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The official language of the Programme is English. Therefore, all documents within the Application Package are available only in English and the online Application Module IMIS 2014-20120 requires English, as well. Applications which do not fulfil this criterion will be rejected automatically.
No. The 'Extract from register' for the Lead Beneficiary/Beneficiary should be submitted in the original language. According to the Chapter 8.4 of the Guidelines for Applicants:
OR
Planning of a project should start with questions: “What do we want to achieve?” or ”What is the main objective of our project?” Once you have defined the project’s objective, you should look for the Programme’s action, or even more practical for the action’s specific objective that your project fits the best.
There are three types of indicators within the Programme: 1) Programme-level indicators, 2) Project-level indicators, and 3) Horizontal indicators.
1) Programme-level indicators are pre-defined. Applicants need to select minimum one Programme Output indicator to which their project will contribute to.
2) Project-level indicators are not pre-defined. Applicants need to define them. Project-level indicators are connected to the project outcomes and the corresponding project activities.
3) Horizontal indicators are directly linked to three horizontal principles of the Programme. They are not pre-defined. Applicants need to define the horizontal indicators only if the project will have proactively positive contribution to any of the three horizontal principles.
Projects selected for financing, which sign the Subsidy Contract for Community Funding, will automatically receive an advance of 15% of the IPA subsidy. Additionally, Hungarian Beneficiaries will receive an advance from the Hungarian state contribution, which is provided in one amount after concluding the state co-financing contract.
In the Third Call for Proposals, state co-financing for Beneficiaries from Serbia is not available.
No. There is no limit for the budget line “6 – Equipment expenditure”. The quality assessment will evaluate whether the planned costs are necessary and realistic in line with the current market price of the planned equipment. Applicants should justify their planned procurements thoroughly in the Application Form.
No, there is no percentage limit for the budget line "Staff costs". The quality assessment will evaluate whether the planned work time and costs are realistic and in line with the complexity of the project. The Applicants should justify planned staff costs in the Chapter 7 "Project team" of the Application Form. For information about flat rate please see question no.12.
The “own contribution” of the respective Beneficiaries (including the Lead Beneficiary) has to be secured in cash (the national currency or EUR - as the Applicant decides). This means that all invoices must be paid out during the implementation, and the validation of costs and the reimbursement of funds can be completed only afterwards. In-kind contributions are not eligible. At the time of submission of the application the “own contribution” does not have to be on the bank account. However, each Beneficiary has to state the availability of funds in the “Declaration by the Applicant”.
The Lead Beneficiary is required to open separate EUR bank account. The purpose of this account is managing of the EU Contribution (IPA): receiving, further transfer to the Beneficiaries and transfer of eventual repayments. Own contributions should be handled on other bank accounts of the Lead Beneficiary/Beneficiaries.
As a part of the annual report, the profit and loss account contains the data about the organisation's financial result (profit or loss figure) and that data should be entered into the Chapter 2 “Partnership – Lead Beneficiary/Beneficiary data” (Financial and operational capacity) of the Application Form. In case of state budgetary organisations, this result might not exist due to the nature of operations or regulations of the operations (e.g. activities of a given organisation must not result in a profit). In this instance, “0” should be written in this field of the Application Form.
Since these persons are not employed by any of the Beneficiaries, it is not possible to pay per diems for them.
In case of procurement of off-the-shelf software (ready-made software products), the planned amount should be budgeted under “6.1 – Purchase of new equipment”. In case you are procuring software development services, it should be budgeted under the budget line “5.7 – Other services”.
No, it is not possible. All members of the Partnership/all Beneficiaries have to provide their own contribution separately, according to their respective budgets covering their Project part. The implementation of specific project parts is the responsibility of the given Beneficiary (including the Lead Beneficiaries), both from a professional and a financial point of view.
The “own contribution” is automatically generated by the Application Form as 15% for Serbian partners. The project part should be professionally completed with this fixed amount of own contribution (to be detailed in the Application Form and to be reported). If your organisation decides that involvement of additional funds is crucial for some other project activities, then the additional amounts can be indicated in the Chapter 7 “Sources of Funding” of the Application Form in the field “Funding from other sources”. However, this extra funding will not be taken into account and reported on later on as part of the project budget. Therefore, the activities implemented from the project budget and the activities implemented from additional funds should be independent from one another.
Flat rate is a form of reimbursement, in which a cost category is calculated based on other categories. This method decreases the administrative burden and it enables Beneficiaries to focus on the implementation.
In our Programme the flat rate is compulsory in case of Office and Administration cost category, which is calculated as the 15% of Staff Cost (Budget Heading 2).
The flat rate is an option in case of Staff Cost. The amount of the flat rate is 20% of other direct costs (Preparation, Travel and accommodation, External expertise and services, Equipment) in case there is no Infrastructure and works cost planned in the project part. The amount of the flat rate is 10% of direct cost (Preparation, Travel and accommodation, External expertise and services, Equipment, Infrastructure and works) in case there is infrastructure and works cost planned in the project part. Beneficiary can choose the flat rate option but cannot change it after the submission of the Application. In either case, the total amount of staff costs must not exceed 100,000 EUR in Beneficiary’s budget.
Flat rate expenditures in case of Staff costs depend on the direct costs. Flat rate expenditures of Office and administration costs depend on Staff cost. In practice, when a Beneficiary Report is being filled in in IMIS by the Beneficiary, the system calculates these costs automatically based on the reported direct costs (Preparation, Travel and accommodation, External expertise and services, Equipment, Infrastructure and works). If there is no direct cost reported in a Beneficiary Report then neither the flat rated Staff costs nor the Office and administration costs can be reimbursed within the given Report. If there is direct cost reported in the Beneficiary Report then the system will calculate the amounts of the flat rated Staff costs and Office and Administration cost, which amount will be automatically validated within the report. Of course, if not all the direct expenditures are validated by the First Level Control, then the eligible amount of the flat rated budget lines will also change.
Yes. In the Third Call for Proposals every Beneficiary must have planned a budget part at least 10% of the total of the budget. Furthermore, a balanced partnership in terms of budget and activities is a requirement of the Programme and will be evaluated during the Quality Assessment of the project.
Preparation costs are eligible in case the project is selected for funding, but only if the rules of eligibility were considered during the preparation phase. Please consult the documents Guidelines for Applicants and the Eligibility rules of expenditures.
The applicable rates to the per diems must not exceed the scales defined by the European Commission, which is available on the following link: http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/index_en.htm_en. Please note that the rates published at the above link must be considered as maximum daily allowances applicable per country, therefore applicants can plan rates below the maximum ceilings. Additionally, it is important that the planned per diem rates are in line with the internal rules (if any) of the applicant’s institution.
Yes, if it is proven in the application that for implementation of the planned project activities the mentioned equipment is needed, and if it is accepted after the quality assessment of the project, the expenditure of this equipment is eligible under budget line 6.1.
Yes, the Office and Administration cost is not part of Staff cost but it is calculated based on the amount planned for Staff cost. During the implementation the proportion of reimbursable Office and Administration cost will be linked to the reported Staff cost.
Using one provider is not a must. However, if the activities can realistically (taking into account the timing, subject, etc.) be merged into the same contract, those activities should be purchased together.
The Serbian Beneficiaries are exempt from VAT regarding the costs of the project, e.g. the Serbian Beneficiaries need to plan their budget in net costs, and they can reimburse only net costs. Once the application is selected for funding, Serbian beneficiaries will be instructed about VAT exemption procedure.
Yes. The VAT status of the Applicant will be declared in the Annex I of the Application Form, which each Applicant needs to file. If the Beneficiaries choose different VAT statuses, it may also imply that one Beneficiary has to plan net costs in its budget and the other Beneficiary has to plan its budget in gross costs.
One Application can only target one Action. For the list of Actions within the Third Call for Proposals, and the details on each action, please consult the Chapter 1.3 of the Guidelines for Applicants. When filling in the Application Form, only one Action is allowed to be selected.
One organisation can participate in maximum three applications within the Third Call for Proposals. In any case, the financial and HR capacity of the organisation will be taken into account during the quality assessment.
The most common situation is that the headquarters of a Beneficiary is registered and operating in the eligible area of the cross-border cooperation programme. In case the Applicant is an organisation with headquarters outside the Programme area but has a branch office or other organisational unit within the Programme area, it can participate as a Beneficiary. In this case, the existence of the branch office needs to be supported by statute or other establishing document. All Beneficiaries need to have a functioning branch office for at least one year prior to the submission of the application and need to support this as well. For details and exceptions please refer to the Chapter 2 of the Guidelines for Applicants.
Applicants have to prove at least one year of operation, counted back from the day of the submission of the Application.
Cases of legal succession can be accepted when proving the necessary operational background, provided that the predecessor and the successor organisation have covered at least one year of continuous operation together.
Yes. As a general rule, the local staff must be involved in the project activities and implement them in the eligible Programme area by being involved in project management. Therefore, the local branch office has to be directly responsible and involved in project management (please consult the Chapter 2 of the Guidelines for Applicants). In case the regional/local branch is not a legal entity, the headquarters of the national/regional organization registered in one of the Participating Countries will be the Beneficiary, and consequently, the project team member is employed and paid by the Beneficiary organization.
The geographic origin of external experts is not limited to the eligible Programme area. Thus, the territorial eligibility criterion does not apply to external experts, and they can come from outside the Programme area.
No, the given project duration does not contain the time interval of the preparation, or the application phase.
No. In kind contribution is considered as non-eligible cost.
Yes, it can. However, if the project wins in one programme, it cannot be subsidized by another fund at the same time. Double financing is prohibited. Taking into account the specificities of the cross-border co-operation programme, it is not likely that one application would comply with requirements of national programmes, for example.
The Lead Beneficiary and Beneficiary/ies have to be non-profit legal entities, as defined in the Chapter 2 of the Guidelines for Applicants. Consequently, only organizations which are non-profit according to their 'Extract from register' are considered to be eligible applicants. During the formal assessment, this criterion will be checked based on the 'Extract from register' of the organization concerned. Profit-making organisations will be rejected during the formal assessment.
Based on the Managing Authority’s interpretation of the Cooperation Programme regarding the scope of potential Beneficiaries which can apply within the Action 4.2 Encouraging and development of social entrepreneurship, social cooperatives (HU: szociális szövetkezet) are eligible Applicants in case their legal status is “Public Benefit Organization” (HU: közhasznú társaság).
Potential Applicants have the option to search for partnering organizations through the online tool Partner Search. In addition to this, you may check the web page Projects on the Programme website which contains information about the contracted projects, as well as the contact information of the Lead Beneficiary organisation of each project.
If already obtained, permits should be submitted at the time of submission of Application. Otherwise, the Building/Construction permit should be submitted by the time of contracting, the latest. In case the permit is under consideration of the relevant authority at the time of submitting the application, you need to enclose a document proving that the request for permit has been registered and the procedure is on-going.
If already obtained, environmental permits and environmental impact assessment should be submitted at the time of submission of Application. Otherwise, they should be submitted by the time of contracting, the latest.
No. Hungarian Beneficiaries which are awarded IPA subsidy will automatically receive the national state contribution (10% or 15 % of the project budget, according to the type of institution), after signing the Subsidy Contract for EU Contribution, as well as the separate contract – the state co-financing contract.
‘Outcome’ is an expected result of a group of activities. Each activity must be a functional part of defined group of activities. Group of activities leads to the achievement of the respective outcome. For example, if you want to improve services in a tourist facility, you will need to plan a group of activities which would accomplish that – e.g. selection of staff, selection of management, trainings of the management and staff, study tour to a place which serves as a role model, etc.
There is no limit on the total size of all uploaded files within one Application. However, individual files must not exceed 30 MB in size.
Activities on the project level should be planned as complex activities. More than one partner can be responsible for the same activity and more than one partner can finance one activity. For example, you may create a single entry Conferences/Seminars, for all conferences/seminars that will happen during the project implementation. Please note that, although there can be maximum 20 project activities, it is usually sufficient to define and describe between 7 and 12 activities.
You should plan the budget of the project team within the Budget chapters, under the Budget heading 2. “Staff costs”. You should enter a part of the monthly salary of the project team member, which is covered from the project.
It is calculated when the percentage of the engagement in the project is applied to the total monthly salary (e.g.: a person is engaged 20% of their working time in the project and their total monthly salary is 1,000 EUR. This means that the ‘Monthly salary in the project’ will be 200 EUR).
It is possible. However, it is not advisable to work on the application at the same time – neither for the same sections, nor for different sections – as they might be connected. This can cause irreversible database error and make your application inaccessible.
You may share with your partners the user name, the certificate and the certificate password. Although it would be possible for your partners to access the application at the same time, it is not advisable to work on it simultaneously, as irreversible database errors may occur.
The Certificates are necessary to increase the data security of your application.
IMIS 2014-2020 Application Module does not contain information on the number of characters. Please use the following information from the table Character limit of the fields in the IMIS 2014-2020 Application Module as a guide.
Always use the documents related to the Call for Proposals within which your project was selected and contracted. In case there are more versions of the same documents on the Programme website, please use the latest version of the document. If unsure, please contact the Joint Secretariat. Please note that there is a single “Eligibility Rules of expenditures” valid for all Applications/Projects in the Programme, which might be subject of updates (currently the second updated version is available).
Due to conflict of interest, Beneficiaries (including the Lead Beneficiary) cannot be involved in the project implementation as subcontractors.
The evaluation procedure consists of two main phases: the formal assessment and the quality assessment. The decision on the funding of projects is the task and the prerogative of the Joint Monitoring Committee. The tentative date of the decision is March/April 2020, which can be subject to change, depending on the quantity and complexity of submitted Applications.
The 'start date of the project' is determined and agreed upon by all members of the partnership to be indicated in Chapter 1 "General data" of the Application Form. Please note that a number of implementation considerations should be taken into account when determining the start date of the project (financial capacity, timeframe for procurements, scheduling specific project activities etc.).
According to the IPA II Implementation Regulation No. 447/2014 Art. 45. (1) Beneficiaries "for the award of service, supply and work contracts, by beneficiaries the procurement procedures shall follow the provisions of the Chapter 3 of Title IV of Part Two of Regulation (EU, Euratom) No 966/2012 and of the Chapter 3 of Title II of Part Two of Delegated Regulation (EU) No 1268/2012 which apply in the whole programme area, both on the Member State and on the IPA II beneficiary/ies' territory. Accordingly the relevant rules of procurement are the rules written in the Practical Guide for EU External Actions (PraG).
The latest version of the PraG can be found on the following web page: http://ec.europa.eu/europeaid/prag/document.do.
Nevertheless, for procurements under the estimated value of 20,000 EUR the Programme defines specific rules in line with PraG rules, which are available in the document Eligibility Rules of expenditures.
Yes, the costs budgeted under “1. Preparation costs” have to be procured according to the rules of the Practical Guide to contract procedures for EC external actions and the procurement rules of the Programme.
All similar items (with the real possibility to have one contractor) under one budget line should be procured together by the respective Beneficiary. However, in case both the Lead Beneficiary and one Beneficiary plan to procure IT equipment they have to procure it separately according to their separate budgets.
Based on the interpretation of conflict of interest as defined in the 'Practical Guide to Contract procedures for EC external actions', it is not possible to entrust such organisations with the delivering of services which are in an owner-relationship with the applicant organisation.
State aid rules referred to in the Chapter 6.2 of the Guidelines for Applicants of the Third Call for Proposals are for information purposes. In every case, the state aid rules for the projects awarded a subsidy will be determined during the evaluation phase. In this process, projects will be assessed on activity level. When planning your Application, please note that if an individual project activity falls under the state aid, it might result in a change of the intensity of the support for the whole project part to be implemented by a respective Beneficiary.
If your project includes infrastructure or construction works and the total EU (IPA) support for an operation exceeds EUR 500,000, your project is obliged to put up a temporary billboard of a significant size at a location readily visible to the public for each such operation. Additionally, no later than three months after completion of an operation you are obliged to put up a permanent plaque or billboard of significant size at a location readily visible to the public for each such operation.
Please refer to HUSRB/1903 Guidelines for Implementation of Information and Publicity Measures for Projects and the Programme’s Visual Identity Manual – both available on the web page Downloads.
If your project does not include the works as described above, you are not required to put up a temporary billboard and the permanent explanatory plaque.
Obligatory communication tools such as the Poster and selected Promotional material must be produced in Hungarian and Serbian versions. It is advisable to produce them in English – the official language of the Programme, as well as other languages, depending on the needs of your Project (e.g. tourism-related projects may benefit from introducing more languages). Requirements of individual communication tools are explained in detail in the HUSRB/1903 Guidelines for Implementation of Information and Publicity Measures for Projects, available on the web page Downloads.
No. Usage of the templates is advisable, but not obligatory. They may also be used as a guide for producing project communication material. However, the projects must follow the visibility measures prescribed in the HUSRB/1903 Guidelines for Implementation of Information and Publicity Measures for Projects and the Programme’s Visual Identity Manual – both available on the web page Downloads.
If the activity mentioned in the Chapter 5 is also an Information and Publicity activity or has elements of that type, it should be listed in within the Chapter 6 as well.
No. However, it is advisable for:
That would ensure a broad range of audiences can easily pronounce and memorize the project’s title and acronym.
Projects are required to produce and provide photos of good content and technical quality that represent project.
Both the project and the Programme will use such photos for promotional purposes.
Detailed requirements are explained in the section “5.6. Project Photography” of the HUSRB/1903 Guidelines for Implementation of Information and Publicity Measures for Projects.
It is advisable to hire a professional photographer for project events (it is not needed for internal meetings of the project partners) and other initiatives. Hiring a professional photographer may not be necessary if within the project team there is a professional or amateur photographer who can produce photos of the required quality.
Depending on the staff resources, the project may plan the budget accordingly. Detailed requirements are explained in the section “5.6. Project Photography” of the HUSRB/1903 Guidelines for Implementation of Information and Publicity Measures for Projects.
Obligatory poster must contain the key information about the project, including financial support from the European Union (IPA). Unlike event posters, it should be placed at a location readily visible to the public (e.g. entrance area of a building of beneficiary organizations). Detailed requirements are explained in the section “5.1. Obligatory poster” of the HUSRB/1903 Guidelines for Implementation of Information and Publicity Measures for Projects.
No. A project must have its own page on at least one social media network (the social media network is the Lead Beneficiary and Beneficiaries’ choice). One or more Beneficiaries may be in charge of the page, but the page must belong to the project. The requirements are explained in the section “5.5. Social media” of the HUSRB/1903 Guidelines for Implementation of Information and Publicity Measures for Projects.
Based on the Managing Authority’s standpoint, the scholarship on the other side of the border will be spent based on either the student’s place of residence or the student’s training place. Both solutions are acceptable for the Programme. It is important that the cross-border effect is verifiable, since it is crucial for the fulfilment of the programme level indicator.
The scholarship can be spent within the entire Programme area, provided that the host institution providing the scholarship is also involved in the project implementation, according to the national and Programme level rules.
Based on the Managing Authority’s standpoint, in professionally justified cases, the period can be shorter (considering the fact the minimum of six months is mentioned only in the indicative list of activities). The length of the scholarship always needs to be justified by the Applicant stating why it is considered as sufficient for the given subject. During the assessment phase it is the quality assessor who decides whether this serves the aim of the scholarship properly. Additionally, there is no restriction regarding the continuity of the scholarship.
The months spent in scholarship by different students will simply add up – e.g. if there are four students in a project and each of them has a three-month (continuously or not) scholarship, it means that the value of the indicator is 4 x 3 = 12 months of scholarship.
Any taxes and fees that may incur in connection with the scholarship need to be planned and paid according to the relevant national legislation.
Scholarship needs to be budgeted under staff costs as the students will not issue invoice. At the application phase, only the position needs to be mentioned (e.g. scholarship 1, scholarship 2, etc.) and the exact beneficiaries of the scholarship can be chosen during the implementation.
It is suggested to sign agreements with students in which the amount covers everything that the scholarship is intended for and this amount should be planned under staff costs in the budget of the partner that will pay these costs.
It needs to be planned in the budget of that partner who will pay for it.