ADMINISTRATIVE & FINANCIAL
ISSUES
DG ECHO HUMANITARIAN AID AND CIVIL PROTECTION
Finance, Legal Affairs and Partner Support unit-C3
Overview of the presentation
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Budget & Eligible actions
Call for proposals
Who can participate?
Principles of grant
Role and obligations of beneficiaries
Project budget
(Non) Eligible costs
Payment modalities
Reporting requirements
Budget & Eligible actions
Budget: EUR 2,100,000 for each of the following:
 Civil Protection Mechanism Exercises
 Preparedness projects
 Prevention projects
Eligible actions: see Grant Application Guide included in the Call for
proposals.
Grant Application Guide: most important document to prepare and
file your proposal !
Call for proposals (1)
Publication of the Call
 For CP Mechanism Exercises: foreseen May 2013
 For Preparedness and Prevention projects: published
http://ec.europa.eu/echo/funding/opportunities/proposals_en.htm
Deadline for submission of proposals = 12/04/2013
Content of the Call
 Grant Application Guide
 Forms : Administrative, Technical & Financial
 Model of grant agreement + annexes
Call for proposals (2)
Main content of the Grant Application Guide
 Objectives and expected outcomes
 Timetable
 Criteria : eligibility, selection and award
 Procedure for the submission of proposals
The Grant Application Guide reflects EU legal provisions governing
grant agreement (Financial Regulation & Rules of Application)
ATTENTION : Importance of the Application Forms (Administrative,
Technical & Financial) as they will be part of the grant agreement !
Who can participate?
 Legal entities
 Compliance with legal/contractual obligations (e.g. not bankrupt;
not convicted for professional misconduct/ fraud / corruption etc.;
compliance with tax/ social security obligations)
 Financial soundness : this concerns mainly private applicants (e.g.
sufficient financial resources; balance sheet + profit & loss
account)
 Completeness of proposal
 No more than one application per call
Principles of grant
 Partnership
 Co-financing principle
• Mechanism Exercises: up to 85% of the total eligible costs
with a maximum EU contribution of EUR 1,000,000 per
proposal
• PREV/PREP project: up to 75% of the total eligible costs with a
maximum EU contribution of EUR 500,000 per proposal
 Reimbursement of eligible costs actually incurred
 No profit rule
Role and obligations of beneficiaries
The Coordinator (CO) is:
fully responsible for the implementation of the action
the single point of contact for the Commission
the only one to report to the Commission on progress of the
project
 responsible for the distribution among the partners of the funds
received from the EU
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The Partner (PA) must sign a partnership statement (see Form
A12)
Project budget
 Project budget  Breakdown of activities in estimated costs.
 One single budget for the entire project  estimated costs of CO
and all PA(s) are consolidated.
 Costs (expenses) and Income (funding) must be balanced.
 Funding rate and requested EU-contribution according to original
budget proposal cannot be increased later on.
 Estimates should be as realistic as possible  avoid over-/ underestimate; use past experience and evidence
 Breakdown into individual cost items is as detailed as possible
 Use of the Financial forms is mandatory !
(Non) Eligible costs
Eligible:
actual/reasonable/ necessary
incurred during the duration of project
recorded in the accounts of beneficiary and in accordance with
its usual accounting and management principles
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 Non-eligible:
 costs not foreseen in the budget, debts, provisions, financial
charges, deductible VAT, …
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Payment modalities
 One single pre-financing :
 equal to 60% of EU contribution
 to be paid within 30 days of the date of the entry into force of
the grant
 One single final payment :
 following approval of the final reports
 balance to be paid within 60 days of receipt of the final reports
Reporting requirements
• Periodic reports to be submitted by the beneficiary at mid-term:
an overview of progress of the work
a detailed statement of the eligible costs incurred
a financial statement
• Final reports to be submitted by the beneficiary 3 months after
end of project:
A final narrative,
A final financial statement of the eligible costs.
Contact persons
Financial desk officer:
– Mrs. Anna Szymanek
– Mr. Pascal Barbé
Legal desk officer:
– Mrs. Cécile Yvan
Electronic address:
echo-finance-civil-protection@ec.europa.eu
Thank you for your attention
We are looking forward to receive your proposal !