1. 1 Unit C3 Finance, legal Affairs and Partner support CALL FOR PROPOSALS APPLICATION PROCEDURE SPECIFIC ADMINISTRATIVE AND FINANCIAL ISSUES Version 07.02.2011

2. 2 Call for proposals: Grant Guide Application + Forms Indicative Schedule Who can participate? Eligibility for funding General Principles The grant Project Budget Eligible costs Payment modalities Reporting requirements Overview of the presentation

3. 3 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

4. 4 Eligibility Who can participate? Applicants Partners Associates Sub-contractor(s)

5. 5 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

6. 6 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)

7. 7 Pre-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

8. 8 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

9. 9 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

10. 10 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…)

11. 11 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

12. 12 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

13. 13 Thank you for your attention and GOOD LUCK!