1. This project is funded by the European Union Call for Proposals EuropeAid/131662/L/ACTU/UA European Instrument for Democracy and Human Rights (EIDHR) Country-based Support Scheme in Ukraine Financial and Administrative Aspects Information day Kiyv 2/09/2011

2. FINANCIAL AND ADMINISTRATIVE ASPECTS 1.Rules applicable to this call 2.Eligibility of applicants and partners 3.How to apply 4.Evaluation procedure 5.Implementation of the action 6.Payment of the grant This project is funded by the European Union

3. 1. RULES APPLICABLE TO THIS CALL FOR PROPOSALS Practical Guide to contract procedures for EU external actions (PraG), available on the Internet at: http://ec.europa.eu/europeaid/work/procedures/implementation/practical_ guide/index_en.htm Guidelines for grant applicants, available at https://webgate.ec.europa.eu/europeaid/online- services/index.cfm?do=publi.welcome&nbPubliList=50&orderby=upd&orderbyad =Desc&searchtype=RS&aofr=1316642 This project is funded by the European Union

4. Website This project is funded by the European Union Check REGULARLY !!!

5. 2. ELIGIBILITY OF APPLICANTS AND PARTNERS- NATIONALITY NOT TO BE CONFUSED WITH Action LOCATION !!!) APPLICANT must be: · be legal persons and · be non profit making and · be directly responsible for the preparation and management of the action with their partners, not acting as an intermediary and · be nationals of Ukraine or of a Member State of the European Economic Area (EEA) or of an acceding country, candidate country or potential candidate country for accession and · belong to the following category as defined per article 10 of the EIDHR Regulation: civil society organisations, including non-governmental non-profit organisations and independent political foundations, community based organisations, and private sector non-profit agencies, institutions and organisations, and networks thereof at local, national, regional and international level.. This project is funded by the European Union

6. 2. ELIGIBILITY OF APPLICANTS AND PARTNERS- NATIONALITY NOT TO BE CONFUSED WITH Action LOCATION !!!) Partners / associates? A partner is a member organisation of the partnership other than applicant. They participate in designing and implementing the Action; the costs they incur are eligible in the same way as those incurred by the applicant. They must satisfy the same eligibility criteria as the applicant (see 2.1.1) An associate organization plays an active role in the Action but cannot benefit from funding under the grant (except for per diem or travel costs); associates do not have to meet the eligibility criteria. This project is funded by the European Union

7. 3. HOW TO APPLY? Registration in the PADOR system is obligatory both for Applicants and Partners and concerns data on the organization and not related to the specific call http://ec.europa.eu/europeaid/work/onlineservices/pador/index_en.htm When? APPLICANTS must register by 10 October 2011 PARTNERS must register BEFORE the deadline of submission of the Full Application Form (for pre-selected applications ONLY) Before registration: Quick guide for applicants Quick guide for partners PADOR for Public Bodies (including Local Authorities) – Required Information Frequently Asked Questions (including specific information for local authorities and public bodies) Can’t register on-line? Use PADOR Derogation Pack Annex JA for applicants Annex JB for partners Need help? Write to PADOR helpdesk Europeaid-pador@ec.europa.euEuropeaid-pador@ec.europa.eu This project is funded by the European Union DO NOT WAIT UNTIL THE LAST DAY!!!

8. 3. HOW TO APPLY- SUPPORTING DOCUMENTS APPLICANTS - Statutes or articles of association ☛ bearing the stamp of the appropriate authorising body (ministry, lawyer, etc.) and/or ☛ accompanied by registration documents, translations, if required ☛ accompanying documentation must be uploaded into PADOR in the SAME electronic file as the statutes or articles of association - Latest accounts for the LAST financial year available - Legal Entity Sheet PARTNERS - Statutes or articles of association This project is funded by the European Union

9. 3. HOW TO APPLY- Structure of the Guidelines for Applicants 1. Annexes to be filled A)Grant Application form (Part A – Concept Note, Part B – Full Application) B) Budget C) Logical Framework (LF) D) Legal Entity Sheet E) Financial Identification Form F) PADOR off-line form 2. Annexes for information G) Standard contract H) Per Diem J) Information on the tax regime applicable to grant contracts signed under the call Project Cycle Management Guidelines (PCM) This project is funded by the European Union

10. 3. HOW TO APPLY- Part A- Concept Note Applications must be submitted using the Part A- Concept Note of the Application Form Annex to the Guidelines. The Concept Note focuses mainly on the relevance of the proposed actions in the context of this Call for Proposals. ☛ Guidelines to its preparation are included in the application form: I. APPLICANT AND PARTNERS II. THE Action 1. Summary of the Action ☛ including amount of requested EU contribution ONLY 2. Relevance (max 3 pages) ☛ taking into account priorities of the call 3. Description of the Action (max 1 page) III. CHECKLIST FOR Concept Note IV. DECLARATION BY THE APPLICANT FOR Concept Note This project is funded by the European Union

11. 3. HOW TO APPLY- Part A- Concept Note- INSTRUCTIONS Use the CORRECT template (Annex A- Part A) Do not exceed 5 full pages Draft as clearly as possible to facilitate its assessment Don’t forget to SIGN the Declaration by the applicant This project is funded by the European Union

12. 3. HOW TO APPLY- Part A- Concept Note The evaluation will be carried out in accordance with the evaluation grid (see section 2.3. of the Guidelines) and it will be based solely on the information provided by the applicant in the Concept Note. 2 SECTIONS LINKED TO EVALUATION GRID: 1. Relevance of the Action (30 points) 2. Design of the Action (20 points) ☛ The size of each section reflects the relative importance of each heading score in the evaluation grid. This project is funded by the European Union

13. 3. HOW TO APPLY- Part B- Full Application Form How should I describe my proposal in detail? ☛ Follow the format in section II of application form II. The Action (the project) 1.Budget of the action, amount requested from the Contracting Authority and other expected sources of funding ☛ explain and justify main costs in application form. Figures to be indicated in Annex B, Worksheet 1, 2 and 3 2.Description 2.1. Description of the Action and its effectiveness (max. 14 pages) 2.2. Methodology (max. 4 pages) 2.3. Duration and indicative Action plan for implementing the Action (max.4 pages) 2.4. Sustainability (max. 3 pages) 2.5. Logical framework (to be fill in in annex C) 3. Applicant’s experience of similar actions This project is funded by the European Union

14. 3. HOW TO APPLY- Part B- Full Application Form Where should I identify the applicant, the partnership and describe partners’ technical and operational capacity? ☛ Follow the format in section III and IV of application form III. THE APPLICANT Identity IV. PARTNERS OF THE APPLICANT PARTICIPATING IN THE Action V. ASSOCIATES OF THE APPLICANT PARTICIPATING IN THE Action This project is funded by the European Union

15. This project is funded by the European Union

16. This project is funded by the European Union

17. This project is funded by the European Union

18. 3. HOW TO APPLY- Annex B- Eligibility of costs Only "eligible costs" may be taken into consideration for a grant. There will be a checking process before signing of the contract. ☛ It is therefore in the applicant's interest to provide a realistic and cost- effective budget. CATEGORIES: Eligible direct costs Costs must comply with the provisions of Article 14 of the General Conditions of the Standard Grant Contract (see Annex G of the Guidelines). Contingency reserve Not exceeding 5% of the direct eligible costs. It may be used only with the prior authorisation of the Contracting Authority. Eligible indirect costs (overheads) Flat-rate funding set at not more than 7% of the total eligible direct costs. This project is funded by the European Union

19. 3. HOW TO APPLY- Annex B- Eligibility of costs According to article 14 of General Conditions, eligible costs MUST: a) Have been incurred during the implementation period b) Be indicated in the estimated overall budget of the Action c) Be necessary for the implementation of the Action d) Be identifiable and verifiable, recorded in the accounting of Beneficiary and partners, and backed-up by originals of supporting documents e) Be reasonable, justified and comply with the requirements of sound financial management, in particular regarding economy and efficiency This project is funded by the European Union

20. 3. HOW TO APPLY- Annex B- Eligibility of costs ELIGIBLE DIRECT COSTS the cost of staff assigned to the Action travel and subsistence costs for staff and other persons taking part in the Action, not exceeding those normally borne by the Beneficiary or its partners. Any flat-rate reimbursement of the subsistence costs must not exceed the rates published by the European Commission. purchase or rental costs for equipment and supplies (new or used), if not covered by eligible indirect costs (overheads) costs of consumables; subcontracting expenditure, including costs of sub-contracted staff other costs deriving directly from the requirements of the contract (dissemination of information, evaluation specific to the Action, audits, translation, reproduction, insurance, etc.) including financial service costs (in particular the cost of transfers and financial guarantees); This project is funded by the European Union

21. 3. HOW TO APPLY- Annex B- Indirect TAXES Taxes (including VAT) shall be exempt/recovered from the relevant authorities. If not possible, and upon justification form the grand beneficiary, this costs: –will be recognised as ineligible costs –will be registered in the budget under heading 12 "taxes" –will form part of the total accepted costs. The total accepted costs will be the reference for checking the required co- financing of the grant beneficiary. ☛ see ANNEX J to the Guidelines and ☛ see “New co-financing approach in grants” under FAQ http://ec.europa.eu/europeaid/work/procedures/faq/documents/faqs_on_the_new_co_en.pdf This project is funded by the European Union

22. 3. HOW TO APPLY- Annex B- Eligibility of costs REGRANTING Applicant may propose awarding “sub-grants” Maximum amount of one sub-grant is EUR 10 000 per third party Total amount which can be awarded as sub-grants to third parties is EUR 100 000. ☛ Re-granting must not be the core activity of the Action but only a support to the achievement of the Action’s objectives ☛ Re-granting scheme must be justified and clearly explained in the application form (including min/max amount, selection criteria, type of eligible activities) This project is funded by the European Union

23. 3. HOW TO APPLY- Annex B- Eligibility of costs CONTRIBUTIONS IN KIND Contributions in kind are not considered actual expenditure and are not eligible costs. Contributions in kind may not be treated as co- financing by the Beneficiary. The cost of staff assigned to the Action is not a contribution in kind. Notwithstanding the above, if the description of the Action proposed by the Beneficiary provides for contributions in kind, such contributions must be provided. This project is funded by the European Union

24. 4. EVALUATION PROCEDURE-Concept Note Assessment Emphasis on relevance –Concept Note form: a full description of the relevance of the Action vis-à-vis the objectives and the priorities of the Call for Proposals and a brief description of the proposed Action –Concept Note evaluation grid: Total maximum score = 50 points, Maximum score for relevance = 30 points, maximum score for design= 20 points Pre-selection of Concept Notes: minimum total score 30/50 points EU requested contributions amounting to at least twice the available budget This project is funded by the European Union

25. This project is funded by the European Union

26. 4. EVALUATION PROCEDURE- Full Application Assessment NO re-assessment of relevance Reference to the Concept Note for relevance of the Action (the relevance score will be proportionally transferred from the CN evaluation) The elements contained in the Concept Note CANNOT be modified in the Full Application Form Any change MUST be justified in the Applicant’s declaration Total maximum score = 100 points Minimum score for financial and operational capacity of the Applicant&Partner(s) = 12/20 points This project is funded by the European Union

27. This project is funded by the European Union

28. This project is funded by the European Union

29. 5. IMPLEMENTATION OF THE Action Implementation of the Action shall begin on: the day following that on which the last of the two Parties signs; or the first day of the month following the date on which the first instalment of pre-financing is paid by the Contracting Authority; or a later date. This project is funded by the European Union

30. 6. PAYMENT OF THE GRANT Indicated in article 15 of General Conditions: an initial pre-financing instalment of 80% of that part of the estimated budget for the first 12 months financed by the Contracting Authority. further pre-financing instalments, within 45 days of the Contracting Authority approving an interim report, accompanied by: 1) a request for payment, 2) an expenditure verification report (if required) 3) a forecast budget for the subsequent 12-month period, 4) a financial guarantee if required. the balance within 45 days of the Contracting Authority approving the final report, accompanied by: 1) a request for payment of the balance, 2) an expenditure verification report This project is funded by the European Union

31. In addition to the information in these slides, pay attention to: Annex II – General Conditions Annex VI - Model narrative and financial report Annex VII- Terms of reference for an expenditure verification of an EU financed grant contract for external actions This project is funded by the European Union

32. FURTHER INFORMATION FOR APPLICATION Questions may in addition be sent by e-mail no later than 21 days before the deadline for the submission of applications to the address below, clearly indicating the reference of the call for proposals: E-mail address: delegation-ukraine-tenders@eeas.europa.eu delegation-ukraine-tenders@eeas.europa.eu The answers will be given not later than 11 days before the deadline for submission of applications. Applications must be submitted in a sealed envelope by registered mail, private courier service or by hand delivery at the address below: Mr Holger ROMMEN Head of Contract and Finance Section Delegation of the European Union to Ukraine 10 Kruhlouniversytetska Street Kyiv, 01024 Ukraine In the interests of equal treatment of applicants, the European Commission cannot give a prior opinion on the eligibility of an applicant, a partner, an Action or a specific activity!!! This project is funded by the European Union

33. Thank you for your participation and good luck ! This project is funded by the European Union