ADMINISTRATIVE FINANCIAL ISSUES DG ECHO HUMANITARIAN AID AND

ADMINISTRATIVE & FINANCIAL ISSUES DG ECHO HUMANITARIAN AID AND CIVIL PROTECTION Finance, Legal Affairs and Partner Support unit-C 3

Overview of the presentation • • • 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: Ø Civil Protection Mechanism Exercises Ø Preparedness projects Ø 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 Ø For CP Mechanism Exercises: foreseen May 2013 Ø 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 Ø Grant Application Guide Ø Forms : Administrative, Technical & Financial Ø Model of grant agreement + annexes

Call for proposals (2) Main content of the Grant Application Guide Ø Objectives and expected outcomes Ø Timetable Ø Criteria : eligibility, selection and award Ø 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? Ø Legal entities Ø Compliance with legal/contractual obligations (e. g. not bankrupt; not convicted for professional misconduct/ fraud / corruption etc. ; compliance with tax/ social security obligations) Ø Financial soundness : this concerns mainly private applicants (e. g. sufficient financial resources; balance sheet + profit & loss account) Ø Completeness of proposal Ø No more than one application per call

Principles of grant Ø Partnership Ø Co-financing principle • Mechanism Exercises: up to 85% of the total eligible costs with a maximum EU contribution of EUR 1, 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 Ø Reimbursement of eligible costs actually incurred Ø 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 Ø responsible for the distribution among the partners of the funds received from the EU § Ø Ø Ø § The Partner (PA) must sign a partnership statement (see Form A 12)

Project budget Ø Project budget Breakdown of activities in estimated costs. Ø One single budget for the entire project estimated costs of CO and all PA(s) are consolidated. Ø Costs (expenses) and Income (funding) must be balanced. Ø Funding rate and requested EU-contribution according to original budget proposal cannot be increased later on. Ø Estimates should be as realistic as possible avoid over-/ underestimate; use past experience and evidence Ø Breakdown into individual cost items is as detailed as possible Ø 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 Ø … § Ø Ø Ø § Non-eligible: Ø costs not foreseen in the budget, debts, provisions, financial charges, deductible VAT, … Ø …

Payment modalities § One single pre-financing : Ø equal to 60% of EU contribution Ø to be paid within 30 days of the date of the entry into force of the grant § One single final payment : Ø following approval of the final reports Ø 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 !