Grant Agreement number: 763952 — ESTROM — REC-DISC-AG-2016/REC-DISC-AG-2016-03
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EUROPEAN COMMISSION
Directorate General Justice and Consumers
Programme and financial management
GRANT AGREEMENT
NUMBER — 763952 — ESTROM
This Agreement (‘the Agreement’) is between the following parties:
on the one part,
the European Union (‘the EU’), represented by the European Commission ('the Commission'),
represented for the purposes of signature of this Agreement by Daniela BANKIER, Head of Unit,
JUSTICE AND CONSUMERS, Programme management,
and
on the other part,
1. ‘the beneficiary’:
Eesti Vabariigi Kultuuriministeerium (KuM), established in Suur-Karja Street 23, Tallinn 15076,
Estonia, represented for the purposes of signing the Agreement by Minister, Indrek SAAR
The parties referred to above have agreed to enter into the Agreement under the terms and conditions
below.
By signing the Agreement, the beneficiary accepts the grant and agrees to implement the action under
its own responsibility and in accordance with the Agreement, with all the obligations and conditions
it sets out.
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The Agreement is composed of:
Terms and Conditions
Annex 1 Description of the action
Annex 2 Estimated budget for the action
Annex 2a Not applicable
Annex 3 Not applicable
Annex 4 Model for the financial statements
Annex 5 Model for the certificate on the financial statements (CFS)
Annex 6 Not applicable
Annex 7 Statement on the use of the previous pre-financing payment
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TERMS AND CONDITIONS
TABLE OF CONTENTS
CHAPTER 1 GENERAL ............................................................................................................................................... 8
ARTICLE 1 — SUBJECT OF THE AGREEMENT ....................................................................................... 8
CHAPTER 2 ACTION ...................................................................................................................................................8
ARTICLE 2 — ACTION TO BE IMPLEMENTED ........................................................................................8
ARTICLE 3 — DURATION AND STARTING DATE OF THE ACTION .....................................................8
ARTICLE 4 — ESTIMATED BUDGET AND BUDGET TRANSFERS ....................................................... 8
4.1 Estimated budget .................................................................................................................................... 8
4.2 Budget transfers ..................................................................................................................................... 8
CHAPTER 3 GRANT .................................................................................................................................................... 8
ARTICLE 5 — GRANT AMOUNT, FORM OF GRANT, REIMBURSEMENT RATE AND FORMS OF
COSTS ............................................................................................................................................ 8
5.1 Maximum grant amount .........................................................................................................................8
5.2 Form of grant, reimbursement rate and forms of costs ......................................................................... 9
5.3 Final grant amount — Calculation ........................................................................................................ 9
5.4 Revised final grant amount — Calculation ......................................................................................... 10
ARTICLE 6 — ELIGIBLE AND INELIGIBLE COSTS ...............................................................................10
6.1 General conditions for costs to be eligible ..........................................................................................10
6.2 Specific conditions for costs to be eligible ......................................................................................... 11
6.3 Conditions for costs of affiliated entities to be eligible ...................................................................... 14
6.4 Ineligible costs ..................................................................................................................................... 14
6.5 Consequences of declaration of ineligible costs ..................................................................................15
CHAPTER 4 RIGHTS AND OBLIGATIONS OF THE PARTIES ........................................................................ 15
SECTION 1 RIGHTS AND OBLIGATIONS RELATED TO IMPLEMENTING THE ACTION ................ 15
ARTICLE 7 — GENERAL OBLIGATION TO PROPERLY IMPLEMENT THE ACTION ........................15
7.1 General obligation to properly implement the action ..........................................................................15
7.2 Consequences of non-compliance ........................................................................................................15
ARTICLE 8 — RESOURCES TO IMPLEMENT THE ACTION — THIRD PARTY INVOLVED IN THE
ACTION ....................................................................................................................................... 16
ARTICLE 8a — IMPLEMENTATION OF ACTION TASKS BY A BENEFICIARY NOT RECEIVING EU
FUNDING .....................................................................................................................................16
ARTICLE 9 — PURCHASE OF GOODS, WORKS OR SERVICES ...........................................................16
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9.1 Rules for purchasing goods, works or services ................................................................................... 16
9.2 Consequences of non-compliance ........................................................................................................17
ARTICLE 10 — IMPLEMENTATION OF ACTION TASKS BY SUBCONTRACTORS .......................... 17
10.1 Rules for subcontracting action tasks ................................................................................................ 17
10.2 Consequences of non-compliance ......................................................................................................17
ARTICLE 11 — IMPLEMENTATION OF ACTION TASKS BY AFFILIATED ENTITIES ...................... 18
ARTICLE 11a — FINANCIAL SUPPORT TO THIRD PARTIES ............................................................... 18
11a.1 Rules for providing financial support to third parties ......................................................................18
11a.2 Financial support in the form of prizes ............................................................................................18
11a.3 Consequences of non-compliance .................................................................................................... 18
SECTION 2 RIGHTS AND OBLIGATIONS RELATED TO THE GRANT ADMINISTRATION .............. 18
ARTICLE 12 — GENERAL OBLIGATION TO INFORM .......................................................................... 18
12.1 General obligation to provide information upon request ...................................................................18
12.2 Obligation to keep information up to date and to inform about events and circumstances likely to
affect the Agreement ..........................................................................................................................18
12.3 Consequences of non-compliance ......................................................................................................19
ARTICLE 13 — KEEPING RECORDS — SUPPORTING DOCUMENTATION ....................................... 19
13.1 Obligation to keep records and other supporting documentation ...................................................... 19
13.2 Consequences of non-compliance ......................................................................................................20
ARTICLE 14 — SUBMISSION OF DELIVERABLES ................................................................................ 20
14.1 Obligation to submit deliverables ...................................................................................................... 20
14.2 Consequences of non-compliance ......................................................................................................20
ARTICLE 15 — REPORTING — PAYMENT REQUESTS .........................................................................20
15.1 Obligation to submit reports .............................................................................................................. 20
15.2 Reporting periods ............................................................................................................................... 20
15.2a Request(s) for further pre-financing payment(s) ..............................................................................21
15.3 Periodic reports — Requests for interim payments ...........................................................................21
15.4 Final report — Request for payment of the balance ......................................................................... 21
15.5 Information on cumulative expenditure incurred .............................................................................. 22
15.6 Currency for financial statements and conversion into euro ............................................................. 22
15.7 Language of reports ........................................................................................................................... 22
15.8 Consequences of non-compliance ......................................................................................................22
ARTICLE 16 — PAYMENTS AND PAYMENT ARRANGEMENTS .........................................................23
16.1 Payments to be made ......................................................................................................................... 23
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16.2 Pre-financing payment(s) — Amount ................................................................................................23
16.3 Interim payments — Amount — Calculation ................................................................................... 23
16.4 Payment of the balance — Amount — Calculation .......................................................................... 23
16.5 Notification of amounts due .............................................................................................................. 24
16.6 Currency for payments .......................................................................................................................24
16.7 Payments to the beneficiary ...............................................................................................................24
16.8 Bank account for payments ............................................................................................................... 24
16.9 Costs of payment transfers ................................................................................................................ 24
16.10 Date of payment ...............................................................................................................................25
16.11 Consequences of non-compliance ....................................................................................................25
ARTICLE 17 — CHECKS, REVIEWS, AUDITS AND INVESTIGATIONS — EXTENSION OF
FINDINGS ....................................................................................................................................25
17.1 Checks, reviews and audits by the Commission ............................................................................... 25
17.2 Investigations by the European Anti-Fraud Office (OLAF) ..............................................................27
17.3 Checks and audits by the European Court of Auditors (ECA) ..........................................................27
17.4 Checks, reviews, audits and investigations for international organisations ....................................... 27
17.5 Consequences of findings in checks, reviews, audits and investigations — Extension of findings
..............................................................................................................................................................28
17.6 Consequences of non-compliance ......................................................................................................29
ARTICLE 18 — EVALUATION OF THE IMPACT OF THE ACTION ...................................................... 29
18.1 Right to evaluate the impact of the action ........................................................................................ 29
18.2 Consequences of non-compliance ......................................................................................................30
SECTION 3 OTHER RIGHTS AND OBLIGATIONS .......................................................................................30
ARTICLE 19 — PRE-EXISTING RIGHTS AND OWNERSHIP OF THE RESULTS (INCLUDING
INTELLECTUAL AND INDUSTRIAL PROPERTY RIGHTS) ................................................ 30
19.1 Pre-existing rights and access rights to pre-existing rights ............................................................... 30
19.2 Ownership of results and rights of use ..............................................................................................30
19.3 Consequences of non-compliance ......................................................................................................30
ARTICLE 20 — CONFLICT OF INTERESTS ............................................................................................. 30
20.1 Obligation to avoid a conflict of interests ......................................................................................... 30
20.2 Consequences of non-compliance ......................................................................................................31
ARTICLE 21 — CONFIDENTIALITY ......................................................................................................... 31
21.1 General obligation to maintain confidentiality .................................................................................. 31
21.2 Consequences of non-compliance ......................................................................................................31
ARTICLE 22 — PROMOTING THE ACTION — VISIBILITY OF EU FUNDING ...................................31
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22.1 Communication activities by the beneficiary .................................................................................... 31
22.2 Communication activities by the Commission .................................................................................. 32
22.3 Consequences of non-compliance ......................................................................................................33
ARTICLE 23 — PROCESSING OF PERSONAL DATA ............................................................................. 33
23.1 Processing of personal data by the Commission ............................................................................... 33
23.2 Processing of personal data by the beneficiary ................................................................................. 34
23.3 Consequences of non-compliance ......................................................................................................34
ARTICLE 24 — ASSIGNMENTS OF CLAIMS FOR PAYMENT AGAINST THE COMMISSION ..........34
CHAPTER 5 BENEFICIARY’S ROLES AND RESPONSIBILITIES ...................................................................34
ARTICLE 25 — BENEFICIARY’S ROLES AND RESPONSIBILITIES .................................................... 34
25.1 Roles and responsibilities towards the Commission ......................................................................... 34
25.2 Internal division of roles and responsibilities ....................................................................................35
25.3 Internal arrangements between beneficiaries — Consortium agreement ...........................................35
CHAPTER 6 REJECTION OF COSTS — REDUCTION OF THE GRANT — RECOVERY — SANCTIONS
— DAMAGES — SUSPENSION — TERMINATION — FORCE MAJEURE ............................... 35
SECTION 1 REJECTION OF COSTS — REDUCTION OF THE GRANT — RECOVERY —
SANCTIONS .............................................................................................................................................35
ARTICLE 26 — REJECTION OF INELIGIBLE COSTS .............................................................................35
26.1 Conditions ...........................................................................................................................................35
26.2 Ineligible costs to be rejected — Calculation — Procedure ..............................................................35
26.3 Effects .................................................................................................................................................35
ARTICLE 27 — REDUCTION OF THE GRANT ........................................................................................ 36
27.1 Conditions ...........................................................................................................................................36
27.2 Amount to be reduced — Calculation — Procedure .........................................................................36
27.3 Effects .................................................................................................................................................36
ARTICLE 28 — RECOVERY OF UNDUE AMOUNTS ..............................................................................37
28.1 Amount to be recovered — Calculation — Procedure ......................................................................37
ARTICLE 29 — ADMINISTRATIVE SANCTIONS .................................................................................... 38
SECTION 2 LIABILITY FOR DAMAGES ........................................................................................................ 39
ARTICLE 30 — LIABILITY FOR DAMAGES ............................................................................................39
30.1 Liability of the Commission .............................................................................................................. 39
30.2 Liability of the beneficiary ................................................................................................................ 39
SECTION 3 SUSPENSION AND TERMINATION ............................................................................................39
ARTICLE 31 — SUSPENSION OF PAYMENT DEADLINE ......................................................................39
31.1 Conditions ...........................................................................................................................................39
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31.2 Procedure ............................................................................................................................................ 39
ARTICLE 32 — SUSPENSION OF PAYMENTS ........................................................................................ 40
32.1 Conditions ...........................................................................................................................................40
32.2 Procedure ............................................................................................................................................ 40
ARTICLE 33 — SUSPENSION OF THE ACTION IMPLEMENTATION ..................................................40
33.1 Suspension of the action implementation, by the beneficiary ........................................................... 40
33.2 Suspension of the action implementation, by the Commission .........................................................41
ARTICLE 34 — TERMINATION OF THE AGREEMENT ......................................................................... 42
34.1 Termination of the Agreement, by the beneficiary ............................................................................42
34.2 Termination of the participation of one or more beneficiary, by the beneficiaries ............................ 43
34.3 Termination of the Agreement, by the Commission ..........................................................................43
SECTION 4 FORCE MAJEURE ..........................................................................................................................45
ARTICLE 35 — FORCE MAJEURE .............................................................................................................45
CHAPTER 7 FINAL PROVISIONS .......................................................................................................................... 46
ARTICLE 36 — COMMUNICATION BETWEEN THE PARTIES ............................................................. 46
36.1 Form and means of communication .................................................................................................. 46
36.2 Date of communication ......................................................................................................................46
36.3 Addresses for communication ............................................................................................................46
ARTICLE 37 — INTERPRETATION OF THE AGREEMENT ................................................................... 47
37.1 Precedence of the Terms and Conditions over the Annexes ............................................................. 47
37.2 Privileges and immunities ..................................................................................................................47
ARTICLE 38 — CALCULATION OF PERIODS, DATES AND DEADLINES .......................................... 47
ARTICLE 39 — AMENDMENTS TO THE AGREEMENT ........................................................................ 47
39.1 Conditions ...........................................................................................................................................47
39.2 Procedure ............................................................................................................................................ 47
ARTICLE 40 — ACCESSION TO THE AGREEMENT .............................................................................. 48
ARTICLE 41 — APPLICABLE LAW AND SETTLEMENT OF DISPUTES ............................................. 48
41.1 Applicable law ................................................................................................................................... 48
41.2 Dispute settlement .............................................................................................................................. 48
ARTICLE 42 — ENTRY INTO FORCE OF THE AGREEMENT ............................................................... 49
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CHAPTER 1 GENERAL
ARTICLE 1 — SUBJECT OF THE AGREEMENT
This Agreement sets out the rights and obligations and the terms and conditions applicable to the grant
awarded to the beneficiary for implementing the action set out in Chapter 2.
CHAPTER 2 ACTION
ARTICLE 2 — ACTION TO BE IMPLEMENTED
The grant is awarded for the action entitled ‘Activation and empowerment of Roma integration
stakeholders in Estonia — ESTROM’ (‘action’), as described in Annex 1.
ARTICLE 3 — DURATION AND STARTING DATE OF THE ACTION
The duration of the action will be 12 months as of 01/08/2017 (‘starting date of the action’).
ARTICLE 4 — ESTIMATED BUDGET AND BUDGET TRANSFERS
4.1 Estimated budget
The ‘estimated budget’ for the action is set out in Annex 2.
It contains the estimated eligible costs and the forms of costs, broken down by budget category (see
Articles 5, 6).
4.2 Budget transfers
The estimated budget breakdown indicated in Annex 2 may be adjusted — without an amendment
(see Article 39) — by transfers of amounts between budget categories and/or forms of costs set out
in Annex 2, if the action is implemented as described in Annex 1.
However :
- the beneficiary may not add costs relating to subcontracts not provided for in Annex 1, unless
such additional subcontracts are approved by an amendment or in accordance with Article 10;
- the transfers between budget categories must stay below 20% of the total costs for the action
set out in Annex 2, unless they are approved by an amendment.
CHAPTER 3 GRANT
ARTICLE 5 — GRANT AMOUNT, FORM OF GRANT, REIMBURSEMENT RATE AND
FORMS OF COSTS
5.1 Maximum grant amount
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The ‘maximum grant amount’ is EUR 54,178.43 (fifty four thousand one hundred and seventy eight
EURO and forty three eurocents).
5.2 Form of grant, reimbursement rate and forms of costs
The grant reimburses 95% (see Article 6) (‘reimbursement of eligible costs grant’) (see Annex 2).
The estimated eligible costs of the action are EUR 57,029.93 (fifty seven thousand twenty nine EURO
and ninety three eurocents).
Eligible costs (see Article 6) must be declared under the following forms ('forms of costs' or ‘cost
forms’):
(a) for direct personnel costs: as actually incurred costs (‘actual costs’)
(b) for direct travel and subsistence costs: as actually incurred costs (actual costs);
(c) for direct costs of subcontracting: as actually incurred costs (actual costs);
(d) for direct costs of providing financial support to third parties: not applicable;
(e) for other direct costs as actually incurred costs (‘actual costs’);
(f) for indirect costs: on the basis of a flat-rate applied as set out in Article 6.2.Point F (‘flat-rate
costs’);
5.3 Final grant amount — Calculation
The ‘final grant amount’ depends on the actual extent to which the action is implemented in
accordance with the Agreement’s terms and conditions.
This amount is calculated by the Commission — when the payment of the balance is made — in the
following steps:
Step 1 – Application of the reimbursement rate to the eligible costs
Step 2 – Limit to the maximum grant amount
Step 3 – Reduction due to the no-profit rule
Step 4 – Reduction due to substantial errors, irregularities or fraud or serious breach of obligations
5.3.1 Step 1 — Application of the reimbursement rate to the eligible costs
The reimbursement rate (see Article 5.2) are applied to the eligible costs (actual costs, flat-rate costs;
see Article 6) declared by the beneficiary (see Article 15) and approved by the Commission (see
Article 16).
5.3.2 Step 2 — Limit to the maximum grant amount
If the amount obtained following Step 1 is higher than the maximum grant amount set out in
Article 5.1, it will be limited to the latter.
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5.3.3 Step 3 — Reduction due to the no-profit rule
Not applicable
5.3.4 Step 4 — Reduction due to substantial errors, irregularities or fraud or serious breach of
obligations — Reduced grant amount — Calculation
If the grant is reduced (see Article 27), the Commission will calculate the reduced grant amount
by deducting the amount of the reduction (calculated in proportion to the seriousness of the errors,
irregularities or fraud or breach of obligations, in accordance with Article 27.2) from the maximum
grant amount set out in Article 5.1.
The final grant amount will be the lower of the following two:
- the amount obtained following Steps 1 to 3 or
- the reduced grant amount following Step 4.
5.4 Revised final grant amount — Calculation
If — after the payment of the balance (in particular, after checks, reviews, audits or investigations;
see Article 17) — the Commission rejects costs (see Article 26) or reduces the grant (see Article 27),
it will calculate the ‘revised final grant amount’.
This amount is calculated by the Commission on the basis of the findings, as follows:
- in case of rejection of costs: by applying the reimbursement rate to the revised eligible costs
approved by the Commission;
- in case of reduction of the grant: by deducting the amount of the reduction (calculated in
proportion to the seriousness of the errors, irregularities or fraud or breach of obligations, in
accordance with Article 27.2) from the maximum grant amount set out in Article 5.1.
In case of rejection of costs and reduction of the grant, the revised final grant amount will be the
lower of the two amounts above.
ARTICLE 6 — ELIGIBLE AND INELIGIBLE COSTS
6.1 General conditions for costs to be eligible
‘Eligible costs’ are costs that meet the following criteria:
(a) for actual costs:
(i) they must be actually incurred by the beneficiary;
(ii) they must be incurred in the period set out in Article 3, with the exception of costs relating
to the submission of the final report (see Article 15);
(iii) they must be indicated in the estimated budget set out in Annex 2;
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(iv) they must be incurred in connection with the action as described in Annex 1 and necessary
for its implementation;
(v) they must be identifiable and verifiable, in particular recorded in the beneficiary’s accounts
in accordance with the accounting standards applicable in the country where the beneficiary
is established and with the beneficiary’s usual cost accounting practices;
(vi) they must comply with the applicable national law on taxes, labour and social security, and
(vii) they must be reasonable, justified and must comply with the principle of sound financial
management, in particular regarding economy and efficiency;
(b) for unit costs: not applicable;
(c) for flat-rate costs:
(i) they must be calculated by applying the flat-rate set out in Annex 2, and
(ii) the costs (actual costs) to which the flat-rate is applied must comply with the conditions for
eligibility set out in this Article;
(d) for lump sum costs: not applicable.
6.2 Specific conditions for costs to be eligible
Costs are eligible if they comply with the general conditions (see above) and the specific conditions
set out below, for each of the following budget categories:
A. direct personnel costs;
B. direct travel and subsistence costs;
C. direct costs of subcontracting;
D. not applicable;
E. other direct costs.
F. indirect costs.
‘Direct costs’ are costs that are directly linked to the action implementation and can therefore be
attributed to it directly. They must not include any indirect costs (see Point F below).
‘Indirect costs’ are costs that are not directly linked to the action implementation and therefore cannot
be attributed directly to it.
A. Direct personnel costs
Types of eligible personnel costs
A.1 Personnel costs are eligible if they are related to personnel working for the beneficiary under
an employment contract (or equivalent appointing act) and assigned to the action (‘costs for
employees (or equivalent)’). They must be limited to salaries, social security contributions, taxes
and other costs included in the remuneration, if they arise from national law or the employment
contract (or equivalent appointing act).
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They may also include additional remuneration for personnel assigned to the action (including
payments on the basis of supplementary contracts regardless of their nature), if:
(a) it is part of the beneficiary’s usual remuneration practices and is paid in a consistent manner
whenever the same kind of work or expertise is required;
(b) the criteria used to calculate the supplementary payments are objective and generally
applied by the beneficiary, regardless of the source of funding used.
A.2 The costs for natural persons working under a direct contract with the beneficiary other than
an employment contract or seconded by a third party against payment are eligible personnel
costs, if:
(a) the person works under the beneficiary’s instructions and, unless otherwise agreed with
the beneficiary, on the beneficiary’s premises;
(b) the result of the work carried out belongs to the beneficiary, and
(c) the costs are not significantly different from those for personnel performing similar tasks
under an employment contract with the beneficiary.
Calculation
Personnel costs must be calculated by the beneficiary as follows:
- for persons working exclusively on the action
{monthly rate for the person
multiplied by
number of actual months worked on the action}.
The months declared for these persons may not be declared for any other EU or Euratom grant.
The ‘monthly rate’ is the calculated as follows:
{annual personnel costs for the person
divided by
12}.
using the personnel costs for each full financial year covered by the reporting period concerned.
If a financial year is not closed at the end of the reporting period, the beneficiary must use the
monthly rate of the last closed financial year available.
- for all other persons:
{hourly rate
multiplied by
number of actual hours worked on the action}.
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The number of actual hours declared for a person must be identifiable and verifiable (see Article
13).
The total number of hours declared in EU or Euratom grants, for a person for a year, cannot be
higher than the annual productive hours used for the calculations of the hourly rate. Therefore,
the maximum number of hours that can be declared for the grant are:
{number of annual productive hours for the year (see below)
minus
total number of hours declared by the beneficiary, for that person for that year, for other EU or Euratom
grants}.
The ‘hourly rate’ is the calculated as follows:
{actual annual personnel costs for the person
divided by
number of individual annual productive hours}
using the personnel costs and the number of annual productive hours for each full financial
year covered by the reporting period concerned. If a financial year is not closed at the end of
the reporting period, the beneficiary must use the hourly rate of the last closed financial year
available.
The ‘number of individual annual productive hours’ is the total actual hours worked by the
person in the year. It may not include holidays and other absences (such as sick leave, maternity
leave, special leave, etc). However, it may include overtime and hours spent in meetings,
trainings and other similar activities.
B. Direct travel and subsistence costs
Travel and subsistence costs (including related duties, taxes and charges, such as non-deductible
value added tax (VAT) paid by the beneficiary, if it is not a public body acting as public authority) are
eligible if they are in line with the beneficiary’s usual practices on travel.
C. Direct costs of subcontracting (including related duties, taxes and charges, such as non-deductible
value added tax (VAT) paid by the beneficiary, if it is not a public body acting as public authority)
are eligible if the conditions in Article 10.1.1 are met.
D. Direct costs of providing financial support to third parties
Not applicable
E. Other direct costs
E.1 The depreciation costs of equipment, infrastructure or other assets (new or second-hand)
as recorded in the beneficiary’s accounts are eligible, if they were purchased in accordance
with Article 9.1.1 and written off in accordance with international accounting standards and the
beneficiary’s usual accounting practices.
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The costs of renting or leasing equipment, infrastructure or other assets (including related duties,
taxes and charges, such as non-deductible value added tax (VAT) paid by the beneficiary if it is not
a public body acting as public authority) are also eligible, if they do not exceed the depreciation
costs of similar equipment, infrastructure or assets and do not include any financing fees.
The only portion of the costs that will be taken into account is that which corresponds to the
duration of the action and rate of actual use for the purposes of the action.
E.2 Costs of other goods and services (including related duties, taxes and charges, such as non-
deductible value added tax (VAT) paid by the beneficiary if it is not a public body acting as public
authority) are eligible, if they are purchased specifically for the action and in accordance with
Article 9.1.1.
Such goods and services include, for instance, consumables and supplies, dissemination,
protection of results, certificates on the financial statements (if they are required by the
Agreement), translations and publications.
F. Indirect costs
Indirect costs are eligible if they are declared on the basis of the flat-rate of 7% of the eligible direct
costs (see Article 5.2 and Points A to E above).
If the beneficiary receives an operating grant1 financed by the EU or Euratom budget, it cannot declare
indirect costs for the period covered by the operating grant.
6.3 Conditions for costs of affiliated entities to be eligible
Not applicable
6.4 Ineligible costs
‘Ineligible costs’ are:
(a) costs that do not comply with the conditions set out above (Article 6.1 to 6.3), in particular:
(i) costs related to return on capital;
(ii) debt and debt service charges;
(iii) provisions for future losses or debts;
(iv) interest owed;
(v) doubtful debts;
1 For the definition, see Article 121(1)(b) of Regulation (EU, Euratom) No 966/2012 of the European Parliament and
of the Council of 25 October 2012 on the financial rules applicable to the general budget of the Union and repealing
Council Regulation (EC, Euratom) No 1605/2002 (OJ L 218, 26.10.2012, p.1) (‘Financial Regulation No 966/2012’):
‘operating grant’ means direct financial contribution, by way of donation, from the budget in order to finance the
functioning of a body which pursues an aim of general EU interest or has an objective forming part of and supporting
an EU policy.
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(vi) currency exchange losses;
(vii) bank costs charged by the beneficiary’s bank for transfers from the Commission;
(viii)excessive or reckless expenditure;
(ix) deductible VAT;
(x) costs incurred during suspension of the implementation of the action (see Article 33);
(xi) in-kind contributions provided by third parties;
(b) costs declared under another EU or Euratom grant (including grants awarded by a Member
State and financed by the EU or Euratom budget and grants awarded by bodies other than the
Commission for the purpose of implementing the EU or Euratom budget); in particular, indirect
costs if the beneficiary is already receiving an operating grant financed by the EU or Euratom
budget in the same period;
(c) costs for staff of a national (or local) administration, for activities that are part of the
administration’s normal activities (i.e. not undertaken only because of the grant);
(d) costs (especially travel and subsistence costs) for staff or representatives of EU institutions,
bodies or agencies;
(e) costs for activities that do not take place in one of the eligible countries set out in the call for
proposals — unless approved by the Commission.
6.5 Consequences of declaration of ineligible costs
Declared costs that are ineligible will be rejected (see Article 26).
This may also lead to any of the other measures described in Chapter 6.
CHAPTER 4 RIGHTS AND OBLIGATIONS OF THE PARTIES
SECTION 1 RIGHTS AND OBLIGATIONS RELATED TO IMPLEMENTING THE
ACTION
ARTICLE 7 — GENERAL OBLIGATION TO PROPERLY IMPLEMENT THE ACTION
7.1 General obligation to properly implement the action
The beneficiary must implement the action as described in Annex 1 and in compliance with the
provisions of the Agreement and all legal obligations under applicable EU, international and national
law.
7.2 Consequences of non-compliance
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If the beneficiary breaches any of its obligations under this Article, the grant may be reduced (see
Article 27).
Such breaches may also lead to any of the other measures described in Chapter 6.
ARTICLE 8 — RESOURCES TO IMPLEMENT THE ACTION — THIRD PARTY
INVOLVED IN THE ACTION
The beneficiary must have the appropriate resources to implement the action.
If it is necessary to implement the action, the beneficiary may:
- purchase goods, works and services (see Article 9);
- call upon subcontractors to implement action tasks described in Annex 1 (see Article 10).
In these cases, the beneficiary retains sole responsibility towards the Commission for implementing
the action.
ARTICLE 8a — IMPLEMENTATION OF ACTION TASKS BY A BENEFICIARY NOT
RECEIVING EU FUNDING
Not applicable
ARTICLE 9 — PURCHASE OF GOODS, WORKS OR SERVICES
9.1 Rules for purchasing goods, works or services
9.1.1 If necessary to implement the action, the beneficiary may purchase goods, works or services.
The beneficiary must make such purchases ensuring the best value for money or, if appropriate, the
lowest price. In doing so, it must avoid any conflict of interests (see Article 20).
The beneficiary must ensure that the Commission, the European Court of Auditors (ECA) and the
European Anti-Fraud Office (OLAF) can exercise their rights under Articles 17 and 18 also towards
their contractors.
9.1.2 If the beneficiary is a ‘contracting authority’ within the meaning of Directive 2004/18/EC2 (or
2014/24/EU3) or ‘contracting entity’ within the meaning of Directive 2004/17/EC4 (or 2014/25/EU5),
it must comply with the applicable national law on public procurement.
2 Directive 2004/18/EC of the European Parliament and of the Council of 31 March 2004 on the coordination of
procedures for the award of public work contracts, public supply contracts and public service contracts (OJ L 134,
30.04.2004, p. 114).
3 Directive 2014/24/EU of the European Parliament and of the Council of 26 February 2014 on public procurement and
repealing Directive 2004/18/EC (OJ L 94, 28.3.2014, p. 65).
4 Directive 2004/17/EC of the European Parliament and of the Council of 31 March 2004 coordinating the procurement
procedures of entities operating in the water, energy, transport and postal services sectors (OJ L 134, 30.04.2004, p. 1).
5 Directive 2014/25/EU of the European Parliament and of the Council of 26 February 2014 on procurement by entities
operating in the water, energy, transport and postal services sectors and repealing Directive 2004/17/EC (OJ L 94,
28.3.2014, p. 243).
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9.2 Consequences of non-compliance
If the beneficiary breaches any of its obligations under Article 9.1.1, the costs related to the contract
concerned will be ineligible (see Article 6) and will be rejected (see Article 26).
If the beneficiary breaches any of its obligations under Article 9.1.2, the grant may be reduced (see
Article 27).
Such breaches may also lead to any of the other measures described in Chapter 6.
ARTICLE 10 — IMPLEMENTATION OF ACTION TASKS BY SUBCONTRACTORS
10.1 Rules for subcontracting action tasks
10.1.1 If necessary to implement the action, the beneficiary may award subcontracts covering the
implementation of certain action tasks described in Annex 1.
Subcontracting may cover only a limited part of the action.
The beneficiary must award the subcontracts ensuring the best value for money or, if appropriate, the
lowest price. In doing so, it must avoid any conflict of interests (see Article 20).
The tasks to be implemented and the estimated cost for each subcontract must be set out in Annex 1
and the total estimated costs of subcontracting must be set out in Annex 2. The Commission may
however approve subcontracts not set out in Annex 1 and 2 without amendment (see Article 39), if:
- they are specifically justified in the technical report and
- they do not entail changes to the Agreement which would call into question the decision
awarding the grant or breach the principle of equal treatment of applicants.
The beneficiary must ensure that the subcontracted work is performed in one of the eligible countries
set out in the call for proposals (‘place of performance obligation’) — unless otherwise approved by
the Commission.
The beneficiary must ensure that the Commission, the European Court of Auditors (ECA) and the
European Anti-Fraud Office (OLAF) can exercise their rights under Articles 17 and 18 also towards
their subcontractors.
10.1.2 The beneficiary must ensure that its obligations under Articles 20, 21, 22 and 30 also apply
to the subcontractors.
If the beneficiary is a ‘contracting authority’ within the meaning of Directive 2004/18/EC (or 2014/24/
EU) or ‘contracting entity’ within the meaning of Directive 2004/17/EC (or 2014/25/EU), it must
comply with the applicable national law on public procurement.
10.2 Consequences of non-compliance
If the beneficiary breaches any of its obligations under Article 10.1.1, the costs related to the
subcontract concerned will be ineligible (see Article 6) and will be rejected (see Article 26).
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If the beneficiary breaches any of its obligations under Article 10.1.2, the grant may be reduced (see
Article 27).
Such breaches may also lead to any of the other measures described in Chapter 6.
ARTICLE 11 — IMPLEMENTATION OF ACTION TASKS BY AFFILIATED ENTITIES
Not applicable
ARTICLE 11a — FINANCIAL SUPPORT TO THIRD PARTIES
11a.1 Rules for providing financial support to third parties
Not applicable
11a.2 Financial support in the form of prizes
Not applicable
11a.3 Consequences of non-compliance
Not applicable
SECTION 2 RIGHTS AND OBLIGATIONS RELATED TO THE GRANT
ADMINISTRATION
ARTICLE 12 — GENERAL OBLIGATION TO INFORM
12.1 General obligation to provide information upon request
The beneficiary must provide — during implementation of the action or afterwards — any information
requested in order to verify eligibility of the costs, proper implementation of the action and compliance
with the other obligations under the Agreement.
12.2 Obligation to keep information up to date and to inform about events and circumstances
likely to affect the Agreement
The beneficiary must keep information stored in the Participant Portal Beneficiary Register (via
the electronic exchange system; see Article 36) up to date, in particular, its name, address, legal
representatives, legal form and organisation type.
The beneficiary must immediately inform the Commission of any of the following:
(a) events which are likely to affect significantly or delay the implementation of the action or the
EU’s financial interests, in particular:
(i) changes in its legal, financial, technical, organisational or ownership situation
(b) circumstances affecting:
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(i) the decision to award the grant or
(ii) compliance with requirements under the Agreement.
12.3 Consequences of non-compliance
If the beneficiary breaches any of its obligations under this Article, the grant may be reduced (see
Article 27).
Such breaches may also lead to any of the other measures described in Chapter 6.
ARTICLE 13 — KEEPING RECORDS — SUPPORTING DOCUMENTATION
13.1 Obligation to keep records and other supporting documentation
The beneficiary must — for a period of three years after the payment of the balance — keep records
and other supporting documentation in order to prove the proper implementation of the action and
the costs they declare as eligible.
The beneficiary must make them available upon request (see Article 12) or in the context of checks,
reviews, audits or investigations (see Article 17).
If there are on-going checks, reviews, audits, investigations, litigation or other pursuits of claims under
the Agreement (including the extension of findings; see Articles 17), the beneficiary must keep the
records and other supporting documentation until the end of these procedures.
The beneficiary must keep the original documents. Digital and digitalised documents are considered
originals if they are authorised by the applicable national law. The Commission may accept non-
original documents if it considers that they offer a comparable level of assurance.
13.1.1 Records and other supporting documentation on the technical implementation
The beneficiary must keep records and other supporting documentation on the technical
implementation of the action, in line with the accepted standards in the respective field.
13.1.2 Records and other documentation to support the costs declared
The beneficiary must keep the records and documentation supporting the costs declared, in particular
the following:
(a) for actual costs: adequate records and other supporting documentation to prove the costs
declared, such as contracts, subcontracts, invoices and accounting records. In addition, the
beneficiary's usual cost accounting practices and internal control procedures must enable direct
reconciliation between the amounts declared, the amounts recorded in its accounts and the
amounts stated in the supporting documentation;
(b) for unit costs: not applicable;
(c) for flat-rate costs: adequate records and other supporting documentation to prove the eligibility
of the costs to which the flat-rate is applied. The beneficiary does not need to identify the
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costs covered or provide supporting documentation (such as accounting statements) to prove
the amount declared at a flat-rate.
(d) for lump sum costs: not applicable.
In addition, for personnel costs (declared as actual costs), the beneficiary must keep time records
for the number of hours declared. The time records must be in writing and approved by the persons
working on the action and their supervisors, at least monthly. In the absence of reliable time records
of the hours worked on the action, the Commission may accept alternative evidence supporting the
number of hours declared, if it considers that it offers an adequate level of assurance.
As an exception, for persons working exclusively on the action, there is no need to keep time records,
if the beneficiary signs a declaration confirming that the persons concerned have worked exclusively
on the action.
13.2 Consequences of non-compliance
If the beneficiary breaches any of its obligations under this Article, costs insufficiently substantiated
will be ineligible (see Article 6) and will be rejected (see Article 26), and the grant may be reduced
(see Article 27).
Such breaches may also lead to any of the other measures described in Chapter 6.
ARTICLE 14 — SUBMISSION OF DELIVERABLES
14.1 Obligation to submit deliverables
The beneficiary must submit:
- the ‘deliverables’ identified in Annex 1, in accordance with the timing and conditions set out
in it.
14.2 Consequences of non-compliance
If the beneficiary breaches any of its obligations under this Article, the Commission may apply any
of the measures described in Chapter 6.
ARTICLE 15 — REPORTING — PAYMENT REQUESTS
15.1 Obligation to submit reports
The beneficiary must submit to the Commission (see Article 36) the technical and financial report(s)
set out in this Article. This report includes the request(s) for payment and must be drawn up using the
forms and templates provided in the electronic exchange system (see Article 36).
15.2 Reporting periods
The action has one ‘reporting period’:
- RP1: from month 1 to month 12
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15.2a Request(s) for further pre-financing payment(s)
Not applicable
15.3 Periodic reports — Requests for interim payments
Not applicable
15.4 Final report — Request for payment of the balance
The beneficiary must submit — within 60 days following the end of the reporting period — a final
report, which includes the request for payment of the balance.
The final report must include the following:
(a) a ‘final technical report’ containing:
(i) an explanation of the work carried out by the beneficiary;
(ii) an overview of the implementation of the action, including milestones and deliverables
identified in Annex 1.
This report must include explanations justifying the differences between work expected
to be carried out in accordance with Annex 1 and that actually carried out;
(iii) a summary for publication by the Commission;
(iv) the answers to the ‘questionnaire’: not applicable;
(b) a ‘final financial report’ containing:
(i) an ‘individual financial statement’ (see Annex 4) from the beneficiary, for the reporting
period.
The individual financial statement must detail the eligible costs (actual costs and flat-rate
costs; see Article 6) for each budget category (see Annex 2).
The beneficiary must declare all eligible costs, even if — for actual costs and flat-rate costs
— they exceed the amounts indicated in the estimated budget (see Annex 2). Amounts
which are not declared in the individual financial statement will not be taken into account
by the Commission.
The individual financial statements must also detail the receipts of the action (see
Article 5.3.3).
The beneficiary must certify that:
- the information provided is full, reliable and true;
- the costs declared are eligible (see Article 6);
- the costs can be substantiated by adequate records and supporting documentation
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(see Article 13) that will be produced upon request (see Article 12) or in the context
of checks, reviews, audits and investigations (see Article 17), and
- that all the receipts have been declared (see Article 5.3.3);
(ii) an explanation of the use of resources and the information on subcontracting (see
Article 10) from the beneficiary, for the reporting period concerned;
(iii) not applicable;
(iv) a ‘final summary financial statement’, created automatically by the electronic exchange
system, including the request for payment of the balance;
(v) a ‘certificate on the financial statements’ (drawn up in accordance with Annex 5) for
the beneficiary, if:
- it requests an EU contribution of EUR 325 000 or more as reimbursement of actual
costs and
- the maximum EU contribution indicated, for the beneficiary, in the estimated
budget (see Annex 2) as reimbursement of actual costs is EUR 750 000 or more.
15.5 Information on cumulative expenditure incurred
Not applicable
15.6 Currency for financial statements and conversion into euro
Financial statements must be drafted in euro.
The beneficiary with accounting established in a currency other than the euro must convert the costs
recorded in its accounts into euro, at the average of the daily exchange rates published in the C series
of the Official Journal of the European Union, calculated over the corresponding reporting period.
If no daily euro exchange rate is published in the Official Journal of the European Union for the
currency in question, it must be converted at the average of the monthly accounting rates published
on the Commission’s website, calculated over the corresponding reporting period.
The beneficiary with accounting established in euro must convert costs incurred in another currency
into euro according to its usual accounting practices.
15.7 Language of reports
All reports (including financial statement(s)) must be submitted in the language of the Agreement.
15.8 Consequences of non-compliance
If the report(s) submitted do not comply with this Article, the Commission may suspend the payment
deadline (see Article 31) and apply any of the other measures described in Chapter 6.
If the beneficiary breaches its obligation to submit the report(s) and if it fails to comply with this
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obligation within 30 days following a written reminder, the Commission may terminate the Agreement
(see Article 34) or apply any of the other measures described in Chapter 6.
ARTICLE 16 — PAYMENTS AND PAYMENT ARRANGEMENTS
16.1 Payments to be made
The following payments will be made to the beneficiary:
- a pre-financing payment;
- one payment of the balance, on the basis of the request for payment of the balance (see
Article 15).
16.2 Pre-financing payment — Amount
The aim of the pre-financing is to provide the beneficiary with a float.
It remains the property of the EU until the payment of the balance.
The amount of the pre-financing payment will be EUR 43,342.74 (forty three thousand three hundred
and forty two EURO and seventy four eurocents).
The Commission will — except if Article 32 applies — make the pre-financing payment to the
beneficiary within 30 days from entry into force of the Agreement (see Article 42).
16.3 Interim payments — Amount — Calculation
Not applicable
16.4 Payment of the balance — Amount — Calculation
The payment of the balance reimburses the remaining part of the eligible costs incurred by the
beneficiary for the implementation of the action.
If the total amount of earlier payments is greater than the final grant amount (see Article 5.3), the
payment of the balance takes the form of a recovery (see Article 28).
If the total amount of earlier payments is lower than the final grant amount, the Commission will pay
the balance within 90 days from receiving the final report (see Article 15.4), except if Articles 31
or 32 apply.
Payment is subject to the approval of the final report. Its approval does not imply recognition of
compliance, authenticity, completeness or correctness of its content.
The amount due as the balance is calculated by the Commission by deducting the total amount of
pre-financing and interim payments (if any) already made, from the final grant amount determined
in accordance with Article 5.3:
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{final grant amount (see Article 5.3)
minus
{pre-financing and interim payments (if any) made}}.
If the balance is positive, it will be paid to the beneficiary.
The amount to be paid may however be offset — without the beneficiary’s consent — against any
other amount owed by the beneficiary to the Commission or an executive agency (under the EU or
Euratom budget), up to the maximum EU contribution indicated, for that beneficiary, in the estimated
budget (see Annex 2).
If the balance is negative, it will be recovered (see Article 28).
16.5 Notification of amounts due
When making payments, the Commission will formally notify to the beneficiary the amount due,
specifying whether it concerns the payment of the balance.
For the payment of the balance, the notification will also specify the final grant amount.
In the case of reduction of the grant or recovery of undue amounts, the notification will be preceded
by the contradictory procedure set out in Articles 27 and 28.
16.6 Currency for payments
The Commission will make all payments in euro.
16.7 Payments to the beneficiary
Payments will be made to the beneficiary.
Payments to the beneficiary will discharge the Commission from its payment obligation.
16.8 Bank account for payments
All payments will be made to the following bank account:
Name of bank: SWEDBANK AS
Full name of the account holder: RAHANDUSMINISTEERIUM
Full account number (including bank codes):
IBAN code: EE932200221023778606
16.9 Costs of payment transfers
The cost of the payment transfers is borne as follows:
- the Commission bears the cost of transfers charged by its bank;
- the beneficiary bears the cost of transfers charged by its bank;
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- the party causing a repetition of a transfer bears all costs of the repeated transfer.
16.10 Date of payment
Payments by the Commission are considered to have been carried out on the date when they are
debited to its account.
16.11 Consequences of non-compliance
16.11.1 If the Commission does not pay within the payment deadlines (see above), the beneficiary is
entitled to late-payment interest at the rate applied by the European Central Bank (ECB) for its main
refinancing operations in euros (‘reference rate’), plus three and a half points. The reference rate is
the rate in force on the first day of the month in which the payment deadline expires, as published in
the C series of the Official Journal of the European Union.
If the late-payment interest is lower than or equal to EUR 200, it will be paid to the beneficiary only
upon request submitted within two months of receiving the late payment.
Late-payment interest is not due if the beneficiary is an EU Member States (including regional and
local government authority or other public body acting on behalf of a Member State for the purpose
of this Agreement).
Suspension of the payment deadline or payments (see Articles 31 and 32) will not be considered as
late payment.
Late-payment interest covers the period running from the day following the due date for payment (see
above), up to and including the date of payment.
Late-payment interest is not considered for the purposes of calculating the final grant amount.
16.11.2 Not applicable.
ARTICLE 17 — CHECKS, REVIEWS, AUDITS AND INVESTIGATIONS — EXTENSION
OF FINDINGS
17.1 Checks, reviews and audits by the Commission
17.1.1 Right to carry out checks
The Commission will — during the implementation of the action or afterwards — check the proper
implementation of the action and compliance with the obligations under the Agreement, including
assessing deliverables and reports.
For this purpose, the Commission may be assisted by external persons or bodies.
The Commission may also request additional information in accordance with Article 12.
Information provided must be accurate, precise and complete and in the format requested, including
electronic format.
17.1.2 Right to carry out reviews
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The Commission may — during the implementation of the action or afterwards — carry out reviews
on the proper implementation of the action (including assessment of deliverables and reports) and
compliance with the obligations under the Agreement.
Reviews may be started up to three years after the payment of the balance. They will be formally
notified to the beneficiary and will be considered to have started on the date of the formal notification.
If the review is carried out on a third party (see Articles 9 to 11a), the beneficiary must inform the
third party.
The Commission may carry out reviews directly (using its own staff) or indirectly (using external
persons or bodies appointed to do so). It will inform the beneficiary of the identity of the external
persons or bodies. They have the right to object to the appointment on grounds of commercial
confidentiality.
The beneficiary must provide — within the deadline requested — any information and data in addition
to deliverables and reports already submitted (including information on the use of resources).
The beneficiary may be requested to participate in meetings, including with external experts.
For on-the-spot reviews, the beneficiary must allow access to its sites and premises, including to
external persons or bodies, and must ensure that information requested is readily available.
Information provided must be accurate, precise and complete and in the format requested, including
electronic format.
On the basis of the review findings, a ‘review report’ will be drawn up.
The Commission will formally notify the review report to the beneficiary, who has 30 days to formally
notify observations (‘contradictory review procedure’).
Reviews (including review reports) are in the language of the Agreement.
17.1.3 Right to carry out audits
The Commission may — during the implementation of the action or afterwards — carry out audits on
the proper implementation of the action and compliance with the obligations under the Agreement.
Audits may be started up to three years after the payment of the balance. They will be formally
notified to the beneficiary and will be considered to have started on the date of the formal notification.
If the audit is carried out on a third party (see Articles 9 to 11a), the beneficiary must inform the
third party.
The Commission may carry out audits directly (using its own staff) or indirectly (using external
persons or bodies appointed to do so). It will inform the beneficiary of the identity of the external
persons or bodies. They have the right to object to the appointment on grounds of commercial
confidentiality.
The beneficiary must provide — within the deadline requested — any information (including
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complete accounts, individual salary statements or other personal data) to verify compliance with the
Agreement.
For on-the-spot audits, the beneficiary must allow access to its sites and premises, including to
external persons or bodies, and must ensure that information requested is readily available.
Information provided must be accurate, precise and complete and in the format requested, including
electronic format.
On the basis of the audit findings, a ‘draft audit report’ will be drawn up.
The Commission will formally notify the draft audit report to the beneficiary, who has 30 days to
formally notify observations (‘contradictory audit procedure’). This period may be extended by the
Commission in justified cases.
The ‘final audit report’ will take into account observations by the beneficiary. The report will be
formally notified to it.
Audits (including audit reports) are in the language of the Agreement.
The Commission may also access the beneficiary’s statutory records for the periodical assessment of
flat-rate amounts.
17.2 Investigations by the European Anti-Fraud Office (OLAF)
Under Regulations No 883/20137 and No 2185/968 (and in accordance with their provisions and
procedures), the European Anti-Fraud Office (OLAF) may — at any moment during implementation
of the action or afterwards — carry out investigations, including on-the-spot checks and inspections,
to establish whether there has been fraud, corruption or any other illegal activity affecting the financial
interests of the EU.
17.3 Checks and audits by the European Court of Auditors (ECA)
Under Article 287 of the Treaty on the Functioning of the European Union (TFEU) and Article 161 of
the Financial Regulation No 966/20129, the European Court of Auditors (ECA) may — at any moment
during implementation of the action or afterwards — carry out audits.
The ECA has the right of access for the purpose of checks and audits.
17.4 Checks, reviews, audits and investigations for international organisations
7 Regulation (EU, Euratom) No 883/2013 of the European Parliament and of the Council of 11 September 2013
concerning investigations conducted by the European Anti-Fraud Office (OLAF) and repealing Regulation (EC)
No 1073/1999 of the European Parliament and of the Council and Council Regulation (Euratom) No 1074/1999 (OJ
L 248, 18.09.2013, p. 1).
8 Council Regulation (Euratom, EC) No 2185/1996 of 11 November 1996 concerning on-the-spot checks and inspections
carried out by the Commission in order to protect the European Communities' financial interests against fraud and other
irregularities (OJ L 292, 15.11.1996, p. 2).
9 Regulation (EU, EURATOM) No 966/2012 of the European Parliament and of the Council of 25 October 2012 on
the financial rules applicable to the general budget of the Union and repealing Council Regulation (EC, EURATOM))
No 1605/2002 (OJ L 298, 26.10.2012, p. 1).
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Not applicable
17.5 Consequences of findings in checks, reviews, audits and investigations — Extension of
findings
17.5.1 Findings in this grant
Findings in checks, reviews, audits or investigations carried out in the context of this grant may lead
to the rejection of ineligible costs (see Article 26), reduction of the grant (see Article 27), recovery of
undue amounts (see Article 28) or to any of the other measures described in Chapter 6.
Rejection of costs or reduction of the grant after the payment of the balance will lead to a revised final
grant amount (see Article 5.4).
Findings in checks, reviews, audits or investigations may lead to a request for amendment for the
modification of Annex 1 (see Article 39).
Checks, reviews, audits or investigations that find systemic or recurrent errors, irregularities, fraud or
breach of obligations may also lead to consequences in other EU or Euratom grants awarded under
similar conditions (‘extension of findings from this grant to other grants’).
Moreover, findings arising from an OLAF investigation may lead to criminal prosecution under
national law.
17.5.2 Findings in other grants
The Commission may extend findings from other grants to this grant (‘extension of findings from
other grants to this grant’), if:
(a) the beneficiary is found, in other EU or Euratom grants awarded under similar conditions, to
have committed systemic or recurrent errors, irregularities, fraud or breach of obligations that
have a material impact on this grant and
(b) those findings are formally notified to the beneficiary — together with the list of grants affected
by the findings — no later than three years after the payment of the balance of this grant.
The extension of findings may lead to the rejection of costs (see Article 26), reduction of the grant
(see Article 27), recovery of undue amounts (see Article 28), suspension of payments (see Article 32),
suspension of the action implementation (see Article 33) or termination (see Article 34).
17.5.3 Procedure
The Commission will formally notify the beneficiary the systemic or recurrent errors and its intention
to extend these audit findings, together with the list of grants affected.
17.5.3.1 If the findings concern eligibility of costs: the formal notification will include:
(a) an invitation to submit observations on the list of grants affected by the findings;
(b) the request to submit revised financial statements for all grants affected;
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(c) the correction rate for extrapolation established by the Commission on the basis of the
systemic or recurrent errors, to calculate the amounts to be rejected, if the beneficiary:
(i) considers that the submission of revised financial statements is not possible or practicable
or
(ii) does not submit revised financial statements.
The beneficiary has 90 days from receiving notification to submit observations, revised financial
statements or to propose a duly substantiated alternative correction method. This period may be
extended by the Commission in justified cases.
The Commission may then start a rejection procedure in accordance with Article 26, either on the
basis of the revised financial statements, the alternative method or the correction rate announced.
17.5.3.2 If the findings concern substantial errors, irregularities or fraud orserious breach of
obligations: the formal notification will include:
(a) an invitation to submit observations on the list of grants affected by the findings and
(b) the flat-rate the Commission intends to apply according to the principle of proportionality.
The beneficiary has 90 days from receiving notification to submit observations or to propose a duly
substantiated alternative flat-rate.
The Commission may then start a reduction procedure in accordance with Article 27, either on the
basis of the alternative flat-rate or the flat-rate announced.
17.6 Consequences of non-compliance
If the beneficiary breaches any of its obligations under this Article, any insufficiently substantiated
costs will be ineligible (see Article 6) and will be rejected (see Article 26).
Such breaches may also lead to any of the other measures described in Chapter 6.
ARTICLE 18 — EVALUATION OF THE IMPACT OF THE ACTION
18.1 Right to evaluate the impact of the action
The Commission may carry out interim and final evaluations of the impact of the action measured
against the objective of the EU programme.
Evaluations may be started during implementation of the action and up to three years after the
payment of the balance. The evaluation is considered to start on the date of the formal notification
to the beneficiary.
The Commission may make these evaluations directly (using its own staff) or indirectly (using external
bodies or persons it has authorised to do so).
The beneficiary must provide any information relevant to evaluate the impact of the action, including
information in electronic format.
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18.2 Consequences of non-compliance
If the beneficiary breaches any of its obligations under this Article, the Commission may apply the
measures described in Chapter 6.
SECTION 3 OTHER RIGHTS AND OBLIGATIONS
ARTICLE 19 — PRE-EXISTING RIGHTS AND OWNERSHIP OF THE RESULTS
(INCLUDING INTELLECTUAL AND INDUSTRIAL PROPERTY
RIGHTS)
19.1 Pre-existing rights and access rights to pre-existing rights
Where industrial and intellectual property rights (including rights of third parties) exist prior to
the Agreement, the beneficiary must establish a list of these pre-existing industrial and intellectual
property rights, specifying the owner and any persons that have a right of use.
The beneficiary must — before starting the action — submit this list to the Commission.
19.2 Ownership of results and rights of use
The results of the action (including the reports and other documents relating to it) are owned by the
beneficiary.
The beneficiary must give the Commission the right to use the results for their communication
activities under Article 22.
19.3 Consequences of non-compliance
If the beneficiary breaches any of its obligations under this Article, the grant may be reduced (see
Article 27).
Such a breach may also lead to any of the other measures described in Chapter 6.
ARTICLE 20 — CONFLICT OF INTERESTS
20.1 Obligation to avoid a conflict of interests
The beneficiary must take all measures to prevent any situation where the impartial and objective
implementation of the action is compromised for reasons involving economic interest, political or
national affinity, family or emotional ties or any other shared interest (‘conflict of interests’).
The beneficiary must formally notify to the Commission without delay any situation constituting or
likely to lead to a conflict of interests and immediately take all the necessary steps to rectify this
situation.
The Commission may verify that the measures taken are appropriate and may require additional
measures to be taken by a specified deadline.
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20.2 Consequences of non-compliance
If the beneficiary breaches any of its obligations under this Article, the grant may be reduced (see
Article 27) and the Agreement may be terminated (see Article 34).
Such breaches may also lead to any of the other measures described in Chapter 6.
ARTICLE 21 — CONFIDENTIALITY
21.1 General obligation to maintain confidentiality
During implementation of the action and for five years after the payment of the balance, the
parties must keep confidential any data, documents or other material (in any form) that is identified
as confidential at the time it is disclosed (‘confidential information’).
They may use confidential information to implement the Agreement.
The confidentiality obligations no longer apply if:
(a) the disclosing party agrees to release the other party;
(b) the information becomes generally and publicly available, without breaching any
confidentiality obligation;
(c) the disclosure of the confidential information is required by EU or national law.
21.2 Consequences of non-compliance
If the beneficiary breaches any of its obligations under this Article, the grant may be reduced (see
Article 27).
Such breaches may also lead to any of the other measures described in Chapter 6.
ARTICLE 22 — PROMOTING THE ACTION — VISIBILITY OF EU FUNDING
22.1 Communication activities by the beneficiary
22.1.1 General obligation to promote the action and its results
The beneficiary must promote the action and its results.
22.1.2 Information on EU funding — Obligation and right to use the EU emblem
Unless the Commission requests or agrees otherwise, any communication activity related to the action
(including at conferences, seminars, in information material, such as brochures, leaflets, posters,
presentations, etc., in electronic form, via social media, etc.) and any infrastructure, equipment or
major result funded by the grant must:
- display the EU emblem and
- include the following text:
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“This [insert appropriate description, e.g. report, publication, conference, infrastructure, equipment, insert
type of result, etc.] was funded by the European Union’s Rights, Equality and Citizenship Programme
(2014-2020).”
When displayed in association with another logo, the EU emblem must have appropriate prominence.
For the purposes of its obligations under this Article, the beneficiary may use the EU emblem without
first obtaining approval from the Commission.
This does not, however, give him the right to exclusive use.
Moreover, the beneficiary may not appropriate the EU emblem or any similar trademark or logo, either
by registration or by any other means.
22.1.3 Disclaimer excluding Commission responsibility
Any communication activity related to the action must indicate the following disclaimer:
“The content of this [insert appropriate description, e.g. report, publication, conference, etc.] represents the
views of the author only and is his/her sole responsibility. The European Commission does not accept any
responsibility for use that may be made of the information it contains.”
22.2 Communication activities by the Commission
22.2.1 Right to use beneficiary’s materials, documents or information
The Commission may use information relating to the action, documents notably summaries for
publication and public deliverables as well as any other material, such as pictures or audio-visual
material received from any beneficiary (including in electronic form).
This does not change the confidentiality obligations in Article 21, which still apply.
The right to use the beneficiary’s materials, documents and information includes:
(a) use for its own purposes (in particular, making them available to persons working for the
Commission or any other EU institution, body, office or agency or body or institutions in EU
Member States; and copying or reproducing them in whole or in part, in unlimited numbers);
(b) distribution to the public (in particular, publication as hard copies and in electronic or digital
format, publication on the internet, as a downloadable or non-downloadable file, broadcasting
by any channel, public display or presentation, communicating through press information
services, or inclusion in widely accessible databases or indexes);
(c) editing or redrafting for communication and publicising activities (including shortening,
summarising, inserting other elements (such as meta-data, legends, other graphic, visual, audio
or text elements), extracting parts (e.g. audio or video files), dividing into parts, use in a
compilation);
(d) translation;
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(e) giving access in response to individual requests under Regulation No 1049/200110, without
the right to reproduce or exploit;
(f) storage in paper, electronic or other form;
(g) archiving, in line with applicable document-management rules, and
(h) the right to authorise third parties to act on its behalf or sub-license the modes of use set out
in Points (b), (c), (d) and (f) to third parties if needed for the communication and publicising
activities of the Commission.
If the right of use is subject to rights of a third party (including personnel of the beneficiary), the
beneficiary must ensure that it complies with its obligations under this Agreement (in particular, by
obtaining the necessary approval from the third parties concerned).
Where applicable (and if provided by the beneficiary), the Commission will insert the following
information:
“© – [year] – [name of the copyright owner]. All rights reserved. Licensed to the European Union (EU)
under conditions.”
22.3 Consequences of non-compliance
If the beneficiary breaches any of its obligations under this Article, the grant may be reduced (see
Article 27).
Such breaches may also lead to any of the other measures described in Chapter 6.
ARTICLE 23 — PROCESSING OF PERSONAL DATA
23.1 Processing of personal data by the Commission
Any personal data under the Agreement will be processed by the Commission under Regulation
No 45/200111 and according to the ‘notifications of the processing operations’ to the Data Protection
Officer (DPO) of the Commission (publicly accessible in the DPO register).
Such data will be processed by the ‘data controller’ of the Commission for the purposes of
implementing, managing and monitoring the Agreement or protecting the financial interests of the
EU or Euratom (including checks, reviews, audits and investigations; see Article 17).
The persons whose personal data are processed have the right to access and correct their own personal
data. For this purpose, they must send any queries about the processing of their personal data to the
data controller, via the contact point indicated in the privacy statement(s) on the Commission websites.
10 Regulation (EC) No 1049/2001 of the European Parliament and of the Council of 30 May 2001 regarding public access
to European Parliament, Council and Commission documents, OJ L 145, 31.5.2001, p. 43.
11 Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection
of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free
movement of such data (OJ L 8, 12.01.2001, p. 1).
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They also have the right to have recourse at any time to the European Data Protection Supervisor
(EDPS).
23.2 Processing of personal data by the beneficiary
The beneficiary must process personal data under the Agreement in compliance with applicable EU
and national law on data protection (including authorisations or notification requirements).
The beneficiary may grant its personnel access only to data that is strictly necessary for implementing,
managing and monitoring the Agreement.
The beneficiary must inform the personnel whose personal data are collected and processed by the
Commission. For this purpose, it must provide them with the privacy statement(s) (see above), before
transmitting their data to the Commission.
23.3 Consequences of non-compliance
If the beneficiary breaches any of its obligations under Article 23.2, the Commission may apply any
of the measures described in Chapter 6.
ARTICLE 24 — ASSIGNMENTS OF CLAIMS FOR PAYMENT AGAINST THE
COMMISSION
The beneficiary may not assign any of its claims for payment against the Commission to any third
party, except if approved by the Commission on the basis of a reasoned, written request by the
beneficiary.
If the Commission has not accepted the assignment or the terms of it are not observed, the assignment
will have no effect on it.
In no circumstances will an assignment release the beneficiary from its obligations towards the
Commission.
CHAPTER 5 BENEFICIARY’S ROLES AND RESPONSIBILITIES
ARTICLE 25 — BENEFICIARY’S ROLES AND RESPONSIBILITIES
25.1 Roles and responsibilities towards the Commission
The beneficiary has full responsibility for implementing the action and complying with the Agreement.
The beneficiary is itself responsible for:
(a) monitoring that the action is implemented properly (see Article 7);
(b) informing the Commission immediately of any events or circumstances likely to affect
significantly or delay the implementation of the action (see Article 12);
(c) submitting the deliverables and reports to the Commission (see Articles 14 and 15);
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(d) submitting to the Commission in good time any documents or information required,
and may not subcontract these tasks.
25.2 Internal division of roles and responsibilities
Not applicable
25.3 Internal arrangements between beneficiaries — Consortium agreement
Not applicable
CHAPTER 6 REJECTION OF COSTS — REDUCTION OF THE GRANT — RECOVERY
— PENALTIES — DAMAGES — SUSPENSION — TERMINATION —
FORCE MAJEURE
SECTION 1 REJECTION OF COSTS — REDUCTION OF THE GRANT — RECOVERY
— PENALTIES
ARTICLE 26 — REJECTION OF INELIGIBLE COSTS
26.1 Conditions
The Commission will — at the payment of the balance or afterwards — reject any costs which
are ineligible (see Article 6), in particular following checks, reviews, audits or investigations (see
Article 17).
The rejection may also be based on the extension of findings from other grants to this grant (see
Article 17.5.2).
26.2 Ineligible costs to be rejected — Calculation — Procedure
Ineligible costs will be rejected in full.
If the rejection of costs does not lead to a recovery (see Article 28), the Commission will formally
notify the beneficiary of the rejection of costs, the amounts and the reasons why (if applicable, together
with the notification of amounts due; see Article 16.5). The beneficiary may — within 30 days of
receiving notification — formally notify the Commission of its disagreement and the reasons why.
If the rejection of costs leads to a recovery, the Commission will follow the contradictory procedure
with pre-information letter set out in Article 28.
26.3 Effects
If the Commission rejects costs at the payment of the balance, it will deduct them from the total
eligible costs declared, in the final summary financial statement (see Article 15.3 and 15.4). It will
then calculate payment of the balance as set out in Article 16.3 or 16.4.
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If the Commission rejects costs after the payment of the balance, it will deduct the amount rejected
from the total eligible costs declared in the final summary financial statement. It will then calculate
the revised final grant amount as set out in Article 5.4. It will then calculate the revised final grant
amount as set out in Article 5.4. If the revised final grant amount is lower than the final grant amount,
the Commission will recover the difference (see Article 28).
ARTICLE 27 — REDUCTION OF THE GRANT
27.1 Conditions
The Commission may — at the payment of the balance or afterwards — reduce the grant, if:
(a) the beneficiary (or a natural person who has the power to represent or take decisions on its
behalf) has committed:
- substantial errors, irregularities or fraud or
- serious breach of obligations under the Agreement or during the award procedure
(including improper implementation of the action, submission of false information,
failure to provide required information, breach of ethical principles) or
(b) the beneficiary (or a natural person who has the power to represent or take decisions on its
behalf) has committed — in other EU or Euratom grants awarded to it under similar conditions
— systemic or recurrent errors, irregularities, fraud or serious breach of obligations that have
a material impact on this grant (extension of findings from other grants to this grant; see
Article 17.5.2).
27.2 Amount to be reduced — Calculation — Procedure
The amount of the reduction will be proportionate to the seriousness of the errors, irregularities or
fraud or breach of obligations.
Before reduction of the grant, the Commission will formally notify a ‘pre-information letter’ to the
beneficiary:
- informing it of its intention to reduce the grant, the amount it intends to reduce and the reasons
why and
- inviting it to submit observations within 30 days of receiving notification
If the Commission does not receive any observations or decides to pursue reduction despite the
observations it has received, it will formally notify confirmation of the reduction (if applicable,
together with the notification of amounts due; see Article 16).
27.3 Effects
If the Commission reduces the grant at the time of the payment of the balance, it will calculate the
reduced grant amount and then determine the amount due as payment of the balance (see Articles 5.3.4
and 16.4).
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If the Commission reduces the grant after the payment of the balance, it will calculate the revised
final grant amount (see Article 5.4). If the revised final grant amount is lower than the final grant
amount, the Commission will recover the difference (see Article 28).
ARTICLE 28 — RECOVERY OF UNDUE AMOUNTS
28.1 Amount to be recovered — Calculation — Procedure
The Commission will — at the payment of the balance or afterwards — claim back amount that
was paid but is not due under the Agreement.
28.1.1 Recovery at payment of the balance
If the payment of the balance takes the form of a recovery (see Article 16.4), the Commission will
formally notify a ‘pre-information letter’ to the beneficiary:
- informing it of its intention to recover, the amount due as the balance and the reasons why and
- inviting the beneficiary to submit observations within 30 days of receiving notification.
If no observations are submitted or the Commission decides to pursue recovery despite the
observations it has received, it will confirm the amount to be recovered and formally notify to the
beneficiary a debit note with the terms and the date for payment (together with the notification of
amounts due; see Article 16.5).
If payment is not made by the date specified in the debit note, the Commission will recover the
amount:
(a) by ‘offsetting’ it — without the beneficiary’s consent — against any amounts owed to the
beneficiary by the Commission or an executive agency (from the EU or Euratom budget).
In exceptional circumstances, to safeguard the EU’s financial interests, the Commission may
offset before the payment date specified in the debit note;
(b) not applicable;
(c) not applicable;
(d) by taking legal action (see Article 41) or by adopting an enforceable decision under
Article 299 of the Treaty on the Functioning of the EU (TFEU) and Article 79(2) of the
Financial Regulation No 966/2012.
If payment is not made by the date in the debit note, the amount to be recovered (see above) will be
increased by late-payment interest at the rate set out in Article 16.11, from the day following the
payment date in the debit note, up to and including the date the Commission receives full payment
of the amount.
Partial payments will be first credited against expenses, charges and late-payment interest and then
against the principal.
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Bank charges incurred in the recovery process will be borne by the beneficiary, unless
Directive 2007/64/EC applies.
28.1.2 Recovery of amounts after payment of the balance
If — after the payment of the balance — the Commission revised the final grant amount (see Article
5.4), due to a rejection of costs or reduction of the grant, and the revised final grant amount is lower
than the final grant amount (see Article 5.3), the Commission will claim back the difference from
the beneficiary.
The Commission will formally notify a pre-information letter to the beneficiary:
- informing it of its intention to recover, the amount to be repaid and the reasons why and
- inviting it to submit observations within 30 days of receiving notification.
If no observations are submitted or the Commission decides to pursue recovery despite the
observations it has received, it will confirm the amount to be recovered and formally notify to the
beneficiary a debit note. This note will also specify the terms and the date for payment.
If payment is not made by the date specified in the debit note, the Commission will recover the
amount:
(a) by ‘offsetting’ it — without the beneficiary’s consent — against any amounts owed to the
beneficiary by the Commission or an executive agency (from the EU or Euratom budget).
In exceptional circumstances, to safeguard the EU’s financial interests, the Commission may
offset before the payment date specified in the debit note;
(b) not applicable;
(c) by taking legal action (see Article 41) or by adopting an enforceable decision under
Article 299 of the Treaty on the Functioning of the EU (TFEU) and Article 79(2) of the
Financial Regulation No 966/2012.
If payment is not made by the date in the debit note, the amount to be recovered (see above) will be
increased by late-payment interest at the rate set out in Article 16.11, from the day following the
date for payment in the debit note, up to and including the date the Commission receives full payment
of the amount.
Partial payments will be first credited against expenses, charges and late-payment interest and then
against the principal.
Bank charges incurred in the recovery process will be borne by the beneficiary, unless
Directive 2007/64/EC applies.
ARTICLE 29 — ADMINISTRATIVE SANCTIONS
In addition to contractual measures, the Commission may — in case of substantial errors, irregularities,
fraud, serious breach of obligations or false declarations — also adopt decisions under Articles 106
and 204 of the Financial Regulation No 966/2012, to impose administrative and/or financial penalties.
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SECTION 2 LIABILITY FOR DAMAGES
ARTICLE 30 — LIABILITY FOR DAMAGES
30.1 Liability of the Commission
The Commission cannot be held liable for any damage caused to the beneficiary or to third parties as
a consequence of implementing the Agreement, including for gross negligence.
The Commission cannot be held liable for any damage caused by the beneficiary or third parties
involved in the action, as a consequence on implementing the Agreement.
30.2 Liability of the beneficiary
Except in case of force majeure (see Article 35), the beneficiary must compensate the Commission
for any damage it sustains as a result of the implementation of the action or because the action was
not implemented in full compliance with the Agreement.
SECTION 3 SUSPENSION AND TERMINATION
ARTICLE 31 — SUSPENSION OF PAYMENT DEADLINE
31.1 Conditions
The Commission may — at any moment — suspend the payment deadline (see Article 16.2 to 16.4)
if a request for payment (see Article 15) cannot be approved because:
(a) it does not comply with the provisions of the Agreement (see Article 15);
(b) the technical or financial report(s) have not been submitted or are not complete or additional
information is needed, or
(c) there is doubt about the eligibility of the costs declared in the financial statements and additional
checks, reviews, audits or investigations are necessary.
31.2 Procedure
The Commission will formally notify the beneficiary of the suspension and the reasons why.
The suspension will take effect the day notification is sent by the Commission (see Article 36).
If the conditions for suspending the payment deadline are no longer met, the suspension will be lifted
— and the remaining period will resume.
If the suspension exceeds two months, the beneficiary may request the Commission if the suspension
will continue.
If the payment deadline has been suspended due to the non-compliance of the technical or financial
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reports (see Article 15) and the revised report or statement is not submitted or was submitted but is
also rejected, the Commission may also terminate the Agreement (see Article 34.3.1(i)).
ARTICLE 32 — SUSPENSION OF PAYMENTS
32.1 Conditions
The Commission may — at any moment — suspend payments, in whole or in part, if:
(a) the beneficiary (or a natural person who has the power to represent or take decisions on its
behalf) has committed or is suspected of having committed:
(i) substantial errors, irregularities or fraud or
(ii) serious breach of obligations under the Agreement or during the award procedure
(including improper implementation of the action, submission of false information,
failure to provide required information, breach of ethical principles) or
(b) the beneficiary (or a natural person who has the power to represent or take decisions on its
behalf) has committed — in other EU or Euratom grants awarded to it under similar conditions
— systemic or recurrent errors, irregularities, fraud or serious breach of obligations that have
a material impact on this grant (extension of findings from other grants to this grant; see
Article 17.5.2).
If suspension concerns the payment of the balance, the payment (or recovery) of the amount(s)
concerned after suspension is lifted will be considered to be the payment that closes the action.
32.2 Procedure
Before suspending payments, the Commission will formally notify the beneficiary:
- informing it of its intention to suspend payments and the reasons why and
- inviting it to submit observations within 30 days of receiving notification.
If the Commission does not receive observations or decides to pursue the procedure despite the
observations it has received, it will formally notify confirmation of the suspension. Otherwise, it will
formally notify that the suspension procedure is not continued.
The suspension will take effect the day the confirmation notification is sent by the Commission.
If the conditions for resuming payments are met, the suspension will be lifted. The Commission will
formally notify the beneficiary.
The beneficiary may suspend implementation of the action (see Article 33.1) or terminate the
Agreement (see Article 34.1 and 34.2).
ARTICLE 33 — SUSPENSION OF THE ACTION IMPLEMENTATION
33.1 Suspension of the action implementation, by the beneficiary
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33.1.1 Conditions
The beneficiary may suspend implementation of the action or any part of it, if exceptional
circumstances — in particular force majeure (see Article 35) — make implementation impossible or
excessively difficult.
33.1.2 Procedure
The beneficiary must immediately formally notify to the Commission the suspension (see Article 36),
stating:
- the reasons why and
- the expected date of resumption.
The suspension will take effect the day this notification is received by the Commission.
Once circumstances allow for implementation to resume, the beneficiary must immediately formally
notify the Commission and request an amendment of the Agreement to set the date on which the
action will be resumed, extend the duration of the action and make other changes necessary to adapt
the action to the new situation (see Article 39) — unless the Agreement has been terminated (see
Article 34).
The suspension will be lifted with effect from the resumption date set out in the amendment. This
date may be before the date on which the amendment enters into force.
Costs incurred during suspension of the action implementation are not eligible (see Article 6).
33.2 Suspension of the action implementation, by the Commission
33.2.1 Conditions
The Commission may suspend implementation of the action or any part of it, if:
(a) the beneficiary (or a natural person who has the power to represent or take decisions on its
behalf) has committed or is suspected of having committed:
(i) substantial errors, irregularities or fraud or
(ii) serious breach of obligations under the Agreement or during the award procedure
(including improper implementation of the action, submission of false information,
failure to provide required information, breach of ethical principles) or
(b) the beneficiary (or a natural person who has the power to represent or take decisions on its
behalf) has committed — in other EU or Euratom grants awarded to it under similar conditions
— systemic or recurrent errors, irregularities, fraud or serious breach of obligations that have
a material impact on this grant (extension of findings from other grants to this grant; see
Article 17.5.2).
33.2.2 Procedure
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Before suspending implementation of the action, the Commission will formally notify the beneficiary:
- informing it of its intention to suspend the implementation and the reasons why and
- inviting it to submit observations within 30 days of receiving notification.
If the Commission does not receive observations or decides to pursue the procedure despite the
observations it has received, it will formally notify confirmation of the suspension. Otherwise, it will
formally notify that the procedure is not continued.
The suspension will take effect five days after confirmation notification is received by the beneficiary
(or on a later date specified in the notification).
It will be lifted if the conditions for resuming implementation of the action are met.
The beneficiary will be formally notified of the lifting and the Agreement will be amended to set the
date on which the action will be resumed, extend the duration of the action and make other changes
necessary to adapt the action to the new situation (see Article 39) — unless the Agreement has already
been terminated (see Article 34).
The suspension will be lifted with effect from the resumption date set out in the amendment. This date
may be before the date on which the amendment enters into force.
Costs incurred during suspension are not eligible (see Article 6).
The beneficiary may not claim damages due to suspension by the Commission (see Article 30).
Suspension of the action implementation does not affect the Commission's right to terminate the
Agreement (see Article 34), reduce the grant or recover amounts unduly paid (see Articles 27 and 28).
ARTICLE 34 — TERMINATION OF THE AGREEMENT
34.1 Termination of the Agreement by the beneficiary
34.1.1 Conditions and procedure
The beneficiary may terminate the Agreement.
The beneficiary must formally notify termination to the Commission (see Article 36), stating:
- the reasons why and
- the date the termination will take effect. This date must be after the notification.
If no reasons are given or if the Commission considers the reasons do not justify termination, the
Agreement will be considered to have been ‘terminated improperly’.
The termination will take effect on the day specified in the notification.
34.1.2 Effects
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The beneficiary must — within 60 days from when termination takes effect — submit the final report
(see Article 15.4).
If the Commission does not receive the report(s) within the deadline (see above) no costs will be taken
into account.
The Commission will calculate the final grant amount (see Article 5.3) and the balance (see
Article 16.4) on the basis of the reports submitted. Only costs incurred until termination are eligible
(see Article 6). Costs relating to contracts due for execution only after termination are not eligible.
Improper termination may lead to a reduction of the grant (see Article 27).
After termination, the beneficiary’s obligations (in particular, Articles 15, 17, 18, 19, 21, 22, 24, 26,
27 and 28) continue to apply.
34.2 Termination of the participation of one or more beneficiary, by the beneficiary
Not applicable
34.3 Termination of the Agreement by the Commission
34.3.1 Conditions
The Commission may terminate the Agreement, if:
(a) not applicable;
(b) a change to the legal, financial, technical, organisational or ownership situation of the
beneficiary is likely to substantially affect or delay the implementation of the action or calls
into question the decision to award the grant;
(c) not applicable;
(d) implementation of the action is prevented by force majeure (see Article 35) or suspended by
the beneficiary (see Article 33.1) and either:
(i) resumption is impossible, or
(ii) the necessary changes to the Agreement would call into question the decision awarding
the grant or breach the principle of equal treatment of applicants;
(e) the beneficiary is declared bankrupt, being wound up, having its affairs administered by the
courts, has entered into an arrangement with creditors, has suspended business activities, or is
subject to any other similar proceedings or procedures under national law;
(f) the beneficiary (or a natural person who has the power to represent or take decisions on its
behalf) has been found guilty of professional misconduct, proven by any means;
(g) the beneficiary does not comply with the applicable national law on taxes and social security;
(h) the beneficiary (or a natural person who has the power to represent or take decisions on its
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behalf) has committed fraud, corruption, or is involved in a criminal organisation, money
laundering or any other illegal activity;
(i) the beneficiary (or a natural person who has the power to represent or take decisions on its
behalf) has committed:
(i) substantial errors, irregularities or fraud or
(ii) serious breach of obligations under the Agreement or during the award procedure
(including improper implementation of the action, submission of false information, failure
to provide required information, breach of ethical principles);
(j) the beneficiary (or a natural person who has the power to represent or take decisions on its
behalf) has committed — in other EU or Euratom grants awarded to it under similar conditions
— systemic or recurrent errors, irregularities, fraud or serious breach of obligations that have
a material impact on this grant grant (extension of findings from other grants to this grant;
see Article 17.5.2);
(k) not applicable.
34.3.2 Procedure
Before terminating the Agreement, the Commission will formally notify the beneficiary:
- informing it of its intention to terminate and the reasons why and
- inviting it, within 30 days of receiving notification, to submit observations and — in case of
Point (i.ii) above — to inform the Commission of the measures to ensure compliance with the
obligations under the Agreement.
If the Commission does not receive observations or decides to pursue the procedure despite the
observations it has received, it will formally notify to the beneficiary confirmation of the termination
and the date it will take effect. Otherwise, it will formally notify that the procedure is not continued.
The termination will take effect:
- for terminations under Points (b), (c), (e), (g), (i.ii) and (k) above: on the day specified in the
notification of confirmation (see above);
- for terminations under Points (a), (d), (f), (h), (i.i) and (j) above: on the day after the notification
of the confirmation is received by the beneficiary.
34.3.3 Effects
The beneficiary must — within 60 days from when termination takes effect — submit a final report
(see Article 15.4).
If the Agreement is terminated for breach of the obligation to submit report(s) (see Articles 15.8 and
34.3.1(i)), the beneficiary may not submit any reports after termination.
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If the Commission does not receive the report(s) within the deadline (see above), no costs will be
taken into account.
The Commission will calculate the final grant amount (see Article 5.3) and the balance (see
Article 16.4) on the basis of the reports submitted. Only costs incurred until termination takes effect
are eligible (see Article 6). Costs relating to contracts due for execution only after termination are
not eligible.
This does not affect the Commission's right to reduce the grant (see Article 27) or to impose
administrative sanctions (Article 29).
The beneficiary may not claim damages due to termination by the Commission (see Article 30).
After termination, the beneficiary’s obligations (in particular Articles 15, 17, 18, 19, 21, 22, 24, 26,
27 and 28) continue to apply.
SECTION 4 FORCE MAJEURE
ARTICLE 35 — FORCE MAJEURE
‘Force majeure’ means any situation or event that:
- prevents either party from fulfilling their obligations under the Agreement,
- was unforeseeable, exceptional situation and beyond the parties’ control,
- was not due to error or negligence on their part (or on the part of third parties involved in the
action), and
- proves to be inevitable in spite of exercising all due diligence.
The following cannot be invoked as force majeure:
- any default of a service, defect in equipment or material or delays in making them available,
unless they stem directly from a relevant case of force majeure,
- labour disputes or strikes, or
- financial difficulties.
Any situation constituting force majeure must be formally notified to the other party without delay,
stating the nature, likely duration and foreseeable effects.
The parties must immediately take all the necessary steps to limit any damage due to force majeure
and do their best to resume implementation of the action as soon as possible.
The party prevented by force majeure from fulfilling its obligations under the Agreement cannot be
considered in breach of them.
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CHAPTER 7 FINAL PROVISIONS
ARTICLE 36 — COMMUNICATION BETWEEN THE PARTIES
36.1 Form and means of communication
Communication under the Agreement (information, requests, submissions, ‘formal notifications’, etc.)
must:
- be made in writing and
- bear the number of the Agreement.
Until the payment of the balance: all communication must be made through the electronic exchange
system and using the forms and templates provided there.
After the payment of the balance: formal notifications must be made by registered post with proof
of delivery (‘formal notification on paper’).
Communications in the electronic exchange system must be made by persons authorised according to
the Participant Portal Terms & Conditions. For naming the authorised persons, the beneficiary must
have designated — before the signature of this Agreement — a ‘legal entity appointed representative
(LEAR)’. The role and tasks of the LEAR are stipulated in his/her appointment letter (see Participant
Portal Terms & Conditions).
If the electronic exchange system is temporarily unavailable, instructions will be given on the
Commission websites.
36.2 Date of communication
Communications are considered to have been made when they are sent by the sending party (i.e. on
the date and time they are sent through the electronic exchange system).
Formal notifications through the electronic exchange system are considered to have been made when
they are received by the receiving party (i.e. on the date and time of acceptance by the receiving party,
as indicated by the time stamp). A formal notification that has not been accepted within 10 days after
sending is considered to have been accepted.
Formal notifications on paper sent by registered post with proof of delivery (only after the payment
of the balance) are considered to have been made on either:
- the delivery date registered by the postal service or
- the deadline for collection at the post office.
If the electronic exchange system is temporarily unavailable, the sending party cannot be considered
in breach of its obligation to send a communication within a specified deadline.
36.3 Addresses for communication
The electronic exchange system must be accessed via the following URL:
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https://ec.europa.eu/research/participants/portal/desktop/en/projects/
The Commission will formally notify the beneficiary in advance any changes to this URL.
Formal notifications on paper (only after the payment of the balance) addressed to the Commission
must be sent to the following address:
European Commission
Directorate General Justice and Consumers
Programme and financial management (MO59 4/16)
B-1049 Brussels
BELGIUM
Formal notifications on paper (only after the payment of the balance) addressed to the beneficiary
must be sent to its legal address as specified in the Participant Portal 'Beneficiary Register.
ARTICLE 37 — INTERPRETATION OF THE AGREEMENT
37.1 Precedence of the Terms and Conditions over the Annexes
The provisions in the Terms and Conditions of the Agreement take precedence over its Annexes.
Annex 2 takes precedence over Annex 1.
37.2 Privileges and immunities
Not applicable
ARTICLE 38 — CALCULATION OF PERIODS, DATES AND DEADLINES
In accordance with Regulation No 1182/7112, periods expressed in days, months or years are calculated
from the moment the triggering event occurs.
The day during which that event occurs is not considered as falling within the period.
ARTICLE 39 — AMENDMENTS TO THE AGREEMENT
39.1 Conditions
The Agreement may be amended, unless the amendment entails changes to the Agreement which
would call into question the decision awarding the grant or breach the principle of equal treatment
of applicants.
Amendments may be requested by any of the parties.
39.2 Procedure
12 Regulation (EEC, Euratom) No 1182/71 of the Council of 3 June 1971 determining the rules applicable to periods,
dates and time-limits (OJ L 124, 8/6/1971, p. 1).
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The party requesting an amendment must submit a request for amendment signed in the electronic
exchange system (see Article 36).
The request for amendment must include:
- the reasons why;
- the appropriate supporting documents.
The Commission may request additional information.
If the party receiving the request agrees, it must sign the amendment in the electronic exchange system
within 45 days of receiving notification (or any additional information the Commission has requested).
If it does not agree, it must formally notify its disagreement within the same deadline. The deadline
may be extended, if necessary for the assessment of the request. If no notification is received within
the deadline, the request is considered to have been rejected.
An amendment enters into force on the day of the signature of the receiving party.
An amendment takes effect on the date agreed by the parties or, in the absence of such an agreement,
on the date on which the amendment enters into force.
ARTICLE 40 — ACCESSION TO THE AGREEMENT
Not applicable
ARTICLE 41 — APPLICABLE LAW AND SETTLEMENT OF DISPUTES
41.1 Applicable law
The Agreement is governed by the applicable EU law, supplemented if necessary by the law of
Belgium.
41.2 Dispute settlement
If a dispute concerning the interpretation, application or validity of the Agreement cannot be settled
amicably, the General Court — or, on appeal, the Court of Justice of the European Union — has sole
jurisdiction. Such actions must be brought under Article 272 of the Treaty on the Functioning of the
EU (TFEU).
If a dispute concerns administrative sanctions, offsetting or an enforceable decision under Article 299
TFEU (see Articles 28, 29 and 30), the beneficiary must bring action before the General Court — or,
on appeal, the Court of Justice of the European Union — under Article 263 TFEU.
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ARTICLE 42 — ENTRY INTO FORCE OF THE AGREEMENT
The Agreement will enter into force on the day of signature by the Commission or the beneficiary,
depending on which is later.
SIGNATURES
For the beneficiary For the Commission
[--TGSMark#signature-994060075_75_210--] [--TGSMark#signature-service_75_210--]
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EUROPEAN COMMISSION
DIRECTORATE-GENERAL JUSTICE AND CONSUMERS
Programme and financial management
ANNEX 1 (part A)
REC Action Grant
NUMBER — 763952 — ESTROM
Associated with document Ref. Ares(2017)4762361 - 29/09/2017
Table of Contents
1.1. The project summary................................................................................................................................. 3
1.2. The list of beneficiaries..............................................................................................................................4
1.3. Workplan Tables - Detailed implementation..............................................................................................5
1.3.1. WT1 List of work packages........................................................................................................... 5
1.3.2. WT2 List of deliverables................................................................................................................ 6
1.3.3. WT3 Work package descriptions................................................................................................... 7
Work package 1........................................................................................................................... 7
Work package 2........................................................................................................................... 9
Work package 3......................................................................................................................... 11
1.3.4. WT4 List of milestones................................................................................................................ 13
1.3.5. WT5 Critical Implementation risks and mitigation actions........................................................... 14
1.3.6 WT6 Summary of project effort in person-months........................................................................15
1.3.7. WT7 Tentative schedule of project reviews.................................................................................16
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1.1. The project summary
Project Number 1 763952 Project Acronym 2 ESTROM
One form per project
General information
Project title 3
Activation and empowerment of Roma integration stakeholders in Estonia
Starting date 4 01/08/2017
Duration in months 5 12
Call (part) identifier 6 REC-DISC-AG-2016-03
REC-RDIS-NRCP-AG-2016
Topic
Rectricted action grants to support National Roma platforms
Fixed EC Keywords
Estonia, Roma Platform, local stakeholders, co-operation, inclusion, participation,
Free keywords youth, women, trainings, good practices, web-page, consultations,awareness-rising,
mediation
Abstract 7
Objectives
Identifying of relevant stakeholders for Roma integration at local level. Preparations for setting up local Roma
platforms in municipalities where the Roma live in considerable number. Preparations for employment of roma-
mediators in future.
Rising visibility of the National Roma Integration Council as national Roma platvorm and establishing co-operation
between the Council and local stakeholders.
Fostering creation and empowerment of Roma organisations in Estonia, especially Roma youth and Roma women
organisations through training and facilities.
Ascertaining and fostering young Roma activists to become Roma spokespersons and/or mediators through
communicative activities and training on civil society, administrative management, creation and managing of CSOs,
project management and communication skills.
Activities
One kick-off meeting and one closing meeting for project participants.
Consultations of the National Roma Integration Council with local authorities and institutions like schools,
Unemployment Security Fund etc. To facilitate co-operation between authorities and local Roma comminities (3 on-
site meetings).
Trainings for roma leaders and young Roma. (four 2-3 day sessions, 2 different individual trainings for 3 persons)
Creation of webpage to disseminate information on project activities and good Roma integration practices, as well
as material on Roma history, culture , traditions and way of life. Preparation and translation of the materials to be
published.
Studies to better understand the attitudes and expectations of young Roma (incl Roma women) towards civil society,
and assemble the experience and best practice of Estonian comprehensive school pedagogues working/having worked
with Roma pupils.
Type and number of persons benefiting form the project
The main target are the Roma living in Estonia (641 persons) in particular Roma youth. Local public officials,
teachers, social workers, NGO workers.
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1.2. List of Beneficiaries
Project Number 1 763952 Project Acronym 2 ESTROM
List of Beneficiaries
Project Project
No Name Short name Country entry exit
month8 month
1 Eesti Vabariigi Kultuuriministeerium KuM Estonia 1 12
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1.3. Workplan Tables - Detailed implementation
1.3.1. WT1 List of work packages
WP Person- Start End
WP Title Lead beneficiary10
Number9 months11 month12 month13
Management and coordination of the
WP1 1 - KuM 4.60 1 12
Project
Rising visibility of the National
Roma Integration Council as
WP2 a national Roma Platform and 1 - KuM 1.00 1 12
establishing co-operation between
the Council and local stakeholders
Identifying of relevant stakeholders
for Roma integration, empowerment
WP3 1 - KuM 1.00 1 12
of potentioal Roma spokespersons/
mediators
Total 6.60
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1.3.2. WT2 list of deliverables
Due
Deliverable WP Dissemination
Deliverable Title Lead beneficiary Type 15 Date (in
Number14 number9 level16
months)17
Confidential,
only for members
of the consortium
D1.1 Project team meetings WP1 1 - KuM Report 12
(including the
Commission
Services)
Websites,
Webpage of the project
D2.1 WP2 1 - KuM patents Public 12
and Roma Platform
filling, etc.
Statistical data sheet on
D2.2 WP2 1 - KuM Report Public 2
Estonian Roma
Confidential,
only for members
Consultations of
of the consortium
D2.3 National Roma WP2 1 - KuM Report 11
(including the
Integration Council
Commission
Services)
Roma Holocaust Day
D2.4 WP2 1 - KuM Report Public 3
commemoration
Survey report of
D2.5 WP2 1 - KuM Report Public 11
pedagogues
Workshop for
D2.6 pedagogues working WP2 1 - KuM Other Public 12
with Roma pupils
Confidential,
only for members
Foundation meeting
of the consortium
D3.1 of Roma Women's WP3 1 - KuM Report 3
(including the
Association
Commission
Services)
Survey report of Roma
D3.2 WP3 1 - KuM Report Public 5
youth
Confidential,
only for members
Trainings for Roma of the consortium
D3.3 WP3 1 - KuM Other 12
leaders (including the
Commission
Services)
Training courses for
D3.4 WP3 1 - KuM Other Public 11
Roma youth
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1.3.3. WT3 Work package descriptions
Work package number 9 WP1 Lead beneficiary 10 1 - KuM
Work package title Management and coordination of the Project
Start month 1 End month 12
Objectives
General project management and coordination. A part time (0,5) Project assistant/co-ordinator for 12 months.
Financial service: calculation of taxes, invoice processing in corresponding system, accounting.
Meetings (3) for Project participants (the core team).
Description of work and role of partners
WP1 - Management and coordination of the Project [Months: 1-12]
KuM
A part-time (20 working hours per week, 0,5 full-time equivalent) project manager/co-ordinator will be employed whose
tasks will be organising of events, trainings, meetings, updating Project web-page. Compilation of meeting minutes,
monitoring of Project implementation, writing reports. Preparation of any documents or information requires by the
European Commission and verification of their completeness and correctness before passing them, ensuring that all
payments are made, preparing contracts to be concluded and monitoring their implementation, drawing up reports
needed for Project evaluation.
2.A financial support officer (8 working hours per month) will be employed whose tasks are calculation of taxes,
processing of invoices and accounting.
3.
Participation per Partner
Partner number and short name WP1 effort
1 - KuM 4.60
Total 4.60
List of deliverables
Due
Deliverable
Deliverable Title Lead beneficiary Type 15
Dissemination level 16 Date (in
Number14
months)17
Confidential, only
for members of the
D1.1 Project team meetings 1 - KuM Report consortium (including 12
the Commission
Services)
Description of deliverables
Reports to European Commission.
3 meetings for 16 participants.
D1.1 : Project team meetings [12]
3 Project team planning and evaluation meetings will be organised.
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Schedule of relevant Milestones
Due
Milestone
Milestone title Lead beneficiary Date (in Means of verification
number18
months)
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Work package number 9 WP2 Lead beneficiary 10 1 - KuM
Rising visibility of the National Roma Integration Council as a national Roma Platform
Work package title
and establishing co-operation between the Council and local stakeholders
Start month 1 End month 12
Objectives
Rising visibility of the National Roma Integration Council as a national Roma Platform and establishing co-operation
between the Council and local stakeholders.
Description of work and role of partners
WP2 - Rising visibility of the National Roma Integration Council as a national Roma Platform and
establishing co-operation between the Council and local stakeholders [Months: 1-12]
KuM
Creation of homepage for the Platform for dissemination of information and awareness rising.
Consultations of the Roma Integration Council with local authorities and institutions.
Roma Holocaust Day commemorations.
Data purchase from the Population Register to identify the number of Roma by sex, age, residence, citizenship and
socio-economic status.
Survey of experiences and practices of pedagogues working with Roma.
Participation per Partner
Partner number and short name WP2 effort
1 - KuM 1.00
Total 1.00
List of deliverables
Due
Deliverable
Deliverable Title Lead beneficiary Type 15
Dissemination level 16 Date (in
Number14
months)17
Websites,
Webpage of the project
D2.1 1 - KuM patents Public 12
and Roma Platform
filling, etc.
Statistical data sheet on
D2.2 1 - KuM Report Public 2
Estonian Roma
Confidential, only
Consultations of National for members of the
D2.3 Roma Integration 1 - KuM Report consortium (including 11
Council the Commission
Services)
Roma Holocaust Day
D2.4 1 - KuM Report Public 3
commemoration
Survey report of
D2.5 1 - KuM Report Public 11
pedagogues
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List of deliverables
Due
Deliverable
Deliverable Title Lead beneficiary Type 15
Dissemination level 16 Date (in
Number14
months)17
Workshop for
D2.6 pedagogues working with 1 - KuM Other Public 12
Roma pupils
Description of deliverables
Webpage.
Meetings (3 meetings up to 25 participants).
Event (1 event for 50 participants)
Statistical data (1 data sheet/report)
Survey report (1 report)
Workshop (1 workshop for ca 60 participants)
D2.1 : Webpage of the project and Roma Platform [12]
An IT solution will be created, original materials on Estonian Roma and translations produced. All project materials
and information will be published and updated on the webpage. The webpage will be created in June-July 2017 and
updated throughout the duration of the project.
D2.2 : Statistical data sheet on Estonian Roma [2]
Statistical data report identifying the number of Estonian Roma by sex, age, residence, education and socio-economic
status. The data will be used for the studies to be carried out in the course of the project.
D2.3 : Consultations of National Roma Integration Council [11]
3 on-site meetings (up to 25 participants each) of the National Roma Integration Council and local authorities and
institutions.
D2.4 : Roma Holocaust Day commemoration [3]
Event: Roma Holocaust Day commemoration at Roma holocaust memorial (at least 50 participants).
D2.5 : Survey report of pedagogues [11]
A survey report of the experiences of pedagogues working or having worked with Roma pupils.
D2.6 : Workshop for pedagogues working with Roma pupils [12]
Programme of the workshop. List of participants.
Schedule of relevant Milestones
Due
Milestone
Milestone title Lead beneficiary Date (in Means of verification
number18
months)
Roma Holocaust day
MS1 1 - KuM 2 Event with 50 participants
commemoration
Homepage for Roma
Platform for dissemination of
MS2 Webpage 1 - KuM 12
information and awareness
rising.
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Work package number 9 WP3 Lead beneficiary 10 1 - KuM
Identifying of relevant stakeholders for Roma integration, empowerment of potentioal
Work package title
Roma spokespersons/mediators
Start month 1 End month 12
Objectives
Identifying of relevant stakeholders for Roma integration, empowerment of potential Roma spokespersons/mediators.
Description of work and role of partners
WP3 - Identifying of relevant stakeholders for Roma integration, empowerment of potentioal Roma
spokespersons/mediators [Months: 1-12]
KuM
Survey of Roma youth and identification of potential Roma activists/spokespersons to be empowered through training.
Individual trainings for Roma leaders.
Foundation meeting of Roma Women's Association.
Training for Roma youth.
Participation per Partner
Partner number and short name WP3 effort
1 - KuM 1.00
Total 1.00
List of deliverables
Due
Deliverable
Deliverable Title Lead beneficiary Type 15
Dissemination level 16 Date (in
Number14
months)17
Confidential, only
Foundation meeting for members of the
D3.1 of Roma Women's 1 - KuM Report consortium (including 3
Association the Commission
Services)
Survey report of Roma
D3.2 1 - KuM Report Public 5
youth
Confidential, only
for members of the
Trainings for Roma
D3.3 1 - KuM Other consortium (including 12
leaders
the Commission
Services)
Training courses for
D3.4 1 - KuM Other Public 11
Roma youth
Description of deliverables
Survey report (1 report).
Training (2 trainings,3 participants each).
Meeting (1 meeting, ca 20 participants).
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Training (4 sessions, 23 participants each training).
D3.1 : Foundation meeting of Roma Women's Association [3]
Meeting: Roma Women's Association foundation meeting (ca 20 participants).
D3.2 : Survey report of Roma youth [5]
Survey report: A survey report of Roma youth.
D3.3 : Trainings for Roma leaders [12]
2 individual trainings for the leaders of registered Roma organisations (3 persons).
D3.4 : Training courses for Roma youth [11]
4 2-3 day sessions for 23 participants.
Schedule of relevant Milestones
Due
Milestone
Milestone title Lead beneficiary Date (in Means of verification
number18
months)
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1.3.4. WT4 List of milestones
Due
Milestone WP
Milestone title Lead beneficiary Date (in Means of verification
number18 number9
months)17
Roma Holocaust day
MS1 WP2 1 - KuM 2 Event with 50 participants
commemoration
Homepage for Roma
Platform for dissemination of
MS2 Webpage WP2 1 - KuM 12
information and awareness
rising.
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1.3.5. WT5 Critical Implementation risks and mitigation actions
Risk
Description of risk WP Number Proposed risk-mitigation measures
number
To mitigate the risk, the identifiers will explain the
responsibilities involved with participation, this
will be repeated throughout the training sessions.
The greatest risk lies in
The trainings are designed to suit the Roma, they
ability of the young Roma
1 WP2, WP3 are interesting and interactive, culture programme
to attend and finish all the
is included in each training session. The training
planned training sessions.
sessions will be organised in the country-side in
Valga County, where the biggest part of Estonian
Roma live.
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1.3.6. WT6 Summary of project effort in person-months
WP1 WP2 WP3 Total Person/Months per Participant
1 - KuM 4.60 1 1 6.60
Total Person/Months 4.60 1 1 6.60
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1.3.7. WT7 Tentative schedule of project reviews
Review Tentative Planned venue
Comments, if any
number 19 timing of review
In the framework of the assessment of the final
RV1 12 To be decided narrative and financial report, a review may be
organised
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Associated with document Ref. Ares(2017)4762361 - 29/09/2017
1. Project number
The project number has been assigned by the Commission as the unique identifier for your project. It cannot be
changed. The project number should appear on each page of the grant agreement preparation documents (part A
and part B) to prevent errors during its handling.
2. Project acronym
Use the project acronym as given in the submitted proposal. It can generally not be changed. The same acronym should
appear on each page of the grant agreement preparation documents (part A and part B) to prevent errors during its
handling.
3. Project title
Use the title (preferably no longer than 200 characters) as indicated in the submitted proposal. Minor corrections are
possible if agreed during the preparation of the grant agreement.
4. Starting date
Unless a specific (fixed) starting date is duly justified and agreed upon during the preparation of the Grant Agreement,
the project will start on the first day of the month following the entry into force of the Grant Agreement (NB : entry into
force = signature by the Commission). Please note that if a fixed starting date is used, you will be required to provide a
written justification.
5. Duration
Insert the duration of the project in full months.
6. Call (part) identifier
The Call (part) identifier is the reference number given in the call or part of the call you were addressing, as indicated
in the publication of the call in the Official Journal of the European Union. You have to use the identifier given by the
Commission in the letter inviting to prepare the grant agreement.
7. Abstract
8. Project Entry Month
The month at which the participant joined the consortium, month 1 marking the start date of the project, and all other start
dates being relative to this start date.
9. Work Package number
Work package number: WP1, WP2, WP3, ..., WPn
10. Lead beneficiary
This must be one of the beneficiaries in the grant (not a third party) - Number of the beneficiary leading the work in this
work package
11. Person-months per work package
The total number of person-months allocated to each work package.
12. Start month
Relative start date for the work in the specific work packages, month 1 marking the start date of the project, and all other
start dates being relative to this start date.
13. End month
Relative end date, month 1 marking the start date of the project, and all end dates being relative to this start date.
14. Deliverable number
Deliverable numbers: D1 - Dn
15. Type
Please indicate the type of the deliverable using one of the following codes:
R Document, report
DEM Demonstrator, pilot, prototype
DEC Websites, patent fillings, videos, etc.
OTHER
ETHICS Ethics requirement
ORDP Open Research Data Pilot
16. Dissemination level
Associated with document Ref. Ares(2017)4762361 - 29/09/2017
Please indicate the dissemination level using one of the following codes:
PU Public
CO Confidential, only for members of the consortium (including the Commission Services)
EU-RES Classified Information: RESTREINT UE (Commission Decision 2005/444/EC)
EU-CON Classified Information: CONFIDENTIEL UE (Commission Decision 2005/444/EC)
EU-SEC Classified Information: SECRET UE (Commission Decision 2005/444/EC)
17. Delivery date for Deliverable
Month in which the deliverables will be available, month 1 marking the start date of the project, and all delivery dates
being relative to this start date.
18. Milestone number
Milestone number:MS1, MS2, ..., MSn
19. Review number
Review number: RV1, RV2, ..., RVn
20. Installation Number
Number progressively the installations of a same infrastructure. An installation is a part of an infrastructure that could be
used independently from the rest.
21. Installation country
Code of the country where the installation is located or IO if the access provider (the beneficiary or linked third party) is
an international organization, an ERIC or a similar legal entity.
22. Type of access
VA if virtual access,
TA-uc if trans-national access with access costs declared on the basis of unit cost,
TA-ac if trans-national access with access costs declared as actual costs, and
TA-cb if trans-national access with access costs declared as a combination of actual costs and costs on the basis of
unit cost.
23. Access costs
Cost of the access provided under the project. For virtual access fill only the second column. For trans-national access
fill one of the two columns or both according to the way access costs are declared. Trans-national access costs on the
basis of unit cost will result from the unit cost by the quantity of access to be provided.
Associated with document Ref. Ares(2017)4762361 - 29/09/2017
Part B
Contents
1. Definition of the problem, needs assessment and objectives of the project ...................................... 2
2. Relevance and justification ............................................................................................................... 4
3. Expected results ............................................................................................................................... 5
4. European added value ...................................................................................................................... 5
5. Methodology ..................................................................................................................................... 6
6. Timeline by work package................................................................................................................. 6
7. The partnership and the core project team ....................................................................................... 7
8. Subcontracting .................................................................................................................................. 7
9. Monitoring of the project implementation; risks and measures to mitigate them ............................... 7
10. Evaluation of the project activities, deliverables and results ........................................................... 8
11. Dissemination strategy and communication tools ........................................................................... 8
12. Sustainability and long-term impact of the project results ............................................................... 9
13. Ethical issues related to the project ................................................................................................ 9
14. Mainstreaming ................................................................................................................................ 9
15. Description of child protection policy ............................................................................................. 10
16. English translation of the abstract ................................................................................................. 11
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1. Definition of the problem, needs assessment and objectives of the project
What are the problems and/or the current situation? Which are the needs that the project aims to address?
In relation to these problems and needs, what are the major objectives that the project should attain? Who are the target group(s) of
your activities and why were they chosen?
Note:
You are expected to provide here a needs assessment for your proposed activities. Such needs assessment should include
relevant and reliable data and should contain a robust analysis clearly demonstrating the need for the action. The applicant can
refer to existing research, studies, previous projects which had already identified the need. The needs assessment must make it
clear to what extent the action will meet the need and this shall be quantified. You are requested to be specific and focus on the
actual needs that your project will aim to address and not limit the analysis to general statements and information about the
problems and needs of the target group in general.
The National Roma Platform will be set up on the basis of the National Roma Integration Council
which was created in December 2015 by the Ministry of Culture. The Council involves representatives
form relevant ministries and local governments, representatives of all three registered Roma
organisations as well as the Integration and Migration Foundation. The aim of the Council is to
encourage and facilitate dialogue, promote mutual learning and cooperation between the
stakeholders, as well as discuss the problems related to Roma integration and find solutions to these
problems. The Council focuses on two main objectives: Roma education and public awareness rising
about Roma, their culture, way of life and fighting against stigmatization of the minority. The first
meeting of the Council was held in January 2016 and an Action Plan for 2016 activities was adopted.
In October 2016 the Action Plan for 2017 was adopted: submission and implementation of present
project. The primary task for the Council is encouraging dialogue between all stakeholders and
empowering the Roma as partners for the state institutions and local governments. As the key issue
of Estonian Roma integration is Roma education and lack of support to the education process, the
next task in the Council’s working plan is encouraging local governments with an aim to ensure their
support for setting up a small number of Roma (school) mediators in municipalities where Roma
children and young people live.
According to the Estonian Population Register, the Roma community in Estonia consists of 641
persons, all are documented and settled. The Estonian Roma do not form a unitary community or
communities, but live dispersed all over Estonia, except few counties.
Today, there are only three Roma organisations registered in Estonia (with quite limited membership)
which have not been very active nor capable, and their activities do not involve the whole Estonian
Roma community, but are rather local. Still, positive developments have occurred in 2016. Third
Roma organisation, the Central-Estonian Roma Union, was created and a Roma Women’s Club is
being set up. This year, the few existing Roma activists (2-3 persons) have become more motivated
to work for the whole community, to build a wider network and strengthen it through motivation of
potential members to participate, as well as by improving their skills and capabilities necessary for
effective action. What is particularly important, the willingness to contribute in integration activities has
increased among the activists. Thus, it is vital to support and further encourage the continuation of
these positive trends through empowering the Roma, who would be interested in contributing to better
Roma integration, especially young Roma integration into general society. So far, contacts of
authorities with the Roma community have been weak and willingness to co-operate form the side of
Roma rather passive. On the other hand, the knowledge and understanding of Roma culture and way
of life, in schools and authorities needs improvement too.
In 2014 the Tallinn Technical University commissioned a survey „The situation of Roma youth in
Estonia: education and working environment“http://www.erinevusrikastab.ee/wp-
content/uploads/2014/03/roma-noored-2014.pdf highlighted:
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- “compared to other national minorities in Estonia the Roma are on other position towards education
and employment. The necessity of education is not generally acknowledged and it is not perceived as
the most important precondition to succeed in practical life. The young people are severely affected
by the standpoints of their parents”;
- “the Roma are rather passive towards improvement of their living standard, they have no
attainments necessary to make progress in the society”.
The survey stressed the need for better co-operation with stakeholders on national, regional, local
level as well as better organisation into Roma NGOs, mapping and clear expression of their
expectations.
The objectives of this project are:
1. Identifying of relevant stakeholders for Roma integration at local level, ascertaining and fostering
the young Roma activists to become Roma spokespersons and/or mediators through communicative
activities and training on civil society, administrative management, formation and management of
NGOs, project management and communication skills. Preparation for setting up local Roma
platforms in municipalities where the Roma live in considerable number. Attainment for employment
Roma mediators in future.
To achieve this aim, a study which will be carried out in big extent by the Roma, is planned with a
view to learn about the attitudes and expectations of the young Roma towards the general society
and especially towards civil society, their readiness to participate in it. The focus group (60 persons)
will be also asked about the attitudes towards the Roma mediation system, setting up of which is the
long-term aim of this project (to be implemented from 2018 on). As the result of this qualitative study,
a group of 20 potential young Roma spokespersons/mediators will be identified who will be offered
diverse civic education training. These trainings include a module focusing on Roma culture and
history, as well as on Estonian culture and history and other national minority cultures in Estonia.
In the course of another survey, the experiences and best practices of pedagogues working with
Roma pupils will be collected, analysed and published on the project web-site as well as on the
special multicultural education web-site http://www.innove.ee/et/yldharidus/muu-kodukeelega. A
conclusive workshop will be organised for the schools where Roma pupils learn.
2. Rising visibility of the National Roma Integration Council as a National Roma Platform and
establish cooperation between the Council and local stakeholders.
To facilitate the co-operation between authorities and local Roma communities, consultations of the
National Roma Integration Council with local authorities and institutions like schools, the
Unemployment Security Fund and other are planned in municipalities (3 on-site meetings, up to 25
participants each). Contacts will be facilitated with local young Roma, and municipalities will be
informed of the Roma mediation system and its potential for Roma integration. The homepage for
National Roma Platform will be created and updated. In addition to project information and results,
also background information about Roma history and culture, language, traditions and way of life will
be published as well as information about Roma NGOs in Estonia, guidelines of European institutions
on Roma integration etc.
To commemorate the Roma holocaust victims, raise awareness and increase understanding about
Roma history in Estonia, a special event will be organised on Roma Holocaust Day at Kalevi-Liiva
memorial (50 participants, hopefully more).
3. Fostering creation and empowerment of Roma organisations in Estonia, especially Roma youth
and Roma women organisations through training and facilities.
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Creation of Roma women’s organisation is crucial for activating and empowering of Roma women
living in Estonia, thus the project also aims to support the foundation of Roma women's association in
Central-Estonia, in Paide.
The three Roma NGO leaders will be offered three individual training courses: project management
training, psychology of negotiations and conflict solving training. All these skills are necessary for
effective management of NGO, for networking and, of course, for mediation activities.
The target group (20 young Roma) indentified in the course of Roma youth study and in addition
three older Roma NGO leaders, will be offered trainings in 4 modules, each module lasts 2-3 days.
The first two modules are interactive seminars aiming to increase trainees understanding what is a
civil society, how it functions, what it means to be a member of it, what are the responsibilities of each
sector in society, what are the rights and responsibilities of a citizen. The participants will learn to
value and respect their own culture and other cultures in Estonia. They learn to establish and manage
a NGO, to write a project application, learn and practice social and communication skills. The young
Roma will learn to function in society and be part of it. The aim of the project is creating a positive
attitude towards civil society, readiness for active citizenship and, on the other hand, strengthening
their Roma identity. The fourth module is practical, the participants will apply what they have learned.
Under supervision of a trainer, two real project applications will be prepared and submitted. After
getting the financing from some national fund, the real projects will be carried out by participants and
reports will be drawn up as a continuation of this project. The last module is Roma Youth Opinion-Day
where the participants will share their experiences gained during the project and a video report will be
made and published on the web-site. This part will be planned into the next project period, starting in
second semester of 2018. All information collected and results of the project will be distributed via
web-page(s) as well as at workshops.
2. Relevance and justification
How does your project address the call priority under which you are applying? What is the project's contribution in this area?
What are the innovative aspects of the project?
The project aims to empower the Roma organisations and activists, especially young people and
women through trainings and networking to be more capable for participation in dialogue and
decision-making processes and facilitate the process by consultations of the National Roma
Integration Council to be held and maintained with local governments and institutions.
The project will be carried out considering the national context: a small number of Roma, not very
open to integration and lack of continuous dialogue within the Estonian Roma community, as well as
with other integration stakeholders. At present, the capability of Roma for participation in dialogue is
very low. The education level of Roma is low: according to the last census from 2011, less than half
of Estonian Roma have basic education or higher.
Creation and extension of relevant network of a small and dispersed Roma community demands a lot
of traveling to create personal contacts and individually persuade the potential target group. Much
attention will be paid to empowerment of the Roma, especially the young people who have obtained
at least basic education and having already experienced success, with a view to develop a network of
young Roma activists, future Roma mediators/assistants or/and spokespersons, who are ready and
able to support and encourage other (young) Roma in obtaining education, finding job, getting social
welfare services ect. From the other side, contacts and on-going consultation process will be
established between local authorities and institutions and Roma as well as authorities and institutions
will be provided the necessary information and understanding of Roma culture. Last, but not least, in
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the course of the project, relevant information will be collected for the project as well as in the course
of the project, thus the implementation also feeds the reporting at all levels.
3. Expected results
What are the expected results of the project? Who will benefit from these results and how?
How will the target groups of the project benefit concretely from the project results and what shall change for them?
How will these results contribute to achieving the objectives of the call priority under which you are applying?
Note:
Results are immediate changes that arise for the target groups after the completion of the project (e.g. improved knowledge,
increased awareness). Results must be distinguished from deliverables, which are produced with the resources allocated to the
project, e.g. training courses, conferences, leaflets.
1. As a result of the project existing Roma organisations will be empowered to be better prepared for
effective dialogue and networking. Awareness, attitudes and competences necessary for effective
dialogue and cooperation of all stakeholders, especially the Roma are increased.
23 (young) Roma are better aware on functioning of civil society, on administrative management and
legislation, civil society institutions, on Roma history and culture (strengthening of Roma cultural
identity), on Estonian culture and other cultures. They have obtained basic project writing skills and
knowledge of NGO management.
The Roma activists have obtained better skills on maintaining of civil society organisations, in
submitting project applications, their communicative skills (negotiation, conflict-solving) have
significantly improved. The attitudes towards Roma integration have become more favourable among
all stakeholders and willingness to co-operate has increased.
2. Dialogue partners for Roma integration in municipalities, where most of the Roma live, are
identified. Ongoing dialogue and co-operation between all relevant stakeholders in these areas is
initiated.
3. A survey on experiences and successful practices of teachers working with Roma children is
carried out and published on the web-site, conclusive workshop for teachers, social workers and
Roma parents is held.
4. European added value
What is the project's added value at European level?
How will you ensure that the project methodology and/or deliverables and/or results will be transferable at European level?
Note: European added value of actions, including that of small-scale and national actions, shall be assessed in the light of criteria
such as their contribution to the consistent and coherent implementation of Union law, and to wide public awareness about the
rights deriving from it, their potential to develop mutual trust among Member States and to improve cross-border cooperation, their
transnational impact, their contribution to the elaboration and dissemination of best practices or their potential to contribute to the
creation of minimum standards, practical tools and solutions that address cross-border or Union-wide challenges.
Estonia with a very small number of Roma (0,05% of the general population) is quite exceptional in
Europe.Still, the results of the project can be applicable in other member states or in regions where
the number of Roma is small and dialogue between integration stakeholders weak.
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5. Methodology
Outline the approach and methodology. Explain why this is the best approach to attain the objectives and the proposed results.
Explain the structure and complementarity of the work packages.
The project will start with Roma youth study. Interviewing will be carried out by the Roma, the
methodology and data analysis will be done by a professional sociologist. In addition to the data and
findings 20 young potential Roma spokespersons/mediators/assistants will be identified who will
participate in training programme.
At the same time another study, identifying experiences of teachers and social-pedagogues, will be
conducted. Both studies will be used as a background material for recruitment of Roma mediators in
future. The leaders of existent Roma organisations (potential Roma mediators) get individual high-
quality communication trainings (negotiations and conflict-solving).
The identified group of 20 young Roma will be empowered through interactive and practical training.
They will learn to function in society and be part of it. The aim of the project is to create a positive
attitude towards civil society, readiness for active citizenship and, on the other hand, help to
strengthen their Roma identity, which is necessary for formation of opened attitudes towards the
society.
The National Roma Integration Council will held consultations to persuade the municipalities where
biggest Roma communities live to create local Roma platforms and provide support to Roma
mediators/assistants in future.
6. Timeline by work package
Provide in a structured manner the timing of the activities per Work package by using, for instance, a Gantt chart.
WORK PACKAGES 1 and 2
Month 1 Necessary data is purchased from Population Register to identify the number of Roma by
sex, age, residence, education and socio-economic status.
Month 1 A kick-off meeting for all project participants is held.
Month 1-12 A special webpage for the project is created (during month1) and updated throughout the
project duration.
Month 1-12 A Study of experiences of teachers working with Roma.
Month 4 (August) Roma Holocaust Day commemorations are held.
Month 4-12 Consultations of the National Roma Integration Council with local authorities and
institutions.
Month 7 Interim project evaluation meeting is held.
Month 12 Project evaluation meeting is held and conclusions are made.
WORK PACKAGE 3
Month 1-4 Study of Roma youth and identification of potential Roma activists/spokespersons to be
empowered
through training.
Month 1-12 Individual trainings for Roma NGO leaders are carried out.
Month 1-6 Roma Women’s Association has been created and is operating.
Month 4-12 A training programme for Roma youth (23 persons). 3 modules and practical end session
are carried out.
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7. The partnership and the core project team
Describe the partnership of organisations implementing the project (applicant, partners). Explain how the partners were selected, and
why is this partnership the best to attain the objectives of the project. Describe the value of the partnership, its strengths/weaknesses,
the organisational arrangements within the partnership and how you will ensure coordination within the partnership.
Introduce the persons of the core project team and list the CVs (to be attached to the application) of the key people working in the
project (project manager, financial manager and the key experts).
The applicant, Estonian Ministry of Culture which also functions as a National Roma Contact Point,
has overall responsibility for integration. The idea and structure of the whole project was discussed
and agreed by the National Roma Council. The Ministry of Culture will recruit a part-time project co-
ordinator, who will be partner for the Commission. This person co-ordinates all activities, organises
events and trainings, prepares contracts, monitors that all actions are implemented properly,
prepares, requests and reviews all documents or information required by the Commission and verifies
their completeness and correctness before passing them to the Commission, compiles and submits
the deliverables and reports to Commission, ensures that all payments are made.
Compiles and submits the final report with final financial report to the Ministry of Culture (the
beneficiary) and the European Commission. Experience in project management is required.
The project application was compiled by Ms Mall Saul, chief specialist of Department of Cultural
Diversity of the Ministry of Culture. Training activities for the young Roma were planned and designed
by Mr Toivo Sikk, a citizenship education specialist of the Integration and Migration Foundation „Our
people“. The third partner, active in designing of the project was Mr Roman Lutt, the chair of the
European Roma Forum in Estonia, which is an umbrella organisation for the other two Estonian
Roma organisations: the South Estonian Roma Union
and Central Estonian Roma Union.
Homepages of participating organisations:
Ministry of Culture http://www.kul.ee/en
Integration and Migration Foundation „Our people“ http://www.meis.ee/eng
CV-s on above-mentioned persons are attached.
8. Subcontracting
If applicable, explain the reasons for any subcontracting in your project.
Non applicable.
9. Monitoring of the project implementation; risks and measures to mitigate them
How will you ensure that the project is implemented as planned and what methods will you use to monitor its progress?
What are the potential risks and what action do you plan to undertake to mitigate them?
Continuous monitoring of the project implementation rests with the project manager/co-ordinator. The
coordinator will inform regularly the National Roma Integration Council on the progress and results of
the project.
The greatest risk lies in ability of the young Roma to attend and finish all the planned training
sessions. To mitigate the risk, the identifiers will explain the responsibilities involved with participation,
this will be repeated throughout the training sessions. The trainings are designed to suit the Roma,
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they are interesting and interactive, culture programme is included in each training session. The
training sessions will be organised in the country-side in Valga County, where the biggest part of
Estonian Roma live.
10. Evaluation of the project activities, deliverables and results
How will the project activities, the deliverables and the results be evaluated, and by whom?
Explain which quantitative and qualitative indicators you propose to use for the evaluation of the reach and coverage of project
activities and project results.
Explain what data will be collected, according to what method and at what moments, including feedback from project participants
(satisfaction surveys, evaluation forms, etc).
How will findings be analysed and reported and how will they be used.
Note: For the evaluation of the activities you will be requested to use the participation evaluation questionnaire to be provided by
the Commission.
You must identify which indicators you will use from the list provided in the Indicators excel sheet and include them in the indicators
of your project. You will be asked to report on those indicators as part of the project's Final Report.
Where relevant, data must be disaggregated by gender and by age.
The quantitative indicators:
Number of Roma participated in training courses
Number of participants in the meetings and other events
Other data collected:
Minutes and decisions of the meetings.
Memos of events
Feedback questionnaires filled in by trainees after trainings.
Survey reports.
Overall evaluation report will be prepared.
The findings will be used for forward planning for further activities.
11. Dissemination strategy and communication tools
How do you plan to disseminate (actively spread) information about the project, its activities and its results? Please specify in
particular:
Communication needs and objectives: What are the communication needs and objectives of the project?
Target groups and multipliers: What are the target groups? Which stakeholders or other organisations could possibly be
supporters and multipliers of the communication activities?
Key messages: Which messages will the activities convey in order to meet the communication objectives?
Distribution channels/tools: Which communicationchannels/tools will be used to convey the messages to your target
groups and multipliers?
How will your dissemination strategy facilitate further use and transferability of the project results?
The target groups of the results are the Roma and local integration stakeholders: civil cervants,
teachers,social workers, youth workers as well as policy makers at all levels.
The project information and results will be distributed via special webpage. Appropriate materials and
results will be published also on other relevant webpages.
The results of the project will be reported in media. The key message: the Roma are part of the
society.
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Press releases about the events will be sent to Estonian media.
12. Sustainability and long-term impact of the project results
What is planned as follow-up of the project after the financial support of the European Union has ended? How will the sustainability
of the project's results be assured? Are the project results likely to have a long-term impact? How?
Note: In this part you should not list activities or deliverables of your project, but you should focus on the expected long-term impact
of your project. The long-term impact refers to long-term socio-economic consequences that can be observed after a certain period
following the completion of the project and may affect either the target groups of the project or other groups falling outside the
boundary of the project, who may be winners or losers.
The long-term impact of meetings in municipalities is better awareness about effective Roma
integration measures (mediation) and better understanding of Roma culture among local Roma
integration stakeholders. The contacts created between the stakeholders are essential for further
dialogue and co-operation. The knowledge and skills acquired in training sessions are also very
practical, the trainees can use these in their future activities as Roma spokespersons or mediators.
13. Ethical issues related to the project
Describe any ethical issues which you could come across during the implementation of your project, including with regard to
interactions with target groups or persons benefiting from the project, and present your strategy to address them.
The interviewers will be aware about the relevant provisions of the Personal Data Protection Act and
all ethical rules necessary to apply when interviewing (consents for participation in interviewing will be
concluded).
Participants are never exposed in media involuntarily. Training does not create an obligation to act as
a Roma spokesperson or mediator in future.
14. Mainstreaming
How do you plan to ensure mainstreaming of equality between women and men and the rights of the child, and respect of the
Charter of Fundamental Rightsin the activities of your project?.
All activities are designed for both, women and men and gender balance will be taken into account
throughout the project.
15. Description of child protection policy
If applicable
If the applicant and/or any of the partners work directly with/have contact with children, provide a description of the child protection
policy of these organisations, covering the following topics:
purpose of the child protection policy;
application of the policy (applicable to which staff, in which situations);
responsibility: who is responsible for ensuring that the policy is adhered to;
description of recruitment and screening processes with regard to child protection policy (details of training on child
protection policy and rights of the child, screening, vetting (criminal background check). Preventing harm to children:
processes exist to help minimise the possibility of children being abused by those in positions of trust.
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Not applicable
16. English translation of the abstract
If applicable
Not applicable
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History of changes between your proposal and
Annex I to the Grant Agreement "Description of the
Action"
Please state whether you have made any changes in the data entered in on-line forms in the
participant portal (which will become part A of the Description of the Action) when compared to part B
of the original proposal (Description of workpackages and activities).
Changes suggested in NO1 Concise description of the change(s)
the Evaluation
Summary Report
Other changes YES Concise description of the change(s)
Reference to the purchase of 3 laptops for Roma
organisations was taken out because it is not an
eligible cost.
Please state whether you have made any changes in part B of the Description of the Action when
compared to part B of the original proposal (General Description of the project and applicant
organisation).
Changes suggested in NO No of section/page(s), concise description of the
the Evaluation change(s)
Summary Report
Other changes YES No of section/page(s), concise description of the
change(s)
Reference to the purchase of 3 laptops for Roma
organisations was taken out because it is not an
eligible cost.
Note: Please note that changes to your original proposal should be limited to modifications suggested in the
Evaluation Summary Report. We strongly advise against any other changes at this point as they may lead to the
Commission considering the modified proposal as not compliant with the one recommended for funding and
terminating the grant agreement preparation. Should you wish to introduce some modifications nevertheless (e.g. as a
result of "force majeure" changes that occurred since the date of your original proposal), these must be indicated in
the table. Failure to clearly signal any changes made to your proposal may lead to termination of the grant agreement
preparation or – at any point following the signature of a grant agreement – to the termination of the grant agreement
by the Commission. In accordance with Art. 34.3.1 (i)(ii).
1
Delete what is not applicable
11
Grant Agreement number: 763952 — ESTROM — REC-DISC-AG-2016/REC-DISC-AG-2016-03
ESTIMATED BUDGET FOR THE ACTION (page 1 of 2) Associated with document Ref. Ares(2017)4762361 - 29/09/2017
1
Estimated eligible costs (per budget category) EU contribution Action's estimated receipts
A. Direct B. Direct travel and subsistence costs C. Direct [D. Direct costs E. Other direct F. Indirect Total costs Financial
personnel costs costs of of fin. support] costs costs3 Income contributions
Reimbursement Maximum EU Maximum Action’s
subcontracting generated by given by third
rate %4 contribution5 grant amount6 total receipts
the action parties to the
beneficiaries
A.1 B.1 Travel B. Subsistence D.1 Financial E.1
Employees (or support Equipment
equivalent) D.2 Prizes E.2 Other
A.2 Natural goods and
persons under services
direct contract
and seconded
persons
Form of costs7 Actual Actual Actual Unit8 Actual Actual Actual Flat-rate9
f = flat-
g = a + b1
rate *
a b1 [b2] No Total [b2] c [d] e + b2 + h i=g*h j k l m=k+l
(a + b1 +b2
c + [d]+ e + f
+ c + [d] + e)
1. KuM 19,112.00 6,869.00 230.00 0.00 0.00 27,088.00 3,730.93 57,029.93 95 54,178.43 n\a 0.00 0.00 0.00
1
Grant Agreement number: 763952 — ESTROM — REC-DISC-AG-2016/REC-DISC-AG-2016-03
ESTIMATED BUDGET FOR THE ACTION (page 2 of 2) Associated with document Ref. Ares(2017)4762361 - 29/09/2017
(1) See Article 6 for the eligibility conditions.
(2) The consortium remains free to decide on a different internal distribution of the EU funding (via the consortium agreement; see Article 25.3)
(3) The indirect costs claimed must be free of any amounts covered by an operating grant (received under any EU or Euratom funding programme). A beneficiary that receives an operating grant during the duration of the action cannot claim any indirect costs for the year(s) covered by the operating grant (see Article 6.2.F)
(4) For the reimbursement rate, see Article 5.2
(5) This is the theoretical amount of the EU contribution, if the reimbursement rate is applied to all the budgeted costs. This theoretical amount is capped by the 'maximum grant amount'
(6) The 'maximum grant amount' is the maximum grant amount decided by the Commission. It normally corresponds to the requested grant, but may be lower
(7) See Article 5 for the cost forms
(8) See Annex 2a 'Additional information on the estimated budget' for the details (units, cost per unit)
(9) For the flat rate, see Article 6.2.F
2
Associated with document Ref. Ares(2017)4762361 - 29/09/2017
i print format A4
MODEL ANNEX 4 JUST MGA — MONO
landscape
FINANCIAL STATEMENT FOR [BENEFICIARY [name] / AFFILIATED ENTITY [name]] FOR REPORTING PERIOD [reporting period]
1 Receipts EU contribution
Eligible costs (per budget category)
Financial
F. Indirect Income Reimburseme Maximum EU
A. Direct personnel C. Direct costs of [D. Direct costs of fin. E. Other direct contributions given Requested EU
B. Direct travel and subsistence costs 2 Total costs generated by Total receipts 3 4
costs subcontracting support] costs costs by third parties to nt rate % constribution contribution
the action
the beneficiary
A.1 Employees (or
B.1 Travel B.2 Subsistence D.1 Financial support E.1 Equipment
equivalent)
A.2 Natural persons E.2 Other goods
D.2 Prizes
under direct contract and services
and
seconded persons
5 Actual Actual Actual 6 Actual Actual Actual 7
Cost form Unit Flat-rate
f= g=
a b1 [b2] No Total [b2] c [d] e flat-rate * (a + b1 a+ b1 +b2 + c [+ d h i j= h + i k l m
+b2 + c [+d ] + e) ]+e+f
Beneficiary /
affiliated entity
The beneficiary/affiliated entity hereby confirms that:
The information provided is complete, reliable and true.
The costs declared are eligible (see Article 6).
The costs can be substantiated by adequate records and supporting documentation that will be produced upon request or in the context of checks, reviews, audits and investigations (see Articles 12, 13 and 17).
For the last reporting period: that all the receipts have been declared (see Article 5.3.3).
i Please declare all eligible costs, even if they exceed the amounts indicated in the estimated budget (see Annex 2). Only amounts that were declared in your individual financial statements can be taken into account lateron, in order to replace other costs that are found to be ineligible.
1
See Article 6 for the eligibility conditions.
2
The indirect costs claimed must be free of any amounts covered by an operating grant (received under any EU or Euratom funding programme). A beneficiary that receives an operating grant during the duration of the action cannot claim any indirect costs for the year(s) covered by the operating
grant (see Article 6.2.F).
3
See Article 5.1 for the reimbursement rate.
4
This is the theoretical amount of EU contribution that the system calculates automatically (by multiplying the reimbursement rate by the total costs declared). The amount you request (in the column 'requested EU contribution') may be less.
5
See Article 5 for the cost forms.
6
If applicable See Annex 2a 'Additional information on the estimated budget' for the details (units, cost per unit).
7
See Article 6.2.F for the flat-rate.
Associated with document Ref. Ares(2017)4762361 - 29/09/2017
ANNEX 5
MODEL FOR THE CERTIFICATE ON THE FINANCIAL STATEMENT (CFS)
This document sets out:
- the objectives and scope of the independent report of factual findings on costs declared
under a EU grant agreement financed under the Rights equality and citizenship
Programme 2014-2020 and
- a model for the certificate on the financial statement (CFS).
1. Background and subject matter
[OPTION 1 for actions with one RP and NO interim payments: Within 60 days of the end of
the reporting period, the beneficiary must submit to the Commission a final report, which
should include (among other documents and unless declared not applicable in Article 15 of
the Grant Agreement) a certified financial statement (CFS; see proposed model below) for
itself and (if applicable) each affiliated entity, if:
- the cumulative amount of payments the beneficiary/affiliated entity requests as
reimbursement of actual costs is EUR 325 000 or more and
- the maximum EU contribution indicated for the beneficiary/affiliated entity in the
estimated budget (see Annex 2) as reimbursement of actual costs is EUR 750 000 or
more.]
[OPTION 2 for actions with several RPs and interim payments: Within 60 days of the end
of each reporting period, the beneficiary must submit to the Commission a periodic report,
which should include (among other documents and unless declared not applicable in Article
15 of the Grant Agreement) a certified financial statement (CFS; see proposed model
below) for itself and (if applicable) each affiliated entity, if:
- the cumulative amount of payments the beneficiary/affiliated entity requests as
reimbursement of actual costs is EUR 325 000 or more and
- the maximum EU contribution indicated for the beneficiary/affiliated entity in the
estimated budget (see Annex 2) as reimbursement of actual costs is EUR 750 000 or
more.
The CFS must be submitted every time the cumulative amount of payments requested (i.e.
including in previous financial statements) reaches the threshold (i.e. a first certificate once
the cumulative amount reaches 325 000, a second certificate once it reaches 650 000, a third
certificate once it reaches 975 000, etc.).
Once the threshold is reached, the CFS must cover all reporting periods for which no
certificate has yet been submitted.]
Associated with document Ref. Ares(2017)4762361 - 29/09/2017
The beneficiary must provide the CFS for itself and, if applicable, for its affiliated entity(ies).
The purpose of the audit on which the CFS is based is to give the Commission ‘reasonable
assurance’1 that costs declared as eligible costs under the grant (and, if relevant, receipts
generated in the course of the action) are being claimed by the beneficiary in accordance with
the relevant legal and financial provisions of the Grant Agreement.
The scope of the audit is limited to the verification of eligible costs included in the CFS. The
audit must be conducted in line with point 3 below.
Certifying auditors must carry out the audits in compliance with generally accepted audit
standards and indicate which standards they have applied. They must bear in mind that, to
establish a CFS, they must carry out a compliance audit and not a normal statutory audit. The
eligibility criteria in the Grant Agreement always override normal accounting practices.
The beneficiary and the auditor are expected to address any questions on factual data or
detailed calculations before the financial statement and the accompanying certificate are
submitted. It is also recommended that the beneficiary take into account the auditor’s
preliminary comments and suggestions in order to avoid a qualified opinion or reduce the
scope of the qualifications.
Since the certificate is the main source of assurance for cost claims and payments, it will be
easier to consider amounts as eligible if a non-qualified certificate is provided.
The submission of a certificate does not affect the Commission’s right to carry out its own
assessment or audits. Neither does the reimbursement of costs covered by a certificate
preclude the Commission, the European Anti-Fraud Office or the European Court of Auditors
from carrying out checks, reviews, audits and investigations in accordance with Article 17 of
the Grant Agreement.
The Commission expects the certificates to be issued by auditors according to the highest
professional standards.
2. Auditors who may deliver a certificate
The beneficiary is free to choose a qualified external auditor, including its usual external
auditor, provided that:
- the external auditor is independent from the beneficiary and
- the provisions of Directive 2006/43/EC2 are complied with.
1 This means a high degree of confidence.
2 Directive 2006/43/EC of the European Parliament and of the Council of 17 May 2006 on statutory audits of
annual accounts and consolidated accounts or similar national regulations (OJ L 157, 9.6.2006, p. 87).
Associated with document Ref. Ares(2017)4762361 - 29/09/2017
Independence is one of the qualities that permit the auditor to apply unbiased judgement and
objective consideration to established facts to arrive at an opinion or a decision. It also means
that the auditor works without direction or interference of any kind from the beneficiary.
Auditors are considered as providing services to the beneficiary under a purchase contract
within the meaning of Article 9 of the Grant Agreement. This means that the costs of the CFS
may normally be declared as costs incurred for the action, if the cost eligibility rules set out in
Articles 6 and 9.1.1 of the Grant Agreement are fulfilled (especially: best value for money and
no conflict of interests; see also below eligibility of costs of other goods and services). Where
the beneficiary uses its usual external auditor, it is presumed that they already have an
agreement that complies with these provisions and there is no obligation to find new bids.
Where the beneficiary uses an external auditor who is not their usual external auditor, it must
select an auditor following the rules set out in Article 9.1.1.
Public bodies can choose an external auditor or a competent public officer. In the latter case,
the auditor’s independence is usually defined as independence from the audited beneficiary
‘in fact and in appearance’. A preliminary condition is that this officer was not involved in
any way in drawing up the financial statements. Relevant national authorities establish the
legal capacity of the officer to carry out audits of that specific public body. The certificate
should refer to this appointment.
3. Audit methodology and expected results
3.1 Verification of eligibility of the costs declared
The auditor must conduct its verification on the basis of inquiry and analysis,
(re)computation, comparison, other accuracy checks, observation, inspection of records and
documents and by interviewing the beneficiary (and the persons working for it).
The auditor must examine the following documentation:
the Grant Agreement and any amendments to it;
the periodical and/or final report(s);
for personnel costs
o salary slips;
o time sheets;
o contracts of employment;
o other documents (e.g. personnel accounts, social security legislation, invoices,
receipts, etc.);
o proofs of payment;
for travel and subsistence costs
o the beneficiary’s internal rules on travel;
o transport invoices and tickets (if applicable);
o declarations by the beneficiary;
o other documents (proofs of attendance such as minutes of meetings, reports,
etc.);
o proofs of payment;
for equipment costs
o invoices;
o delivery slips / certificates of first use;
Associated with document Ref. Ares(2017)4762361 - 29/09/2017
o proofs of payment;
o depreciation method of calculation;
for subcontracting
o the call for tender;
o tenders (if applicable);
o justification for the choice of subcontractor;
o contracts with subcontractors;
o invoices;
o declarations by the beneficiary;
o proofs of payment;
o other documents: e.g. national rules on public tendering if applicable, EU
Directives, etc.;
for costs of other goods and services
o invoices;
o proofs of payment; and
o other relevant accounting documents.
General eligibility rules
The auditor must verify that the costs declared comply with the general eligibility rules set out
in Article 6.1 of the Grant Agreement.
In particular, the costs must:
be actually incurred;
be linked to the subject of the Grant Agreement and indicated in the beneficiary's
estimated budget (i.e. the latest version of Annex 2);
be necessary to implement the action which is the subject of the grant;
be reasonable and justified, and comply with the requirements of sound financial
management, in particular as regards economy and efficiency;3
have been incurred during the action, as defined in Article 3 of the Grant Agreement
(with the exception of the invoice for the audit certificate and costs relating to the
submission of the final report);
not be covered by another EU or Euratom grant (see below ineligible costs);
be identifiable, verifiable and, in particular, recorded in the beneficiary's accounting
records and determined according to the applicable accounting standards of the
country where it is established and its usual cost-accounting practices;
comply with the requirements of applicable national laws on taxes, labour and social
security;
be in accordance with the provisions of the Grant Agreement (see, in particular,
Articles 6 and 9-11a) and
have been converted to euro at the rate laid down in Article 15.6 of the Grant
Agreement:
o for beneficiaries with accounts established in a currency other than the euro:
3 To be assessed in particular on the basis of the procurement and selection procedures for service providers.
Associated with document Ref. Ares(2017)4762361 - 29/09/2017
Costs incurred in another currency must be converted into euros at the average
of the daily exchange rates published in the C series of the EU Official Journal
determined over the corresponding reporting period.
If no daily euro exchange rate is published in the EU Official Journal for the
currency in question, the rate used must be the average of the monthly
accounting rate established by the Commission and published on its website;
o for beneficiaries with accounts established in euro:
Costs incurred in another currency should be converted into euros applying the
beneficiary’s usual accounting practice.
The auditor must verify whether expenditure includes VAT and, if so, verify that the
beneficiary:
- cannot recover the VAT (this must be supported by a statement from the competent
body) and
- is not a public body acting as a public authority.
The auditor should base his/her audit approach on the confidence level following a review of
the beneficiary's internal control system. When using sampling, the auditor should indicate
and justify the sampling size.
Specific eligibility rules
In addition, the auditor must verify that the costs declared comply with the specific cost
eligibility rules set out in Article 6.2 and Articles 9.1.1, 10.1.1, 11.1.1, 11a.1.1 and 11a.1.2 of
the Grant Agreement.
Personnel costs
The auditor must verify that:
personnel costs have been charged and paid in respect of the actual time devoted by
the beneficiary’s personnel to implementing the action (justified on the basis of time
sheets or other relevant time-recording system);
personnel costs were calculated on the basis of annual gross salary, wages or fees (plus
obligatory social charges, but excluding any other costs) specified in an employment
or other type of contract, not exceeding the average rates corresponding to the
beneficiary’s usual policy on remuneration;
the work was carried out during the period of implementation of the action, as defined
in Article 3 the Grant Agreement;
the personnel costs are not covered by another EU or Euratom grant (see below
ineligible costs);
for additional remunerations: the 2 conditions set out in Article 6.2.A.1 of the Grant
Agreement are met (i.e. that it is part of the beneficiary’s usual remuneration practices
and is paid in a consistent manner whenever the same kind of work or expertise is
required and that the criteria used to calculate the supplementary payments are
objective and generally applied by the beneficiary, regardless of the source of funding
used);
for in-house consultants: the 3 conditions set out in Article 6.2.A.2 of the Grant
Agreement are met (i.e. that the in-house consultant works under the beneficiary’s
Associated with document Ref. Ares(2017)4762361 - 29/09/2017
instructions, that the result of the work carried out belongs to the beneficiary, and that
the costs are not significantly different from those for personnel performing similar
tasks under an employment contract).
The auditor should have assurance that the management and accounting system ensures
proper allocation of the personnel costs to various activities carried out by the beneficiary and
funded by various donors.
Travel and subsistence costs
The auditor must verify that travel and subsistence costs:
have been charged and paid in accordance with the beneficiary's internal rules or usual
practices (or, in the absence of such rules or practices, that they do not exceed the
scale normally accepted by the Commission4;
are not covered by another EU or Euratom grant (see below ineligible costs);
were incurred for travels linked to action tasks set out in Annex 1 of the Grant
Agreement;
were incurred in the eligible countries set out in the call for proposals.
Equipment costs
The auditor must verify that:
the equipment was acquired during the period of implementation of the action, as
defined in Article 3 of the Grant Agreement;
the equipment is purchased, rented or leased at normal market prices;
public authorities have complied with the national rules on public procurement;
the equipment is written off, depreciation has been calculated according to the tax and
accounting rules applicable to the beneficiary and only the portion of the depreciation
corresponding to the duration of the action has been declared and
the costs are not covered by another EU or Euratom grant (see below ineligible costs).
Costs of other goods and services
The auditor must verify that:
the purchase complies with best value for money (or lowest price) and that there was
no conflict of interests;
public bodies have complied with the national rules on public procurement;
the costs are not covered by another EU or Euratom grant (see below ineligible costs).
Subcontracting costs
The auditor must verify that:
the subcontracting complies with best value for money (or lowest price) and that there
was no conflict of interests;
4 See the Guide for Applicants — Action Grants.
Associated with document Ref. Ares(2017)4762361 - 29/09/2017
the subcontracting was necessary to implement the action for which the grant is
requested;
the subcontracting was provided for in Annex 1 and Annex 2 or agreed to by the
Commission at a later stage;
the subcontracting is supported by accounting documents in accordance with national
accounting law;
public bodies have complied with the national rules on public procurement.
Ineligible costs
The auditor must verify that the beneficiary has not declared any costs that are ineligible
under Article 6.4 of the Grant Agreement:
costs relating to return on capital;
debt and debt service charges;
provisions for future losses or debts;
interest owed;
doubtful debts;
currency exchange losses;
bank costs charged by the beneficiary’s bank for transfers from the Commission;
excessive or reckless expenditure;
deductible VAT;
VAT incurred by a public body acting as a public authority;
costs incurred during suspension of the implementation of the action;
in-kind contributions from third parties;
costs declared under other EU or Euratom grants (including those awarded by a
Member State and financed by the EU or Euratom budget or awarded by bodies other
than the Commission for the purpose of implementing the EU or Euratom budget); in
particular, indirect costs if the beneficiary is already receiving an operating grant
financed by the EU or Euratom budget in the same period;
costs incurred for permanent staff of a national administration for activities that are
part of its normal activities (i.e. not undertaken only because of the grant);
costs incurred for staff or representatives of EU institutions, bodies or agencies;
costs for activities that do/did not take place in one of the eligible countries specified
in the call for proposals (unless approved by the Commission).
For more information on cost eligibility, see the Guide for applicants — Action Grants.
3.2 Verification of receipts
The auditor must verify that the beneficiary has declared receipts within the meaning of
Article 5.3.3 of the Grant Agreement, i.e.:
income generated by the action (e.g. from the sale of products, services and
publications, conference fees) and
financial contributions given by third parties, specifically to be used for costs that are
eligible under the action.
Associated with document Ref. Ares(2017)4762361 - 29/09/2017
3.3 Verification of the beneficiary’s accounting system
The auditor must verify that:
the accounting system (analytical or other suitable internal system) makes it possible
to identify sources of financing for the action and related expenses incurred during
the contractual period and
expenses/income under the grant have been recorded systematically using a
numbering system that distinguishes them from expenses/income for other projects.
Associated with document Ref. Ares(2017)4762361 - 29/09/2017
Certificate on the financial statement (CFS)
To
[Beneficiary/affiliated entity’s full name
address]
We, [full name of the audit firm/organisation], established in [full address/city/country],
represented for signature of this audit certificate by [name and function of an authorised
representative],
hereby certify
that:
1. We have conducted an audit relating to the costs declared in the financial statement of
[name of beneficiary/affiliated entity] (the [‘beneficiary’][‘affiliated entity’]), to which
this audit certificate is attached and which is to be presented to the European Commission
under Grant Agreement No [insert number] — [insert acronym], covering costs for the
following reporting period(s): [insert reporting period(s)].
2. We confirm that our audit was carried out in accordance with generally accepted
auditing standards in compliance with ethical rules and on the basis of the provisions of
the Grant Agreement and its Annexes (and in particular the audit methodology
described in Annex 5).
3. The financial statement was examined and all necessary tests of [all][[X]%] of the
supporting documentation and accounting records were carried out in order to obtain
reasonable assurance that, in our opinion and on the basis of our audit
total costs of EUR [insert number] ([insert amount in words]) are eligible, i.e.:
actual;
determined in accordance with the [beneficiary’s][affiliated entity’s]
accounting principles;
incurred during the period referred to in Article 3 of the Grant Agreement;
recorded in the [beneficiary’s][affiliated entity’s] accounts (at the date of this
audit certificate);
comply with the specific eligibility rules in Article 6.2 of the Grant Agreement;
do not contain costs that are ineligible under Article 6.4 of the Grant
Agreement, in particular:
costs relating to return on capital;
debt and debt service charges;
provisions for future losses or debts;
interest owed;
doubtful debts;
currency exchange losses;
Associated with document Ref. Ares(2017)4762361 - 29/09/2017
bank costs charged by the [beneficiary’s][affiliated entity’s] bank for
transfers from the Commission;
excessive or reckless expenditure;
deductible VAT;
VAT incurred by a public body acting as a public authority;
costs incurred during suspension of the implementation of the action;
in-kind contributions provided by third parties;
costs declared under other EU or Euratom grants (including those
awarded by a Member State and financed by the EU or Euratom budget
or awarded by bodies other than the Commission for the purpose of
implementing the EU or Euratom budget); in particular, indirect costs if
the [beneficiary][affiliated entity] is already receiving an operating
grant financed by the EU or Euratom budget in the same period;
costs incurred for permanent staff of a national administration, for
activities that are part of its normal activities (i.e. not undertaken only
because of the grant);
costs incurred for staff or representatives of EU institutions, bodies or
agencies;
costs for activities that do not take place in one of the eligible countries
specified in the call for proposals (unless approved by the
Commission);
[are claimed according to the euro conversion rate referred to in Article 15.6 of
the Grant Agreement;]
total receipts of EUR [insert number] ([insert amount in words]) have been
declared under Article 5.3.3 of the Grant Agreement and
the [beneficiary’s][affiliated entity’s] accounting procedures are in compliance
with the accounting rules of the state in which it is established and permit direct
reconciliation of the costs incurred for the implementation of the action covered by
the EU grant with the overall statement of accounts relating to its overall activity.
[However, our audit opinion is qualified for:
costs of EUR [insert number]
receipts of EUR [insert number]
which in our opinion do not comply with the applicable rules.]
4. We are qualified/authorised to deliver this audit certificate [(for additional information,
see appendix to this certificate)].
5. The [beneficiary][affiliated entity] paid a price of EUR [insert number]) (including VAT
of EUR [insert number]) for this audit certificate. [OPTION 1: These costs are eligible
(i.e. incurred within 60 days of the end of the action referred to in Article 3 of the Grant
Agreement) and included in the financial statement.][OPTION 2: These costs were not
included in the financial statement.]
Associated with document Ref. Ares(2017)4762361 - 29/09/2017
Date, signature and stamp
Associated with document Ref. Ares(2017)4762361 - 29/09/2017
ANNEX 7
[OPTION 1 if further pre-financing payments foreseen in Article 15.2a:
MODEL FOR THE STATEMENT ON THE USE OF THE PREVIOUS
PRE-FINANCING PAYMENT
For fields in [grey in square brackets]: enter the appropriate data
STATEMENT ON THE USE OF THE PRE-FINANCING PAYMENT
(To be filled out by the beneficiary)
The undersigned :
- declares that […] % of the previous pre-financing payment of EUR [insert amount] paid
for Grant Agreement No [insert number] — [acronym] have been used,
- declares that this is based on substantiated data (bank slip/treasury account),
- [OPTION if further pre-financing payments subject to a progress report: certifies that
the information contained in the progress report is full, reliable and true, and is
substantiated by adequate supporting documentation that can be produced in the
context of checks, reviews, audits and investigations,]
- requests a further pre-financing payment of EUR [insert amount].
SIGNATURE
For the beneficiary:
[electronic signature]
Done on [electronic time stamp] ]
[OPTION 2: Not applicable]
Digitally sealed by the European Commission
Date: 2017.09.29 14:40:33 CEST
This document is digitally sealed. The digital sealing mechanism uniquely binds the
document to the modules of the Participant Portal of the European Commission, to the
transaction for which it was generated and ensures its integrity and authenticity.
Any attempt to modify the content will lead to a breach of the electronic seal, which can
be verified at any time by clicking on the digital seal validation symbol.
Commission européenne/Europese Commissie, 1049 Bruxelles/Brussel, BELGIQUE/BELGIË - Tel. +32 22991111
Rahandusministeerium
[email protected] 08.08.2018 nr 6-2/1676-1
Välisabi sildfinantseerimise taotlus
Kultuuriministeerium taotleb sildfinantseerimist projekti „Activation and empowerment of Roma
integration stakeholders in Estonia – ESTROM“ läbiviimiseks.
Euroopa Komisjon toetab projekti Euroopa Komisjoni Õigus- ja tarbijaküsimuste peadirektoraadi
Programmi- ja finantsjuhtimise üksuse ja Kultuuriministeeriumi vahel sõlmitud lepingu nr
763952 alusel kuni 54 178.43 euroga. Projekti tegevuste abikõlblikkuse periood on 01.08.2017
kuni 31.07.2018. Kultuuriministeeriumi sildfinantseerimise vajadus 2018. aastal on 10 835 eurot.
Riigi Tugiteenuste Keskus on avanud SAP-is projekti arvestuseks toetusekoodi 9M10-
ESTROM1.
Taotletud välisabi sildfinantseerimise ulatuses ei ole välisabi laekumine kahtluse all ning see
tagastatakse Rahandusministeeriumile pärast vahendite laekumist SA Eesti Teadusagentuurilt,
hiljemalt 31.03.2019. Tähtajaks tagastamata sildfinantseerimise summa palume
Rahandusministeeriumil kinni pidada Kultuuriministeeriumi eelarvest kokkuleppel
Kultuuriministeeriumi volitatud esindajaga.
Lugupidamisega
(allkirjastatud digitaalselt)
Hillar Sein
kunstide asekantsler
kantsleri ülesannetes
Lisa: Euroopa Komisjoni ja Kultuuriministeeriumi vahel sõlmitud rahastusleping nr 763952.
Reet Tallo 6282240
[email protected]
Suur-Karja 23/ 15076 Tallinn/ 628 2222/
[email protected]/ www.kultuuriministeerium.ee/ Registrikood 70000941