Programme funded by the
EUROPEAN UNION
European Neighbourhood and Partnership Instrument
Joint Operational Programme
Romania-Ukraine-Republic of Moldova
2007-2013
MULTI-ANNUAL TECHNICAL ASSISTANCE STRATEGY
1
TABLE OF CONTENTS
ABBREVIATIONS ............................................................................... 4
1. PURPOSE .................................................................................... 5
2. INTRODUCTION ............................................................................. 5
3. LEGAL BASIS ................................................................................ 6
4. VISION, MISSION AND OBJECTIVES OF THE STRATEGY .............................. 6
4.1. VISION ............................................................................... 6
4.2. MISSION ............................................................................. 6
4.3. OBJECTIVES ........................................................................ 6
5. IMPLEMENTING SYSTEM OF THE TA STRATEGY ...................................... 7
5.1. THE ACTION PLAN FOR IMPLEMENTING THE MULTI-ANNUAL TAS ........... 7
5.2. THE MAIN BENEFICIARIES OF THE TECHNICAL ASSISTANCE COMPONENT . 7
5.3. IMPLEMENTING SYSTEM WHEN JMA IS THE TA BENEFICIARY ................. 8
5.4. IMPLEMENTING SYSTEM WHEN JTS/AA ARE THE TA BENEFICIARIES ........ 9
6. CORE ACTIONS ........................................................................... 11
6.1. A1. SUPPORT FOR THE JMA IN THE OVERALL IMPLEMENTATION OF THE ROUA-MD JOP 2007-2013 ................................................................. 11
6.1.1. ELIGIBLE APPLICANTS.......................................................... 11
6.1.2. ELIGIBLE CATEGORIES OF ACTIVITIES: ...................................... 11
6.1.2.1. PROGRAMME MANAGEMENT AND IMPLEMENTATION..................... 11
6.1.2.2. STRENGTHENING THE ADMINISTRATIVE CAPACITY OF JMA AND OTHER
IMPLEMENTING STRUCTURES ......................................................... 11
6.1.2.3. PROCUREMENT, INSTALLATION AND MAINTENANCE OF IT OFFICE
EQUIPMENT AND VEHICLES NECESSARY FOR THE MANAGEMENT AND
IMPLEMENTATION OF THE PROGRAMME, FOR JMA ................................ 12
6.1.3. IMPLEMENTATION .............................................................. 12
6.2. A2. SUPPORT FOR THE JTS IN THE IMPLEMENTATION OF THE RO-UA-MD JOP
2007-2013 ............................................................................... 12
2
6.2.1. ELIGIBLE APPLICANTS.......................................................... 12
6.2.2. ELIGIBLE CATEGORIES OF ACTIVITIES: ...................................... 12
6.2.2.1. PROGRAMME MANAGEMENT AND IMPLEMENTATION..................... 12
6.2.2.2. PROCUREMENT, INSTALLATION AND MAINTENANCE OF IT OFFICE
EQUIPMENT AND VEHICLES NECESSARY FOR THE MANAGEMENT AND
IMPLEMENTATION OF THE PROGRAMME, FOR JTS AND BRANCH OFFICES ...... 14
6.2.3. IMPLEMENTATION ............................................................. 14
6.3. A3. FINANCING CONTRACT CONCLUDED BETWEEN JMA AND AA FOR THE
IMPLEMENTATION OF THE RO-UA-MD PROGRAMME ................................ 14
6.3.1. ELIGIBLE APPLICANTS.......................................................... 14
6.3.2. ELIGIBLE CATEGORIES OF ACTIVITIES: ...................................... 14
6.3.2.1. PROGRAMME MANAGEMENT AND IMPLEMENTATION..................... 14
6.3.3. IMPLEMENTATION .............................................................. 15
7. CATEGORIES OF ELIGIBLE EXPENDITURE UNDER THE TA COMPONENT OF THE
RO-UA-MD JOP 2007-2013 ................................................................ 15
7.1. STAFF EXPENDITURE ............................................................. 15
7.2. TRAVEL EXPENDITURE............................................................ 15
7.3. SERVICES ........................................................................... 16
7.4. SUPPLIES ........................................................................... 16
7.5. FINANCIAL SERVICES ............................................................. 17
7.6. WORKS ............................................................................. 17
7.7. GENERAL ADMINISTRATION COSTS ............................................. 17
7.8. CONTINGENCY RESERVE ......................................................... 18
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ABBREVIATIONS
JOP – Joint Operational Programme
TAS – Technical Assistance Strategy
JMA – Joint Managing Authority
JMC – Joint Monitoring Committee
JTS – Joint Technical Secretariat
BO – Branch Office
NA – National Authorities of partner countries
DGAPP – General Directorate for Authorizing Programme Payments
DCTI – Directorate for International Territorial Cooperation
DAI – Internal Audit Directorate
AA – Audit Authority
MIS-ETC – Management Information System-European Territorial Cooperation
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1. PURPOSE
The Joint Monitoring Committee is asked to agree with the present technical
assistance strategy, including the eligible categories of expenditure.
2. INTRODUCTION
„Community assistance may also be used: (a) to finance technical assistance and
targeted administrative measures, including those cooperation measures involving
public-sector experts dispatched from the Member States and their regional and
local authorities involved in the programme” (Article 15 – Types of measures from
the REGULATION (EC) No 1638/2006 OF THE EUROPEAN PARLIAMENT AND OF THE
COUNCIL of 24 October 2006 laying down general provisions establishing a
European Neighbourhood and Partnership Instrument)
The Joint Operational Programme Romania-Ukraine-Moldova 2007-2013 includes a
component dedicated to technical assistance. The aim of this component is to
achieve effective and efficient implementation of the Programme by enhanced
preparatory, monitoring, administrative and technical support, and by ensuring the
widest participation possible amongst the public.
The Technical Assistance will consist of two main components: 1. Programme
management and Implementation and 2. Publicity and information.
The first subcomponent of Technical Assistance will allow for the support for the
effective management, implementation and evaluation of the Joint Operational
Programme. In particular, this activity will support the JMA, Joint Technical
Secretariat, Joint Monitoring Committee and the evaluation committees by
covering costs related to the organization (including costs to facilitate the
participation of the members of these committees) and logistics. Procurement and
installation of IT (other than SMIS) and office equipment required for the
management and implementation of the Programme is eligible under this
component. Furthermore, this component will fund the ad-hoc and on going
evaluation of the Programme, including statistics and studies, development of
evaluation methods. TA shall also finance audit activities according to the audit
plans for projects prepared by the Joint Managing Authority.
The second subcomponent of Technical Assistance will support, according to the
Communication Plan, activities that promote and publicize the programme
together with the results and achievements it has made. It will also finance the
organization of activities that seek to increase the awareness of, and information
amongst, potential project partners and beneficiaries to ensure the widest
participation possible amongst the public.
For the purpose of an optimal use of the TA funds and a clearer structure of the
Multi-annual TAS, these components are highlighted in the content of this
document in the framework of three Core Actions, one of them aimed to support
the JTS/Branch Offices one aimed to support the JMA in the overall management
and implementation of the ENPI CBC RO-UA-MD JOP and one aimed to support the
AA.
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Each Core Action comprises several categories of eligible activities in accordance
with the two components of the TAS and the corresponding chapter of eligible
expenditures.
According to the Government Decision No. 1631/2009 the Joint Managing Authority
for the Joint Operational Programme Romania-Ukraine-Moldova 2007-2013 is the
Ministry of Regional Development and Tourism.
3. LEGAL BASIS
-
The Regulation No. 1638/2006 of the European Parliament and of the Council
laying down general provisions establishing a European Neighbourhood and
Partnership Instrument
-
Regulation No. 951/2007 of the European Parliament and of the Council laying
down general provisions establishing a European Neighbourhood and Partnership
Instrument
-
Government Decision no. 497/2004 setting up the institutional framework for
the coordination, implementation and management of structural instruments;
-
Government Decision no. 1485/2007 setting up the joint technical secretariats
and info points for the implementation of European territorial cooperation
programmes;
-
JMC Decision approving the Multi-Annual Technical Strategy.
4. VISION, MISSION AND OBJECTIVES OF THE STRATEGY
4.1. Vision
Sound use of the resources in order to ensure efficient, effective and transparent
management of the ENPI CBC RO-UA-MD Joint Operational Programme 2007-2013.
4.2. Mission
Provide adequate support of the activities (preparation, administration and
management, information, publicity and training, development and operation of
computerized data exchange systems, procurement of necessary equipment,
monitoring, evaluation and control of the programme) in order to efficiently
manage the ENPI CBC Joint Operational Programme RO-UA-MD.
4.3. Objectives
- To ensure a smooth and effective management of the programme;
-
To ensure timely and efficient commitment and disbursement of programme
funds, in order to cover the needs identified throughout the implementation
of the programme;
-
To increase the general level of information and awareness of the JOP and
dissemination of results to ensure that the scope of the Programme is widely
understood and that it is accessible to the maximum range of eligible
partners;
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5. IMPLEMENTING SYSTEM OF THE TA STRATEGY
The Multi-annual Technical Assistance Strategy (TAS) is a framework document of
all TA interventions dedicated to the Joint Operational Programme Ro-Ua-Md and
details the basic elements needed to reach the Multi-annual TAS objectives: the
stakeholders involved in the implementation of the strategy, the eligible actions,
the general methodology and the action plan for implementing the TAS.
In order to best assess the TA needs, as well as prepare a viable Multi-annual TA
Strategy, the following were considered:
-
Information and Communication Plan
-
Implementing chapter of the RO-UA-MD JOP setting up the tasks of the JMA
and JTS
5.1. The action plan for implementing the Multi-annual TAS
Necessary steps for the implementation of the Multi-annual TAS:

Adoption of the RO-UA-MD JOP and of the Information and
Communication Plan by the European Commission

Issuing the Decision of the JMC approving the Rules of procedure

Approval of the Multi-annual TAS by the Joint Monitoring Committee

Approval by the JMC of the Annual Technical Assistance Strategies
proposed by the JMA

Signing of the Implementing Framework Agreement and the multiannual Financing Contracts between JMA and JTS and between JMA
and AA.

Signing the service contracts between the JTS and the institutions
designated by the NAs to host the BOs.
5.2. The main beneficiaries of the technical assistance component are:
-
The Joint Managing Authority for the Joint Operational Programme RomaniaUkraine-Moldova within the Ministry of Regional Development and Tourism
(according to the Government Decision No. 1631/2009);
-
The Joint Technical Secretariat (JTS) constituted within the CBC Regional
Offices Suceava and Iasi having Branch Offices in Ukraine at Odessa and
Chernivetska and in the Republic of Moldova at Chisinau;
-
Audit Authority within the Romanian Courts of Accounts.
During the implementation period the JMA, JTS and AA shall use the Technical
Assistance funds based on an Annual Technical Assistance Strategy proposed by the
JMA in accordance to the Multi-annual TAS and approved by the JMC.
According to the Programme document, the JMA established a Joint Technical
Secretariat in the Romanian part of the Programme Area, which assists it in the
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daily management and administration of the operations of the programme. The JTS
staff will consist of a multinational team of officers and Technical Assistance of
the programme will cover the operating costs of the JTS. Due to the lengthiness of
the border and the large dimension of the programme area, the JTS functions in
two locations: Regional Office for CBC Suceava and Regional Office for CBC Iasi.
JTS will also establish branch offices in Ukraine and Republic of Moldova by signing
service contracts following PRAG provisions with the organizations designated by
the National Authorities from partner countries to host the BOs. Branch Offices of
the JTS will play the role of local contact points that can assist potential
applicants with information related to the Programme. The role of the JTS branch
offices will be to publicize the programme, to assist in project development,
partner search and advise partners on the implementation of projects. JTS branch
offices will also provide support to JTS in fulfilling the tasks related to project
monitoring (may be involved in on the spot checks, particularly in organizing the
site visits to the projects partners located in their interest area). They will work
under the coordination of JTS.
JMA, Regional Office for Cross border Cooperation Suceava and Regional Office for
Cross border Cooperation Iaşi will sign an Implementing Framework Agreement for
the entire programme duration that shall establish the cooperation framework
between JMA and JTS and shall also define the rights and obligations of the three
implementing structures of the programme.
In the framework of this Implementing Framework Agreement, multi-annual
financing contracts between JTS and JMA will be concluded. In this respect, the
JTS will provide JMA with a financing request containing a plan of activities and a
proposed budget before signing each contract. In a similar manner, the service
contracts between the JTS and the BOs will have the same duration as the
financing contracts between the JMA and JTS.
The AA shall also submit to the JMA a financing request containing a plan of
activities and a proposed budget. The financing contract shall be concluded
annually between JMA and AA.
The first Financing request will be submitted after the Joint Monitoring Committee
of the JOP RO-UA-MD approves the Annual TAS.
In the framework of the Implementing System of the TAS two possible situations
are identified:
5.3. Implementing system when JMA is the TA beneficiary
1) When the Beneficiary is a unit from the JMA (operational unit (DCTI),
financial unit (DGAPP) or internal audit unit (DAI),
Joint Monitoring Committee of the RO-UA-MD JOP
Approves the Annual TAS
▼
Beneficiary (a unit of JMA)
Manages the TA interventions, initiates the public
procurement procedures and manages the
subsequent contracts, prepares the payment
requests, drafts reports on the technical progress of
the implementation
▼
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Beneficiary (a unit of JMA)
Submits TA payment requests to the JMA, validated
by first level controllers located in Bucharest
▼
JMA
Administratively checks the financing requests and
the eligibility of the expenditure and submits the
payment requests to GDAPP for payment
▼
JMA
Reports to the Joint Monitoring Committee on
the implementation status of the Annual TA strategy
including the status of the on-going TA interventions
5.4. Implementing system when JTS/AA are the TA beneficiaries
2) When the Beneficiary is the JTS/AA
Joint Monitoring Committee of the RO-UA-MD JOP
Approves the Annual TAS
▼
Beneficiary (JTS/AA)
Manages the TA interventions, initiates the public
procurement procedures, manages the subsequent
contracts, prepares the payment requests, reports
the technical progress of the implementation to the
JMA
▼
JTS/AA
Submits TA payment requests to the JMA, validated
by first level controllers located in Bucharest within
MRDT
▼
JMA
Administratively checks the financing requests
ensuring that their objectives are in line with the
Annual TAS and submits them to GDAPP for payment
▼
JMA
Reports to the Joint Monitoring Committee on
the implementation status of the Annual TA strategy
including the status of the on-going TA interventions
Each step of the Implementation System will be detailed within the internal
procedures of the TA beneficiaries.
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According to the provisions of the ENPI IR 951/2007 regarding the eligible costs at
the programme level (Art 33 paragraph 3 b) stating that travel and subsistence
costs for staff and other persons taking part in the joint operational programme
are eligible “provided that they do not exceed those normally borne by the
authorities appointed to manage the programme”, the rates of the travel and
subsistence costs must follow the Romanian relevant national legislation and shall
not exceed the costs that are normally supported by the MRDT and Regional Office
for Cross Border Cooperation Suceava and Regional Office for Cross Border
Cooperation Iasi (the structures managing the programme), being certified based
on the relevant supporting documents. BOs will be established by signing service
contracts between JTS and the organizations designated by the NAs to host the
BOs. The service contracts must follow PRAG provisions with regards to fee based
service contracts, including the provisions regarding the documentary evidence for
expenditures.
As a general rule, expenditures under the Technical Assistance component are
considered eligible as follows:
-
for the JMA, from the date Romania-Ukraine-Republic of Moldova Joint
Operational Programme 2007-2013 is officially approved by the European
Commission;
-
for the JTS, from the date the Implementing Framework agreement for the
implementation of Ro-Ua-Md JOP, concluded between the JMA and the JTS,
came into force;
-
for the BOs, from the date the service contracts between JTS and the
institutions designated by the National Authorities to host the BOs, come into
force;
-
for the AA, from the date the Financing contract for the implementation of RoUa-Md JOP, concluded between the JMA and the AA, comes into force.
Expenditure for implementation of the activities under the TA component is
considered eligible under the following general conditions:
(a) are necessary for the implementation of the programme according to the
criteria defined in the programme document and by the Joint Monitoring
Committee;
(b) comply with the principles of sound financial management in particular value
for money and cost-effectiveness;
(c) are recorded in the accounts of the programme, are identifiable, verifiable and
backed by original supporting documents;
(d) have been incurred in compliance with the relevant procurement procedures.
For all types of expenditure considered eligible under the TA component of the
programme, the provisions of the national and Community legislation in force must
be fully respected.
The expenditure already financed fully or partially from other national, European
or international financial instruments is not considered eligible expenditure.
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6. CORE ACTIONS
6.1. A1. Support for the JMA in the overall implementation of the RO-UA-MD
JOP 2007-2013
6.1.1. Eligible applicants
- Relevant units within JMA (DCTI, DGAPP, DAI)
6.1.2. Eligible categories of activities:
6.1.2.1. Programme management and implementation
o Monitoring of the Programme
o Coordination and monitoring of the JTS activities
o Development of project ideas (mainly of the large scale investment project)
Ad-hoc evaluations of the RO-UA-MD JOP 2007-2013
o Audit of the Programme according to the Art. 29 and 30 of the Implementing
Regulation No. 951/2007
o Development of the documents for the future programming period
o Preparation, publication and dissemination of information and publicity
materials (current official programme documents, bulletins, brochures,
posters, objects with EU logo and programme logo) including translation of
information materials
o Information and publicity regarding RO-UA-MD Programme according to the
Information and Communication Plan (organization of conferences, fora,
presentations, workshops, seminars, awareness raising campaigns, etc)
o Evaluation of the activities comprised in the Information and
Communication Plan
o Designing, updating of the information and managing the web site
o Contracting the evaluators* and assessors for the evaluation committees
*Only in special cases, assessors may be contracted.
The activities related to information and publicity are described in an Information
and Communication Plan annexed to the programme and detailed in an Annual
Information and Communication Plan approved by the JMC as part of the Annual
TAS. The Annual Information and Communication Plan may be revised with the
agreement of the Joint Monitoring Committee. The indicators used, will be mainly
quantitative ones (number of promotional materials created and distributed,
number of events organized, specific media indicators).
6.1.2.2. Strengthening the administrative capacity of JMA and other
implementing structures*
o Developing, organizing and delivering training session and workshops for the
JMA and JTS/BOs and AA staff involved in the implementation of the
programme
o Organizing internships, study visits, training sessions in similar bodies within
other Member States
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o Elaboration of the training manuals and support materials for training
sessions
o Elaboration/revision of internal procedures manuals
*All the activities under this category shall focus on management and
implementation related themes.
6.1.2.3. Procurement, installation and maintenance of IT office equipment and
vehicles necessary for the management and implementation of the Programme,
for JMA
o Procurement of office equipment (PCs, notebooks, telephones, fax
machines, copy machines, printers, photo cameras, video cameras, flipcharts, video projector, etc)
o Procurement of vehicles
o Procurement of IT software
o Maintenance services for the IT equipment and vehicles
6.1.3. Implementation
JMA for the RO-UA-MD JOP is the sole eligible applicant for Core Action 1.
A global financing decision shall replace the financing contract when the JMA is the
beneficiary of TA.
The JMA shall prepare an annual work plan for its envisaged activities for the
following year and a proposed budget related to them that will be annexed to the
Annual TAS and submitted for approval of the Joint Monitoring Committee.
The expenditure incurred under the eligible activities of Core Action 1 shall be
duly justified with documentary evidence (service contracts, invoices, internal
memoranda etc.) and will follow the rules established within the JMA Procedures
Manual.
6.2. A2. Support for the JTS in the implementation of the RO-UA-MD JOP 20072013
6.2.1. Eligible applicants
-
JTS
6.2.2. Eligible categories of activities:
6.2.2.1. Programme management and implementation
o Monitoring, including one site visit before the signing of the contracts,
travel of the JTS and Branch Offices’ staff in the region for on the spot and
control visits*
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o Supporting the JMA in preparation of Guidelines for applicants and related
documentation
o Collecting and registration of project application
o Organising and ensuring the secretariat or performing assessment services
for the evaluation committees
o Ensuring the Permanent Secretariat of the Joint Monitoring Committee
meetings (including preparation, copying and distribution of the
Committee’s documentation, reports and annual and final reports, etc)
o Receiving and carrying out the operational and financial verification of the
requests for payments, submitted by the beneficiaries, together with report
and supporting documents
o Verifying the documents submitted by the beneficiaries and sending them to
the JMA with a notification regarding the regularity and compliance with the
eligibility rules of the expenditure
o Introducing data in the MIS-ETC
o Assisting the beneficiaries in implementing the projects
o Preparation, publication and dissemination of information and publicity
materials (current official programme documents, bulletins, brochures,
posters, objects with EU logo and programme logo) including translation of
information materials
o Information and publicity activities at regional level regarding RO-UA-MD
Programme according to the Information and Communication Plan including
the distribution of the support documentation (organization of conferences,
fora, presentations, road shows, workshops, seminar, awareness raising
campaigns, etc)
o Providing JMA with updated information to be published on the web site
o Organization and delivering training addressed to beneficiaries, especially
Lead partners
o Setting up a network for exchanging information between local and regional
stakeholders, in order to raise awareness, co-operate/exchange experience
and publicize good practice
Part of these activities will be outsourced throughout TA contracts. The activities
related to information and publicity are described in the Information and
Communication Plan annexed to the programme and detailed in Annual
Information and Communication Plan approved by the JMC as part of the Annual
TAS. The Annual Information and Communication Plan may be revised with the
agreement of the Joint Monitoring Committee. The indicators used, will be mainly
quantitative ones (number of promotional materials created and distributed,
number of events organized, specific media indicators).
* In monitoring the projects, JTS will be supported by its Branch Offices located in
Ukraine and Republic of Moldova, particularly by organizing site visits to the
project partners located in their corresponding area.
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6.2.2.2. Procurement, installation and maintenance of IT office equipment and
vehicles necessary for the management and implementation of the Programme,
for JTS and Branch Offices
o Procurement of office equipment (PCs, notebooks, telephones, fax
machines, copy machines, printers, photo cameras, video cameras, flipcharts, video projector, etc)
o Procurement of vehicles
o Procurement of furniture
o Procurement of IT software
o Maintenance services for the IT equipment and vehicles
6.2.3. Implementation
JTS for the RO-UA-MD JOP is the sole eligible applicant for Core Action 2.
JMA, Regional Office for Cross border Cooperation Suceava and Regional Office for
Cross border Cooperation Iaşi signed an Implementing Framework Agreement for
the entire programme duration that established the cooperation framework
between JMA and JTS and also defined the rights and obligations of the three
implementing structures of the programme.
Multi-annual financing contracts will be concluded between the Joint Managing
Authority and the Joint Technical Secretariat following the JMC decision. Each
multi-annual financing contract shall be drafted on the basis of a financing request
filled in by the JTS after the approval of the proposed budget.
The financing contracts concluded between JMA and JTS will contain achievement
indicators that will be strictly monitored throughout the contract implementation.
Based on these indicators the JMA will evaluate the degree of completeness and
conformity with the Implementing Framework Agreement of the contractual duties
of the JTS.
The Branch Offices of the JTS shall be established by signing service contracts
following the provisions of PRAG between JTS and the institutions designated by
the National Authorities to host the BOs.
The rules related to the contracting and implementation of the activities
comprised under this subcomponent are detailed in the Internal Procedures
Manuals for Technical Assistance of the JMA and JTS.
6.3. A3. Support to AA for the implementation of the RO-UA-MD programme
6.3.1. Eligible applicants
- AA
6.3.2. Eligible categories of activities:
6.3.2.1. Programme management and implementation
o Audit of the programme according to the Art. 31 of the Implementing
Regulation No. 951/2007
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6.3.3. Implementation
AA for the RO-UA-MD JOP is the sole eligible applicant for Core Action 3.
A financing contract will be concluded between the Joint Managing Authority and
the Audit Authority on an annual basis following the JMC decision regarding the
Annual TAS. The financing contract shall be drafted on the basis of a financing
request filled in by the AA after the approval of the annual work plan and proposed
budget.
The rules related to the contracting and implementation of the activities
comprised under this subcomponent are detailed in the Internal Procedures Manual
for Technical Assistance of the JMA.
7. CATEGORIES OF ELIGIBLE EXPENDITURE UNDER THE TA COMPONENT OF THE
RO-UA-MD JOP 2007-2013
7.1. Staff expenditure
Staff expenditure is eligible, including the contribution of the employer, based on
the individual labour contract for the JTS staff having tasks in the implementation
and management of the JOP, provided that the provisions of national legislation
are fully respected.
(a) Support staff expenditure is eligible, including the contribution of the
employer, based on the individual labour contract for the JTS staff having support
technical, financial, accounting, legal human resources and audit functions related
to the implementation and management of the JOP, provided that the provisions
of national legislation are fully respected.
(b) Bonuses and extra working hours are eligible if the provisions of national
legislation in force are fully respected and are granted after the prior approval of
the Joint Managing Authority.
Staff expenditure mentioned above will be reimbursed based on the individual
labour contract and according to the proportion of time spent working for the
programme.
7.2. Travel expenditure
Travel expenditure, including international and local transport, airport taxes,
accommodation and daily allowance, according to the limits established by the
national legislation in force for public institutions and approved by the JMC, are
eligible as follows:
(a) for the staff of the Joint Managing Authority as well as for the persons invited
by this structure for participation at JMC meetings, technical meetings, other type
of reunions, conferences, seminars, other information and communication events
organized for the programme, training activities, monitoring visits to the projects
and to the JTS;
(b) for the staff of the Joint Technical Secretariat and its Branch Offices for
participation at the JMC meetings, technical meetings, other type of reunions,
conferences, seminars, other information and communication events organized for
the programme, training activities, monitoring visits to the projects and to the
JTS;
(c) for the staff of the Audit Authority for participation at training activities and to
audit mission to projects and to the JTS;
15
(d) for the members of JMC or their substitutes and/or delegations for the
participation at JMC meetings, technical meetings, other type of reunions,
conferences, seminars, other information and communication events organized for
the programme;
(f) for the members of Evaluation Committees that participate at the meetings of
the Evaluation Committee.
7.3. Services
The categories of eligible expenditure for services are the following:
(a) expenditure for studies, analyses, reports according to the objectives of the
programme;
(b) expenditure for audit provided that these services would be outsourced;
(c) expenditure for publicity and information – organizing events, conferences,
seminars, presentations and other similar events, publicity campaigns, expenditure
for the web site of the programme, expenditure for publications and promotional
materials for the implementation of the programme;
(d) expenditure incurred for organizing the meetings of the Joint Monitoring
Committee, Evaluation Committee, working groups, as well as other committees
established for managing the programme, technical meetings, other types of
meetings;
(e) expenditure for renting vehicles for the implementation of the programme;
(f) expenditure for training of the staff involved in the management and
implementation of the programme;
(g) expenditure for translation and implementation services necessary for the
management and implementation of the programme;
(h) expenditure for consultancy and technical expertise, economic and financial
expertise, accounting, fiscal and law expertise necessary for the management and
implementation of the programme;
(i) expenditure for postal and courier services for the documents related to the
programme;
(j) expenditure for IT services: maintenance and service of IT and communication
equipments; maintenance, updating and development of IT applications of the
equipments used for the management and implementation of the programme;
(k) expenditure for renting meeting rooms;
(l) expenditure for catering services;
(m) expenditure for archiving the documents related to the programme;
(n) other expenditure for services
implementation of the programme.
necessary
for
the
management
and
7.4. Supplies
The categories of eligible expenditure for supplies include the expenditure for
procurement of IT and communication equipments, office equipments, furniture,
vehicles including the costs for maintenance and service for equipments and
vehicles; mandatory insurance for the vehicles.
16
(a) The procurement of vehicles is eligible under the following conditions:
-
is necessary for the implementation of the programme;
-
the value of eligible expenses cannot exceed 15.000 Euros for each vehicle;
-
the beneficiary fully respects the information and publicity requirements.
(b) The categories of eligible expenditure for supplies also include expenditure for
procurement of IT software, licences, brands, patents;
(c) expenditure for procurement of inventory objects is also eligible;
(d) expenditure for procurement of consumables necessary for the proper
functioning of the TA beneficiaries is also eligible.
7.5. Financial services
Financial services costs for opening and managing the separate bank accounts for
the programme implementation period as well as bank charges for transnational
bank transfers are eligible.
(a) expenditure for fees is eligible for participation to trainings and events directly
linked to the implementation of the programme of the staff involved in the
management and implementation of the programme;
(b) expenditure for notary fees is eligible provided that it is directly linked to the
operation and are necessary for the implementation of the eligible activities
corresponding to the programme;
(c) Value Added Tax for the expenditure made is eligible provided that the TA
beneficiary cannot reclaim it from other sources;
(d) expenditure for visa taxes and health insurance is eligible provided that it is
directly linked to the operation and are necessary for the implementation of the
eligible activities corresponding to the programme;
7.6. Works
Expenditure for works is considered eligible if aimed for sanitation and
improvement of the headquarters of the Joint Technical Secretariat and/or the
Joint Managing Authority.
7.7. General administration costs
The eligible general administration costs include expenditure for renting the
headquarters of the JTS, cost of utilities: running water, heat, electric power,
sewerage, sanitation, natural gas, multiplying costs, phone, fax, internet, postal
and courier services; procurement of cleaning materials and services for the JTS
locations; protocol expenses as well as other type of expenses absolutely necessary
for the implementation of the programme.
(a) General administration costs are eligible under the following conditions:
-
for the Joint Technical Secretariat, the amount does not exceed 10% of the
total eligible costs reimbursed under each contract
-
for the Joint Managing Authority, the amount does not exceed 10% of the total
eligible costs reimbursed
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(b) The calculation method used for the calculation of the pro rate for
reimbursement of the general administration costs shall be established by the
Joint Managing Authority and shall be annexed to the financing contract and the
global financing decision.
7.8. Contingency reserve
The annual TA budget for the Joint Managing Authority and Joint Technical
Secretariat may comprise a contingency reserve that shall not exceed 5% of the
total budget allocated to each of these TA beneficiaries. The reserve may be spent
only for expenditure mentioned by the present document as being eligible.
The reserve mentioned above may be used by the Joint Technical Secretariat only
after the prior approval of the Joint Managing Authority.
The categories of eligible expenditure under the TA component of the
programme (Chapter 7) are presented in accordance with the Minister Order
no. 637/2009 approving the eligible categories of eligible expenditure under
the TA component of the RO-UA-MD JOP 2007-2013. Therefore, provided that
such a case would arise, any modifications of the relevant national legislation,
particularly the above mentioned Minister Order, shall reflect in the revision of
the present document.
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