Frequently asked questions from ongoing projects
Question: Can we change the project budget, and if we can, how much?
Answer: You can make changes in the project budget that do not affect the basic purpose of the project. E.g. you can reallocate costs from one budget headline to another. In case this change causes more than 15 % increase or decrease in one budget heading (on the Total budget level), you first have to apply for an addendum from the JMA.
Question: In what kind of communication materials do we have to include the disclaimer?
Answer: In material produced by the project, that includes narrative text, expressions of views etc., a disclaimer has to be published. Cf, if an information product includes no text (like e.g.promo materials), a disclaimer is not necessary.
Question: What is the situation today - if we buy equipment for the project, is there a certain rule about the country where the commodity must be produced?
Answer:The rule of origin has certainly awaked confusion, and it is also changing. The answer may be simpler than you think: contact the contact person of your project. We will not answer here on the website.
Q: Does a Lead Partner from Norway have to submit an audit report together with the Interim Report?
A: The Lead Partner from Norway is responsible for gathering audit reports from partners even though the LP itself need not submit an audit report. The audit report of the Norwegian Lead Partner / Partner has to be submitted together with the Final Report.
Q: How often should project updates be done?
A: Not on a regular basis, only after a request from the JMA
Q: Are costs for preparing the Final report eligible?
A: Costs for completing the Final Report are eligible to some extent, even after the project period has ended. Contact the JMA for more details about this. Nevertheless, some parts of the Final Report have to be done during the implementation period of the project.
Q: If expenses of one of the partners are very small during the project period, do they need to be included in every financial report?
A: The partner does not have to report every time, if its costs are relevantly small. But information about this, and the activities of this partner, should be included in the Interim Narrative report.
Material for projects that are being implemented in Kolarctic ENPI CBC
A selection of presentations (upd.March 27, 2013)
The JMA organised a training session on March 21st, 2013, especially for projects from the 4th call for proposals. Here you find a selection of the .ppt files used in the sessin.
EMOS reporting (Katri Niska-Honkonen) 210313 ENG
Financial reporting (Katri Niska-Honkonen) 210313, ENG
Narrative reporting (Katja Sukuvaara) 210313, ENG
Narrative reporting 210313, RUS translation
Visibility of Kolarctic ENPI CBC projects (Marjaana Lahdenranta) 210313, ENG
Internal Project Qualitative Monitoring IPQM (Renata Musifullina) 210313, ENG
Project Implementation Manual, updated March 20th, 2013
For reporting: templates, forms and other material
Financial report.xls (231.4 kt )
General ledger specification.xls (280.1 kt
)
List of equipments.xls (251.0 kB)
Time sheet web.xls (187.0 kB) updated March
22nd, 2011.
Time sheet filling instructions.pdf (40.6 kt
)
Check list for reports LP ENG-RU.doc (111.6 kt
)
Annex IV of the Grant Contract:
Annex IV Procurement By Grant
Beneficiaries..(PraG Annex IV).doc (78.8 kt )
Annec V of the Grant Contract:
Annex V Request for payment.doc (28.7 kt )
Annex VI of the Grant Contract: Standard Interim Narrative Report:
This is a standard from the EC, but NOTE when carrying out a project, an interim report must be made in the EMOS monitoring system. This means that technically you don´t use this document during actual reporting.
Annex VI Interim Narrative Report.doc (60.9 kt
)
Annex VII of the Grant Contract: Expenditure verification:
Annex VII Expenditure Verification report (PraG
Annex VII).doc (159.7 kt )
Translations of the templates into Russian
The JMA has completed Russian translations of some central documents. NOTE they are meant to help you in filling in the templates in English, not to be used as templates. All documents must be submitted to the JMA in English! (1.10.2012)
Check list for reports LP ENG-RU.doc (111.6 kt
)
Filling instructions of the time-sheet ENG-RU.doc
(93.2 kt )
Specification of the salaries ENG-RU.xls (107 kt
)
List of equipments ENG-RUS.xls (100.4 kt )
General ledger specification ENG-RU.xls (118.8 kt
)
Financial report ENG-RU.xls (225.8 kt )
Employee list ENG-RU.xls (263.7 kt )
Visibility guidelines, updated Feb 19, 2013
Visibility Guidelines has been updated on Feb 19 2013.
Upload the document here:
Annex VIII communication.pdf (138.8 kt )
What has now been updated in the visibility guidelines:
Section 3.2.4. has been changed to: All leaflets and brochures should include ... adequate contact information of the project.
Section 3.2.4.: We have removed the chapter “Leaflets and brochures produced by a contractor... “
Section 3.2.11.2. and 3.2.12.: EuropeAid Information, Communication and Front Office Unit address has been added
Section 5. Contact information to Kolarctic office in Norway has been added
Official documents from the EC
General Conditions:
The General Conditions are an annex (Annex II) to Prag and they are changing from time to time. The General Conditions that must be applied are always annexed to every Grant Contract as Annex II of the GC. So, the General Conditions may be different for projects that have been contracted during different calls for proposals.
For the projects of the 1st call for proposals, this version from 2008 is applied: General Conditions Applicable to European Union- financed grant contracts for external actions
Projects of the 2nd call for proposals use this
version from 2010:
Annex II General Conditions.pdf (85.7 kt )
Financial Identification Form:
The Lead Partner must get a Financial Identification form from its bank where the EU grant is supposed to be paid. The Financial Identification must then be annexed to the Grant Contract. : Financial Identification Form
Visibility material for Kolarctic ENPI CBC projects, updated
Feb 19th, 2013
Communication and visibility guidelines to Kolarctic ENPI CBC
projects, updated 190213
Annex VIII communication.pdf (138.8 kt )
Kolarctic ENPI CBC logo.jpg (58.0 kB)
EU regulations
ENPI Implementing rules 951/2007.pdf (107 kt
)
ENPI regulation.pdf (112.0
kB)
Financing Agreement
Financing Agreement between the Government of the Russian Federation and the European Community on financing and implementing the cross border cooperation programme "Kolarctic"
Financing agreement Kolarctic (ENGLISH).pdf (993.6
kt )
See also:
SOMETHING TO REMEMBER: Guidelines for Grant Applicants
There have been 4 Calls for Proposals in the programme. Each of them had their own "Guidelines for Grant Applicants". The regulations given in the Guidelines.. document apply for projects that have been contractedas a result of the Call for Proposals in Quiestion. The Guidelines may be helpful because they are in 4 languages.
Guidelines 2nd CfP SWEDISH.pdf (335.6 kt )
Guidelines 2nd CfP RUSSIAN.pdf (554.5 kt )
Guidelines 2nd CfP FINNISH.pdf (328.2 kt )
Guidelines 2nd CfP ENGLISH.pdf (350.2 kt )
Guidelines 3rd call SWEDISH.pdf (326.8 kt )
Guidelines 3rd call RUSSIAN.pdf (525.4 kt )
Guidelines 3rd call FINNISH.pdf (315.6 kt )
Guidelines 3rd call ENGLISH.pdf (328.9 kt )
Guidelines_4th_Call_SWEDISH.pdf (362.4 kt )
Guidelines_4th_Call_RUSSIAN.pdf (568.5 kt )
Guidelines_4th_Call_FINNISH.pdf (345.4 kt )
Guidelines_4th_call_ENGLISH.pdf (365.9 kt )
The official documents of the programme, such as the Kolarctic ENPI CBC Programme Document, are on this site under: