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Within the “Ştefan cel Mare” University of Suceava (USV), the Register of electronic evidence of correspondence (R.E.E.C.) is organized, starting from the provisions of the Emergency Ordinance no. 65/2020 on some measures for the digitization of the coordination and management system of the European Structural and Investment Funds for the 2014-2020 programming period.

The electronically signed documents related to the projects with non-reimbursable financing will be registered in the Register of electronic correspondence, in order to ensure the exchange of data between the “Ștefan cel Mare” University and the management and control structures.

The project directors or other persons with attributions within the project are empowered to register the electronically signed documents in the Register of electronic correspondence.

The registration of these documents will be done by accessing the following address:

https://bit.ly/3ddHRt9

 

According to the provisions of art. 1 para. 1-4 and art. 2 para. 1-3 of the Emergency Ordinance no. 65/2020 stipulates the obligation to organize the Register of electronic correspondence:

Art. 1. 

(1) From 1 June 2020, the managing authorities, intermediate bodies and beneficiaries of projects financed by the European Structural and Investment Funds of the Large Infrastructure Operational Program, the Human Capital Operational Program, the Competitiveness Operational Program, the Regional Operational Program, the Operational Program Administrative capacity, Operational Program Fisheries and Maritime Affairs, Operational Program Technical Assistance, as well as Managing Authority and beneficiaries of projects funded by the Operational Program Assistance to disadvantaged persons are required to issue, receive and process documents related to project calls, financing contracts / financing orders / decisions, additional documents, reimbursement requests, pre-financing requests, payment requests, public procurement files, progress reports, as well as other categories of documents underlying the basis for the implementation of projects only through the computer system SMIS2014 + / MySMIS2014. (2) The issuance, transmission and processing of documents in letter format are allowed only for their internal circuit and only for situations where there is a legal obligation to archive them in letter format. The managing authorities, the intermediate bodies and the beneficiaries of the projects financed from European structural and investment funds of the programs provided in par. (1) will ensure this archiving through and at the level of specific internal structures. For all other situations, the issuance, processing and transmission of documents within the internal circuit at the level of each / each institution / beneficiary will be done in electronic format and following the steps and process flow that each institution / beneficiary will prepare and approve by procedure. intern. (3) From 1 June 2020, correspondence between managing authorities, intermediate bodies and beneficiaries will be conducted only in electronic format, each of the parties being obliged to organize its Register of electronic correspondence, hereinafter referred to as REEC, but and the electronic organization of the archive for these documents. (4) Correspondence between the parties shall be considered: e-mails, notifications via the SMIS2014 + / MySMIS2014 system, requests for clarifications / replies to clarifications, as well as any other electronic documents that are required in the course of the projects.

Art. 2. 

(1) The managing authorities, the intermediate bodies, as well as the beneficiaries who have concluded financing contracts / orders / financing decisions have the obligation to use the electronic signature according to the provisions of the Government Emergency Ordinance no. 38/2020 on the use of documents in electronic form at the level of public authorities and institutions. (2) Financing agreements / Orders / Financing decisions, additional documents related to financing contracts / financing orders / decisions, reimbursement applications, pre-financing applications, payment applications, progress reports, public procurement files, and any other documents issued and signed with a qualified electronic signature according to the legal provisions in force are assimilated to authentic documents. (3) The managing authorities, the intermediate bodies and the beneficiaries have the obligation to organize and register the documents provided in par. (2) in the R.E.E.C., but also to ensure the electronic organization of the archive for them.
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