Frequently asked questions during the calls for proposals:
1. Q: What does the following phrase in the guidelines mean: "VAT is acceptable if it remains the final cost to the applicant" ?
A: The VAT is considered as an eligible cost, if it remains a final cost to the applicant. It means, that if the organization does not get the VAT back, the VAT certificate issued from the TAX office should be presented, where indicated that VAT remains a final expenditure for the organization in question.
2 . Q: Shall the salaries for part-time employees be included into the expense item 1.1 Salary or into Administrative costs?
A: Salaries for full time and part-time employees should be included to the cost type "Personnel" - 1.1. Salary.
3.
Q:
Does the JMA give assistance in writing project
application?
A: In accordance with the Programme rules and
requirements the JMA and Branch Offices are not eligible to assist
applicants in writing proposals for grants or give the personal
opinion on content of the proposal.
4. Q: The JMA representative is planned to be invited to the meetings of the Steering Group of the project. Is it required to include the travel and subsistence costs in the budget of the project for this participation?
A: The travel costs of the JMA are covered from the Technical Assistance budget of the Programme, thus these expenses should not be included in the projects' budget. But other travel costs of all Partners and Lead Partner of the project, for example, to the Steering Groups and possible trainings organized by the JMA for ongoing projects have to be budgeted.
Application pack for the 4th Call for Proposals 16.1.2012 -
16.4.2012
About the Application:
Applications must be prepared by using the Programme´s official
electronic application form, which is available in the Programme´s
monitoring system EMOS (
https://enpi.fi/ ).
Instructions, how to order password to the EMOS system, can be
downloaded here:
how_to_order_password_to_EMOS_en.pdf
(282.0 kB)
Below you can find
1. Documents that contain all the information that you need about the programme and the application and selection procedure,
2. Documents / a list of documents that you have to fill in and annex to the application by deadline 14.11.2011,
and
3. Documents that you need to submit to the Joint Managing Authority if your project is approved later by the Monitoring Committe, and before a Grant Contract can be finalised.
1. Informational documents for the applicant: all you need to
know
- Kolarctic ENPI CBC 2007-2013 Programme Document
in English, Russian, Finnish and Swedish:
In English:
Kolarctic ENPI CBC -Programme Appr. 19.12.2008 EN,
Addendum 03092010.pdf (997.0 kB)
In Finnish:
Kolarctic ENPI CBC -Programme Appr. 19.12.2008 FI,
Addendum 03092010.pdf (956.0 kB)
In Swedish:
Kolarctic ENPI CBC -Programme Appr. 19.12.2008 SE,
Addendum 03092010.pdf (947.0 kB)
in Russian:
Kolarctic ENPI CBC -Programme Appr. 19.12.2008 RU,
Addendum 03092010.pdf (1341.0 kB)
-
The Financing Agreement between the Government of the
Russian Federation and the European Community on
financing and implementing the cross border cooperation programme
"Kolarctic" signed on 18th November 2009:
Financing_agreement_kolarctic.pdf
(970.0 kB)
- Programme Action Plan 2012:
Programme Action Plan 2012.pdf (72 kt )
-
PraG 2010 document
(update March 2011) :
This document includes the basic rules about EC external financing. also the Kolarctic ENPI CBC financing. Its name is in total Practical Guide to the Contract Procedures for EC external actions. In January 2012 it has been published as an electronic version on the EC website:
http://ec.europa.eu/europeaid/eprag/document.do
- Guidelines for Grant Applicants 16.1. - 16.4.2012 This is the central document about the application and selection procedure. It is available in English, Russian, Finnish and Swedish. Please note, that the official document is the English one, and should there be contradictions between the language versions, the English version is valid.
Guidelines in English:
Guidelines_EN_4th_Call.pdf (365.9 kt )
Guidelines in Finnish:
Guidelines_FI_4th_Call.pdf (345.4 kt )
Guidelines in Russian:
Guidelines_RU_4th_Call.pdf (568.5 kt )
Guidelines in Swedish:
Guidelines_SE_4th_Call.pdf (362.4 kt )
- Annexes to the Guidelines document above:
- Annex I. Standard Grant Contract and special conditions:
Annex I Special conditions.doc (83.0
kB)
- Annex II. General Conditions applicable to European
Community-financed Grant Contracts for external actions:
Annex II General Conditions.pdf
(83.0 kB)
- Annex III. Regional Assessor Groups (RAG) - Evaluation
Grid (A document that the project evaluators use):
Evaluation Grid in English:
Evaluation grid EN.pdf (95.5 kt )
Evaluation Grid in Finnish:
Evaluation grid FI.pdf (93.8 kt )
Evaluation Grid in Russian:
Evaluation grid RU.pdf (168.3 kt )
Evaluation Grid in Swedish:
Evaluation_grid_SE.pdf (91.5 kt )
- Annex IV. Procurement by grant Beneficiaries in the
context of the European Community external actions:
Annex IV Procurement by Grant
Beneficiaries in the context of EC external actions.pdf (47.0
kB)
- Annex V. Request for payment:
Annex V Request for payment
Kolarctic.pdf (88.0 kB)
- Annex VI. Interim narrative report:
Annex VI Interim Narrative
Report.pdf (38.0 kB)
- Annex VII. Expenditure verification:
Annex VII Expenditure
verification.pdf (117.0 kB)
- Information and Visibility of Kolarctic ENPI CBC Actions:
Communication and visibility guide
to Kolarctic ENPI CBC 241110.pdf (109.0 kB)
2. Documents that the applicant must fill in, annex to the application and submit to the Joint Managing Authority by the deadline 16.4.2012:
- Kolarctic ENPI CBC 2007-2013 Grant Application
Form in the EMOS system:
www.enpi.fi
-
Annex A: Budget Specification:
Annex A Budget Specification.xls (163.0 kB)
-
Annex B: Logical Framework (voluntary, if the
requested EU-contribution of the project is EUR 100,000 or less)
Annex B Logical framework.xls (22.0
kB)
-
Annex E: Project plan (The form of the Annex E,
project plan, depends on the project, the partners and their own
criterias and demands. The programme has no model for it. But note
that in the Application form in www.enpi.fi , the content and all
aspects of the project should described in a certain structure that
the application form demands.
- Annex F: The registration certificate of the Lead Partner (Note: at this stage from the Lead Partner only . Later, if the project is approved, by the Monitoring Committee, a registration certificate will be needed from the partners)
-
Annex G : Partnership statement:
ANNEX G Partnership statement.doc (33.0
kB)
from all partners
- Annex H : Checklist:
Annex H Checklist.doc (52.0 kB)
- Applicant of the national co-financing form:
Applicant of the national
co-financing -form.xls (244.0 kB)
This form is used, when a Partner applies for Finnish or Russian
national state co-financing or Norwegian Kolarctic financing from
the Joint Managing Authority on behalf of all the partners from the
same country (when the Lead Partner is from other country). The
partner submits this annex and a copy of the application form to
the JMA.
3. Documents that the Applicant must submit to the Joint Managing Authority prior to signing of the Grant Contract:
- Annex C: Financial Identification Form:
Annex C Financial Identification
Form.pdf (319.0 kB)
- Annex D: Legal Entity File:
Annex D Legal Entity File for Public
entities.pdf (309.0 kB) or
Annex D Legal Entity File for
Private companies.pdf (308.0 kB)
- Annex F: The registration certificates of the partners
- Copy of the grant decision of the possible Norwegian Kolarctic
financing
- Copies of the grant decisions of the national
co-financing of Russia, Finland, Sweden and Norway (except
for Finnish and Russian national state co-financing)
- Copies of the grant decisions of the private financing
- VAT certificate in those cases where the
applicant is not entitled to deduct value-added tax from the
project costs
- Income statement and balance sheet of the past two final
accounts of the Lead Partner (only when the Lead Partner
is an association or private company).
NOTE! Binding commitments of national co-financing have to be delivered to the JMA before the meeting of the Joint Monitoring Committee. As an exception to this rule are the national co-financings from the State of Finland and from the Russian Federation, of which the decisions are included into the Grant Contract by the Joint Managing Authority.
