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Unit C3Finance, legal Affairs and

Partner support

CALL FOR PROPOSALSAPPLICATION PROCEDURE

SPECIFIC ADMINISTRATIVE AND FINANCIAL ISSUES

Version 07.02.2011

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Call for proposals: Grant Guide Application + FormsIndicative ScheduleWho can participate?Eligibility for fundingGeneral PrinciplesThe grantProject BudgetEligible costsPayment modalitiesReporting requirements

Overview of the presentation

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Publication of Call for proposal => reference to Application Guide + Forms

Application forms consist of 3 parts

- Administrative

- Technical

- Financial The completed forms will be part of grant agreement (ANNEX I AND ANNEX II)

Application file reflects EU legal provisions governing grant agreement (Financial Regulation/ Implementing Rules)

Grant Application Guide and Forms

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Eligibility

Who can participate?

Applicants

Partners

Associates

Sub-contractor(s)

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Roles and obligations (1)

Beneficiary = solely legally and financially responsible for full implementation of the project measures

Beneficiary = single point of contact for the Commission

Contribute financially to the project => No Profit, i.e. income (EU-funding and other income) shall not exceed costs incurred.

Partnership Statement signed between Beneficiary and Partner

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Associate Involvment in the technical implementation of the project No EU funding

Sub-contractor person or organisation providing external services to Beneficiary or partner specific tasks of a fixed duration Beneficiary/ partner pay for services => sub-contractor can make profit Award the contract to the bid offering best value for money.

Roles and obligations (2)

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Pre-conditions for fundingPre-conditions for funding

Legal entities from MS

International Organisations

Non profit

Adhere to the humanitarian principles

Experience of similar action over the past 3 years

Directly responsible for the preparation and management of the action with their partners

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The Grant

Structure: General provisions + Special

provisions Annex I Description of the action Annex II Budget of the action

Entry into force of the grant upon signature by Beneficiary and the Commission

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Project budget

Project budget => Breakdown of activities in estimated costs

One budget for entire project

Costs and Income (funding) must be balanced

Funding rate and requested EU-contribution according to original budget proposal cannot be increased later on

Estimate should be as realistic as possible => avoid over-/ under-estimate

Breakdown into individual cost items as detailed as possible

Use Financial forms

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Eligible Costs

Eligible actual during duration of project in accordance with its usual accounting and management principles recorded in the accounts of beneficiary used for the sole purpose of achieving the objectives of the project

Non-eligible (identifiable indirect taxes including VAT…)

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Payment modalities

One pre-financing (upon entry into force) for the whole duration: 50% EU contribution within 45 days of the date of the entry into force of the grant

Final payment: balance paid within 45 days following approval of the reports relating to the period

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Contact persons

Website:

http://ec.europa.eu/echo/aid/evhac_en.htm

Legal desk officer: Mrs. Christelle Courtade & Cecile Yvan

Mailbox: ECHO-POLICIES@ec.europa.eu

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Thank you for your attention

andGOOD LUCK!