ADMINISTRATIVE & FINANCIAL ISSUES DG ECHO HUMANITARIAN AID AND CIVIL PROTECTION Finance, Legal Affairs and Partner Support unit-C3

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:  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 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  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-/ under- estimate; 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  …  Non-eligible:  costs not foreseen in the budget, debts, provisions, financial charges, deductible VAT, …  …

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:

Thank you for your attention We are looking forward to receive your proposal !