator
Clerical officer
Assistant
Agent
Clerical officer
Assistant
Assistant

F
F
T
T
F
F
T

SECURITY
EESC
EESC
COR
EESC
EESC
COR
COR

EESC
EESC
EESC
COR
COR

1.1 PROGRAMMING/CONTRACTUAL AND FINANCIAL MANAGEMENT


Head of Unit
F
Administrator
F
Secretary
V
Assistant
V
Assistant
F

COR
EESC

1.2 COORDINATION OF LOGISTICS


Assistant
Agent

F
T

CATERING
EESC
EESC

COR
COR
EESC
COR

Assistant / manager
Clerical officer
1.3 INFRASTRUCTURE
Head of Unit
Administrator
Administrator
Assistant

F
F

F
V
F
T

.../...

- 18 NEW BUILDINGS
EESC
EESC
EESC
COR
EESC

Administrator
Secretary
Assistant
Assistant
Secretary

F
F
T
T
F

EESC
EESC
COR
EESC
EESC
EESC
EESC
COR
COR
COR
EESC

BUILDING MAINTENANCE
Administrator
Assistant
Assistant
Assistant
Secretary
Clerical officer
Agent
Assistant
Assistant
Assistant
Assistant

F
F
F
F
F
F
F
F
CT
CT
CT

EESC
EESC
EESC
EESC
EESC
EESC
COR
COR

OFFICES/EQUIPMENT/INVENTORIES
Assistant
Assistant
Secretary
Clerical officer
Clerical officer
Assistant
Assistant
Assistant

F
T
F
F
F
CT
CT
CT

EESC
EESC
COR

1.4 I.T. + TELECOMMUNICATIONS


Head of Unit
Clerical officer
Assistant

F
F
F

COR
EESC
EESC

IT + INFRASTRUCTURE
Administrator
Administrator
Clerical officer

F
F
F

DATA CENTRE
EESC
EESC
EESC
EESC

Assistant
Assistant
Assistant
Assistant

F
F
F
F

.../...

- 19 -

COR
EESC
COR

INFRASTRUCTURE - OFFICE AUTOMATION


Assistant
F
Assistant
F
Assistant
F

COR
COR
EESC
EESC
EESC

INFRASTRUCTURE - TELECOMMUNICATIONS
Assistant
F
Assistant
F
Assistant
T
Clerical officer
F
Clerical officer
T

EESC
EESC
EESC
COR
COR
EESC

INFORMATION SYSTEM
Administrator
Administrator
Assistant
Assistant
Clerical officer
Secretary

F
F
F
F
F
F

COR
EESC
EESC
EESC

USER SUPPORT SERVICE


Administrator
Assistant
Clerical officer
Clerical officer

F
F
F
F

EESC
EESC
EESC
EESC
EESC
EESC

1.5 PRINTING/DISTRIBUTION
Head of Unit
Administrator
Assistant
Assistant
Secretary
Secretary

F
F
F
F
F
F

EESC
EESC
EESC
EESC
COR
COR
COR
EESC

OFFSET/FINISHING
Clerical officer
Clerical officer
Clerical officer
Agent
Assistant
Assistant
Assistant
Assistant

F
F
T
T
F
CT
CT
CT

.../...

- 20 PHOTOCOPIERS
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
COR
COR
EESC

Clerical officer
Agent
Clerical officer
Clerical officer
Clerical officer
Clerical officer
Clerical officer
Agent
Clerical officer
Agent
Assistant
Assistant
Assistant

F
F
F
T
F
T
F
F
F
F
F
CT
CT

Clerical officer
Clerical officer
Clerical officer
Clerical officer
Clerical officer
Assistant
Assistant
Assistant
Assistant
Assistant

F
F
T
F
F
F
F
F
V
CT

DISPATCH
EESC
EESC
EESC
EESC
EESC
COR
COR
COR
COR
EESC

EESC
EESC
EESC
EESC
COR
COR

DISTRIBUTION / DOCUMENTATION
Clerical officer
Clerical officer
Clerical officer
Clerical officer
Assistant
Assistant

F
F
F
F
F
F

2. DIRECTORATE FOR TRANSLATION

EESC
EESC

PRODUCTION CHAIN
Head of Unit
Assistant

F
F

.../...

- 21 PLANNING
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
COR
COR
COR

Administrator
Linguistic administrator
Assistant
Assistant
Assistant
Secretary
Clerical officer
Secretary
Assistant
Assistant
Assistant

F
F
F
F
F
T
F
F
F
T
F

COR
COR
EESC
EESC
EESC

COORDINATION OF THE PRODUCTION CHAIN


Head of Unit
Administrator
Assistant
Secretary
Clerical officer

F
F
F
F
F

COR
COR
EESC

EXTERNAL TRANSLATION
Assistant
Assistant
Secretary

F
F
F

2.1 TRANSLATION /TYPING


EUR 15
PIVOT LANGUAGES
FRENCH TRANSLATION AND TYPING
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC

Head of Unit
Secretary
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator

F
F
F
T
F
F
F
F
F
F
F
F
F
F
F
F
F

.../...

- 22 EESC
COR
COR
COR
COR
COR
COR
COR
COR
EESC
EESC
EESC
EESC

Linguistic administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Assistant
Assistant
Secretary
Secretary
Secretary

T
F
T
F
F
F
F
F
F
F
F
F
F

GERMAN TRANSLATION AND TYPING


EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
COR
COR
COR
COR
COR
COR
COR
COR
COR
COR
EESC
EESC
EESC
EESC

Head of Unit
Secretary
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Assistant
Assistant
Secretary
Assistant
Secretary
Assistant

F
F
F
F
F
F
F
F
F
F
F
F
F
F
F
F
T
F
F
F
F
F
F
F
F
F
F
F
F
F
F
F

.../...

- 23 ENGLISH TRANSLATION AND TYPING


EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
COR
COR
COR
COR
COR
COR
COR
COR
COR
EESC
EESC
EESC
EESC
EESC

Head of Unit
Secretary
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Assistant
Secretary
Secretary
Secretary
Secretary
Secretary

F
F
F
F
F
F
F
F
F
F
F
F
F
T
F
F
T
F
F
F
F
F
F
T
F
F
F
F
F
F
T
F

OTHERS
ITALIAN TRANSLATION AND TYPING
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC

Head of Unit
Assistant
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator

F
F
F
F
F
F
F
F
F
F
F

.../...

- 24 EESC
COR
COR
COR
COR
COR
COR
EESC
EESC
EESC

Linguistic administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Assistant
Assistant
Secretary
Secretary

F
F
F
F
F
F
T
F
T
F

DUTCH TRANSLATION AND TYPING


EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
COR
COR
COR
COR
COR
EESC
EESC
EESC
EESC

Head of Unit
Assistant
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Secretary
Secretary
Secretary
Secretary

F
F
F
T
T
F
F
F
F
F
F
F
F
F
F
F
F
F
F
F
F

DANISH TRANSLATION AND TYPING


EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC

Head of Unit
Secretary
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator

F
F
T
F
F
F
F
F
F
F
F

.../...

- 25 EESC
EESC
COR
COR
COR
COR
COR
COR
EESC
EESC

Linguistic administrator
Linguistic administrator
Administrator
Administrator
Administrator
Administrator
Assistant
Assistant
Secretary
Secretary

T
F
F
F
F
F
F
F
F
F

GREEK TRANSLATION AND TYPING


EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
COR
COR
COR
COR
EESC
EESC
EESC

Head of Unit
Secretary
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Administrator
Administrator
Administrator
Assistant
Secretary
Assistant
Secretary

F
F
F
F
F
T
F
F
F
F
F
F
F
F
F
F
F
F
F
F
F

SPANISH TRANSLATION AND TYPING


EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC

Head of Unit
Secretary
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator

F
F
F
F
F
T
F
T
F
F
F

.../...

- 26 EESC
EESC
COR
COR
COR
COR
COR
EESC
EESC
EESC

Linguistic administrator
Linguistic administrator
Administrator
Administrator
Administrator
Administrator
Assistant
Secretary
Secretary
Secretary

F
F
F
F
F
F
F
F
F
F

PORTUGUESE TRANSLATION AND TYPING


EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
COR
COR
COR
COR
COR
EESC
EESC
EESC
EESC

Head of Unit
Assistant
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Secretary
Secretary
Secretary
Secretary

F
F
F
F
F
F
F
F
F
T
F
T
F
F
F
F
F
F
F
F
F

FINNISH TRANSLATION AND TYPING


EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
COR
COR

Head of Unit
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Administrator
Administrator

F
F
F
F
T
F
F
F
F
F
F
F

.../...

- 27 COR
COR
COR
COR
COR
EESC
EESC
EESC
EESC

Administrator
Administrator
Administrator
Administrator
Assistant
Assistant
Secretary
Secretary
Secretary

F
F
F
F
F
F
T
F
T

SWEDISH TRANSLATION AND TYPING


COR
COR
COR
COR
COR
COR
COR
COR
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
COR
COR

Head of Unit
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Secretary
Assistant
Assistant
Assistant
Assistant

F
F
F
F
F
F
F
F
F
F
F
F
F
F
F
F
F
F
T
F
F

EUR 10
CZECH TRANSLATION AND TYPING
COR
COR
COR
COR
COR
COR
COR
COR
COR
COR
COR

Head of Unit
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator

F
F
F
F
F
F
F
F
F
F
F

.../...

- 28 COR
EESC
EESC
EESC
EESC
COR
COR
COR
EESC
EESC

Administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Assistant
Assistant
Assistant
Secretary
Secretary

F
F
F
F
T
F
F
F
F
F

ESTONIAN TRANSLATION AND TYPING


EESC
COR
COR
COR
COR
COR
COR
COR
COR
COR
COR
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
COR

Head of Unit
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Assistant
Secretary
Secretary
Secretary
Assistant

F
F
F
F
F
F
F
F
F
F
F
T
F
F
F
F
F
F
F
T
F

HUNGARIAN TRANSLATION AND TYPING


EESC
COR
COR
COR
COR
COR
COR
COR
COR
COR
COR
EESC

Head of Unit
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Linguistic administrator

V
F
F
F
F
F
F
F
F
F
F
F

.../...

- 29 EESC
EESC
EESC
EESC
EESC
EESC
EESC
COR
COR

Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Assistant
Secretary
Secretary
Assistant
Assistant

F
F
F
F
F
F
F
F
F

LATVIAN TRANSLATION AND TYPING


EESC
COR
COR
COR
COR
COR
COR
COR
COR
COR
COR
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
COR

Head of Unit
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Secretary
Secretary
Secretary
Secretary
Assistant

F
F
F
T
T
F
F
T
F
F
T
F
F
T
F
F
T
V
T
T
T

LITHUANIAN TRANSLATION AND TYPING


EESC
COR
COR
COR
COR
COR
COR
COR
COR
COR
EESC
EESC
EESC

Head of Unit
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator

T
F
F
F
F
F
T
F
F
T
F
F
F

.../...

- 30 EESC
EESC
EESC
EESC
EESC
EESC
COR
COR

Linguistic administrator
Linguistic administrator
Linguistic administrator
Secretary
Secretary
Secretary
Assistant
Assistant

T
F
F
V
F
T
T
F

MALTESE TRANSLATION AND TYPING


COR
COR
COR
COR
COR
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
COR

Head of Unit
Administrator
Administrator
Administrator
Administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Secretary
Secretary
Secretary
Assistant

V
F
F
F
T
F
F
V
T
T
F
T
T
V
T
V
F

POLISH TRANSLATION AND TYPING


COR
COR
COR
COR
COR
COR
COR
COR
COR
COR
COR
EESC
EESC
EESC
EESC
EESC
EESC

Head of Unit
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Secretary

F
F
F
F
F
F
F
F
F
F
F
F
F
F
F
F
F

.../...

- 31 EESC
EESC
COR
COR

Assistant
Secretary
Assistant
Assistant

F
F
F
F

SLOVAK TRANSLATION AND TYPING


COR
COR
COR
COR
COR
COR
COR
COR
COR
COR
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
COR
COR

Head of Unit
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Secretary
Secretary
Secretary
Assistant
Assistant

F
F
F
F
F
F
F
F
F
F
T
T
F
F
F
F
T
V
F
F
F

SLOVENIAN TRANSLATION AND TYPING


COR
COR
COR
COR
COR
COR
COR
COR
COR
COR
EESC
EESC
EESC
EESC
EESC
EESC
EESC

Head of Unit
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Secretary

F
F
T
F
T
T
T
F
T
F
F
F
F
T
F
T

.../...

- 32 EESC
EESC
COR
COR

Secretary
Secretary
Assistant
Assistant

F
F
F
F

EUR 2
BULGARIAN TRANSLATION AND TYPING
COR
COR
COR
COR
COR
COR
COR
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC
COR

Head of Unit (Romanian


HoU post*)
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Assistant
Assistant
Secretary
Secretary
Assistant

T
F
F
F
F
F
F
T
V
T
F
F
F
F
F
F
V
T
T
T
F

* posting until 30/04/08


ROMANIAN TRANSLATION AND TYPING
EESC
COR
COR
COR
COR
COR
COR
EESC
EESC
EESC
EESC
EESC
EESC
EESC
EESC

Head of Unit*
Administrator
Administrator
Administrator
Administrator
Administrator
Administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator
Linguistic administrator

F
F
T
F
T
F
F
T
F
T
T
F
F
F
V

.../...

- 33 EESC
EESC
EESC
EESC
EESC
EESC
* Post swap with the Bulgarian HoU post

Linguistic administrator
Assistant
Assistant
Secretary
Secretary
Secretary

F
T
V
T
T

*
*

.../...

- 34 Appendix 4

STRUCTURE OF JOINT BUDGETS AND PRACTICAL ARRANGEMENTS FOR


COOPERATION ON BUDGETARY AND FINANCIAL MATTERS
1.

Structure of the budget

1.1

For the purposes of transparency in the use of the corresponding appropriations, a distinction
is made at internal level only between core appropriations (for the Committees' individual
needs) and joint appropriations (needs shared between the Committees). This distinction
should not be reflected in the respective draft budgets submitted to the Budgetary Authority
for consideration.

1.2

A table identifying the expenditure relating to core appropriations and joint appropriations
respectively is appended to this agreement (Appendix 4.1). However, this table may be
amended by the mutual agreement of the two authorising officers by delegation.

2.

Preparation of the budget

2.1

The authorising officers by subdelegation of the two Committees, after consulting among
themselves, shall submit their budget requests in accordance with the Committees' internal
procedures. Joint appropriations, for which the authorising officer responsibilities lie with the
Joint Services, are inserted en bloc on a heading-by-heading basis (the total amount needed
for both Committees). The two Committees shall coordinate the preparation, presentation and
timetable for introducing budget requests between themselves.

2.2

Each Committee's contribution to joint appropriations, by budget heading, shall be calculated


by multiplying the sum of the total budget request for joint appropriations in respect of said
budget heading by a weighting for each Committee. The weighting shall be set annually and
shall be equal to the respective proportion of the number of staff from each Committee
according to the respective establishment plans adopted by the budgetary authority on 1
January of the previous financial year. It shall be the same for each budget heading. However,
in the event of substantial changes in the parameters on which the weighting is based, its
value may be set in another way by mutual agreement between the two authorising officers by
delegation. The weighting shall be specified as a percentage, rounded to two decimal places.

2.3

The Cooperation Committee shall scrutinise all budget requests (core appropriations and joint
appropriations) made by the authorising officers by subdelegation of the Joint Services before
submitting proposals to the authorising officers by delegation.

2.4

Once the budget has been adopted, and before 1 January of the year concerned, the
authorising officers by delegation, having agreed between themselves, shall determine the
contribution of each of their Committees to the joint appropriations, applying the same

.../...

- 35 weighting as that used for the corresponding budget requests. In the event of substantial
changes in the parameters on which the weighting is based, its value may be set in another
way by mutual agreement between the two authorising officers by delegation.
3.

Outturn

Management of expenditure and revenue


3.1

Managing officers may be appointed in respect of the two Committees' appropriations.

Booking of expenditure relating to joint appropriations


3.2

Expenditure to be booked against joint appropriations shall be carried out by splitting the
expenditure between the two Committees' budgets in line with the weighting, as defined in
point 2(2) above.

3.3

A given item of expenditure shall be paid for in full by one Committee, which shall notify the
other Committee of said expenditure and supply a copy of the corresponding invoice(s).
As far as possible, expenditure shall be split between the budgets of the two Committees so as
to come close, for each budget heading, over several budget commitments and over a
financial year, to the proportion of expenditure for each Committee determined by the
weighting.
At the close of the financial year, but before the end of the year, the authorising officers by
subdelegation shall carry out cross-invoicing and a clearing exercise so as to ensure
compliance with the weighting of expenditure.

3.4

For expenditure that exceeds the available budget of the Committee covering said expenditure
(settling Committee), said Committee must have sufficient appropriations before the proposed
legal commitment so that the expenditure can be covered in full. To this end, the settling
Committee shall invoice the other Committee for its share before the expenditure
commitment is made, and the other Committee shall make the necessary appropriations
available to the settling Committee. This ex-ante procedure shall be implemented on the basis
of an agreement on the use of appropriations and invoicing in accordance with the following
arrangements (Committee A = settling Committee):

Committees A&B: agreement on the use of appropriations, which shall be made


available to Committee A
Committee B: budgetary commitment of appropriations (supporting document:
agreement on the use of appropriations)
Committee A: recovery order + invoice to Committee B
Committee B: payment order

.../...

- 36

Committee A: booking of appropriations made available by Committee B as assigned


revenue
Committee A: "normal" sequence (for the contract as a whole), i.e. budgetary
commitment, order form, etc.

As far as possible, the two Committees shall try to distribute the workload associated with the
implementation of inter-Committee invoicing agreements equally between the two
Committees.
3.5

When goods to be added to the inventory are ordered in a quantity that enables them to be
split between the budgets of the two Committees in a proportion close to the weighting, each
Committee shall draw up, against its own budget, an order for its share. Where this is not
possible, the order shall be placed against the budget of one of the Committees.

Verification
3.6

Verifiers may be appointed in respect of the two Committees' appropriations. They shall form
part of the verification unit of each Committee's own services. For a given budget heading,
the verification unit of the "lead" Committee, as set out in the appended table (Appendix 4.1),
shall verify the files of both Committees. Exceptionally, the authorising officer by
subdelegation of the Committee other than the lead Committee shall be free to use the
services of his own Committee's verification unit as well.

Transfers of appropriations
3.7

When transfers of joint appropriations are carried out, the relevant authorising officers by
subdelegation shall ensure that the weighting is observed across the budget headings
containing joint appropriations as a whole.

Procurement procedures
3.8

The procurement procedure for framework contracts within the remit of the Joint Services
shall be managed by the "lead" authorising officer by subdelegation of one Committee,
typically the relevant head of unit. The authorising officer by subdelegation of the other
Committee shall be involved in accordance with the terms of the guidelines on
interinstitutional tenders and contracts (memo from the Commission dated 1.5.2007). The
authorising officer by subdelegation of the "lead" Committee shall sign the legal commitment
after having been mandated to do so in writing by the authorising officer by subdelegation of
the other Committee. Any decision with an impact on the contract framework relating to a
framework contract (such as the drafting of an amendment, or a decision to extend or revoke a
contract), shall be made by analogy with the procedure for drawing up the framework contract.
Orders shall be placed in accordance with the implementing arrangements described in this
appendix.

.../...

- 37 Inventory
3.9

Each Committee shall draw up its own inventory based on its purchases. An item to be added
to the inventory shall be registered in the inventory of the Committee that pays for it. The
deletion of an item from the inventory is a matter for the Committee in whose inventory the
item is registered.
However, where it has not been possible to order goods to be added to the inventory in a
quantity enabling them to be split between the budgets of the two Committees in a proportion
close to the weighting, and the value of the item to be added to the inventory is greater than
EUR 20 000, the item shall be registered in the inventories of the two Committees in
proportion with the weighting. In this case, the two Committees shall apply the same rules for
depreciation, and the authorising officers by subdelegation of the two Committees shall
decide upon its deletion from the inventory by mutual agreement.
In exceptional cases 7 , where goods to be added to the inventory are ordered by one
Committee acting alone, even though the quantity would have made it possible to split them
between the budgets of the two Committees in a proportion close to the weighting, and are
then purchased indirectly by the other Committee by means of invoicing between the two
Committees, the goods shall finally be registered in the inventory of the Committee that
bought them indirectly.
In any case, the two Committees' authorising officers by subdelegation shall ensure that
balance is maintained between the two Committees in accordance with the weighting of value
of the goods to be added to the inventory and booked against joint appropriations across the
entirety of budget headings under their responsibility.

Control environment
3.10

The two Committees shall aim to harmonise, in accordance with best practice, their internal
control standards, the implementation thereof and any other measures appertaining thereto,
including performance indicators, and the presentation and timetable of financial reports to be
submitted by the Joint Services. The two Committees shall also seek to harmonise, in
accordance with best practice, their procedures, and forms relating to budgetary transactions,
such as budgetary commitments, payment orders, recovery orders, transfers of appropriations,
carry-overs of appropriations, estimates of receivables, the identification database, inventories,
etc.

Exception to Article 3.5 of this appendix.

.../...

- 38 Transitional provision
3.11.

By derogation from Article 2.2 of this appendix, for the 2008 financial year, the weightings
may be different for each budget heading and shall be the same as those used for the
corresponding budget requests.
*
*

.../...

- 39 -

Appendix 4.1
DEFINITION OF CORE CREDITS (1) AND JOINT CREDITS (2)
AND OF THE "LEAD" COMMITTEE (A=EESC; B=CoR)(1)
Heading

lead

1420 A&B

2000 A&B

2001 B
2003 B
2005 B
2007 B
2008 B

2009 B

2022 B
2024 B
2026 A
2028 B
2100 A
2102 A
2103 A

212 B

Heading
Supplementary
translation
services
Rent

Annual lease
payments
Purchases of
premises
Construction of
buildings
Fitting-out of
premises
Other
expenditure on
buildings
Provisional
appropriation for
property
investments
Cleaning and
maintenance
Energy
consumption
Security and
surveillance
Insurance
IT hardware and
software
External IT
services
Telecommunicat
ions

Furniture

Expenditure
affected
1 Other expenditure
2 Expenditure for shared interinstitutional projects
1 Meeting rooms for the specific needs of each Committee
(EP, away from Brussels, etc.)
2 Committee headquarters buildings
1 (f.t.r.)
2 Committee headquarters buildings
1 (f.t.r.)
2 Committee headquarters buildings
1 (f.t.r.)
2 Committee headquarters buildings
1 Fittings for the needs of each Committee
2 Other expenditure
1 (f.t.r.)
2 Committee headquarters buildings
1 (f.t.r.)
2 Committee headquarters buildings

1
2
1
2
1
2
1
2
1
2
1
2
1

(f.t.r.)
Committee headquarters buildings
(f.t.r.)
Committee headquarters buildings
(f.t.r.)
Committee headquarters buildings
Expenditure for the needs of each Committee
Expenditure in the joint interest of both Committees
Expenditure for the needs of each Committee
Expenditure in the joint interest of both Committees
Expenditure for the needs of each Committee
Expenditure in the joint interest of both Committees
Expenditure for each Committee's own needs (including
mobile telephones for the core services, telephone expenses
away from Brussels, co-funding of members, etc.)
2 Other expenditure
1 Furniture for the needs of each Committee
2 Other expenditure

.../...

- 40 214 A&B

Technical
equipment and
installations

230 A&B

Stationery,
office supplies
and
consumables
Franking and
postage
expenses
Other
administrative
expenditure

236 A

238 B

2622 A&B

(1)

Documentation
and library

1 Expenditure for each Committee's own needs (including the


hire of technical equipment for meetings away from
Brussels)
2 Expenditure in the joint interest of both Committees
(including prepress equipment and technical equipment in
meeting rooms)
1 (f.t.r.)
2 Expenditure in the joint interest of both Committees

1 Expenditure for the needs of each Committee


2 (f.t.r.)
1 Expenditure for the needs of each Committee (including
uniforms and working clothes (appointing authority);
removals linked to plenary sessions in the EP)
2 Expenditure in the joint interest of both Committees
(including removals other than those linked to plenary
sessions in the EP)
1 Other expenditure
2 Expenditure of common interest to the Committees
(including dictionaries for translators)

A&B = if the appropriations are managed by the Joint Services, the lead Committee is the one to which the head of the
managing unit belongs; if the appropriations are managed by the core services, the lead Committee shall be determined
by mutual agreement on a case-by-case basis.

*
*

.../...

- 41 -

Appendix 5
ARRANGEMENTS FOR COOPERATION BETWEEN THE INTERNAL AUDIT SERVICES
(1)

The internal auditors of the two Committees shall consult each other on the planning,
programming and conduct of audits of the joint services. Before the adoption of his annual
work programme, each internal auditor shall submit his work programme to his secretarygeneral, and shall send a copy of the draft audit programme for the joint services to the other
Committee's auditor.

(2)

Internal auditors shall perform their duties in accordance with the relevant international
standards. Under the inter partes procedure, the internal auditor of each Committee shall
submit any preliminary draft audit of the joint services to the department being audited.

(3)

The auditors shall keep each other informed of the progress of audits carried out in the joint
services. At an appropriate time and before any final report concerning the joint services is
approved, the auditor responsible shall consult the other Committee's auditor about his draft
report. As soon as it is finalised, he shall send him a copy.

(4)

Action plans resulting from audits of the joint services shall be agreed between the
secretaries-general.

_____________