EXECUTIVE AGENCY FOR HEALTH AND CONSUMERS
FINANCIAL CONTRIBUTION FOR THE FUNCTIONING
OF EUROPEAN CONSUMER ORGANISATIONS
Specific agreement 2011 83 02
under Framework Partnership Agreement
EAHC/2010/CP OG Action 5 (BEUC)
Application Guide 2011
Action 5 of Decision No 1926/2006/EC of the European Parliament and of the Council
establishing a programme of Community action in the field of consumer policy (2007-2013)
Executive Agency for Health and Consumers - Consumers and Food Safety Unit, L-2920 Luxembourg
E-mail: xxxxxxxxxxxxx@xx.xxxxxx.xx
Internet: http://ec.europa.eu/eahc
TABLE OF CONTENTS
PREAMBLE ........................................................................................................................ 3
CHAPTER 1 - GENERAL INFORMATION ..................................................................... 4
SECTION 1 LEGAL FRAMEWORK ................................................................................ 4
1.1
The Consumer Programme ................................................................................ 4
1.2
The Commission’s annual Work Programme for 2011 ..................................... 4
1.3
Framework Partnership Agreement ................................................................... 4
CHAPTER 2 THE APPLICATION PACKAGE ................................................................ 6
SECTION 1 GENERAL INFORMATION ON THE APPLICANT
ORGANISATION ....................................................................................................... 6
1.1 Applicant
organisation
......................................................................................
6
1.2 Official
address
..................................................................................................
6
1.3
Legal representative of the organisation ........................................................... 6
1.4 Coordinator
........................................................................................................
7
SECTION 2 DEMONSTRATING COMPLIANCE WITH AWARD CRITERIA ............ 7
Sections 2.1 to 2.9 ....................................................................................................... 7
2.10 Supporting documents ......................................................................................... 7
SIGNATURE OF THE LEGAL REPRESENTATIVE OF THE
ORGANISATION AS DEFINED IN SECTION 1.3 .................................................. 8
SECTION 3 CHECK LIST ................................................................................................. 8
CHAPTER 3 - COMPOSITION AND SUBMISSION OF THE APPLICATION ............ 9
3.1
Composition of application package ................................................................. 9
3.2
Submission and deadline ................................................................................... 9
CHAPTER 4 - FILLING IN ANNEX II (DETAILED FORWARD BUDGET
FOR 2012) ................................................................................................................. 11
4.1 General description.............................................................................................. 11
4.2 Structure of the budget ........................................................................................ 13
4.3 Overview of the budget ....................................................................................... 22
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PREAMBLE
This Application Guide does not supersede the rules and conditions laid out in the
following documents:
• Council Regulation (EC, Euratom) No 1605/2002 of 25 June 2002 on the
Financial Regulation applicable to the general budget of the European
Communities, amended by Council Regulation (EC, Euratom) No 1995/2006 of
13 December 20061 and Council Regulation (EC, Euratom) No 1525/2007 of 17
December 20072, referred to in this document as the Financial Regulation;
• Commission Regulation (EC, Euratom) No 2342/2002 of 23 December 2002
laying down detailed rules for the implementation of the Financial Regulation3
amended by Commission Regulation (EC, Euratom) No 1261/2005 of 20 July
20054, by Commission Regulation (EC, Euratom) No 1248/2006 of 7 August
20065 and by Commission Regulation (EC, Euratom) No 478/2007 of 23 April
20076 , referred to in this document as the Implementing Rules of the Financial
Regulation;
• Decision No 1926/2006/EC of the European Parliament and of the Council of 18
December 2006 establishing a Programme of Community action in the field of
consumer policy (2007-2013)7, referred to in this document as the Programme
Decision;
• Commission Decision C(10262) of 21.12.2009 concerning the annual work
programme in the area of consumer policy for 2010, referred to in this document
as the annual Work Programme 2010;
• Commission Decision C(2010)9023 of 16.12.2010 concerning the annual work
programme in the area of consumer policy for 2011, referred to in this document
as the annual Work Programme 2011;
• Framework Partnership Agreement EAHC-2010-CP-OG-ACTION 5 (BEUC) as
signed by the parties, referred to in this document as the Framework Partnership
Agreement and specific agreement.
1 OJ No L248, 16.9.2002 and L390, 30.12.2006.
2 OJ No L343, 27.12.2007, p. 9.
3 OJ No L357, 31.12.2002.
4 OJ No L201, 2.8.2005.
5 OJ No L227, 19.8.2006.
6 OJ No L111, 28.4.2007, p. 13.
7 OJ No L404, 30.12.2006, p. 39.
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CHAPTER 1 - GENERAL INFORMATION
Section 1 LEGAL FRAMEWORK
1.1
The Consumer Programme
On 18 December 2006, the European Parliament and the Council adopted a Decision
establishing a programme of Community action in the field of consumer policy (2007-
2013)8. The Consumer Programme is intended to complement, support and monitor the
policies of the Member States and to contribute to protecting the health, safety and
economic and legal interests of consumers, as well as to promote their rights to
information, to education and to organise themselves in order to safeguard their interests.
Its objectives are:
(a) to ensure a right level of consumer protection, notably through improved
evidence, better consultation and better representation of consumers’ interests;
(b) to ensure the effective application of consumer protection rules, in particular
through enforcement cooperation, information, education and redress.
1.2
The Commission’s annual Work Programme for 2011
In conformity with Article 7 of Decision 1926/2006, on 16 December 2010, the
European Commission adopted a Decision concerning the adoption of the annual work
programme9 in the area of consumer policy for 2011. The Work Programme contains
information about the indicative budget and types of actions referred to in this document,
in particular section 3.1.4.
This document is available under EAHC website http://ec.europa.eu/eahc/consumers.
1.3
Framework Partnership Agreement
In conformity with decision D/(2010)102671 of 12/11/2010 awarding a Framework
Partnership Agreement to “Bureau Européen des Unions de Consommateurs - BEUC”
covering the period of 2011-2014 and in accordance with article I.1
“....The annual work
programme shall be submitted at latest 3 months before the start of the partner’s
corresponding financial year.” In conformity with Article I.2 “AWARD OF GRANTS”
of the Framework Partnership Agreement EAHC/2010/CP OG Action 5 (BEUC) signed
with the same organisation on 14/12/2010, the Executive Agency for Health and
Consumers (hereafter referred to as EAHC), would like to invite you to submit an
application for the specific Operating Grant Agreement covering the financial year 2012.
8 Decision 1926/2006/EC of the European Parliament and of the council of 18 December 2006
establishing a programme of Community action in the field of consumer policy (2007-2013) (text with
EEA relevance), OJ L 404 of 30.12.2006, p.39.
9 Commission’s Decision C(2010)9023 of 16.12.2010 concerning the adoption of the annual work
programme in the area of consumer policy for 2011, point 3.1.4 (a).
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1.4
Protection of personal data
The application received by, the EAHC will be treated confidentially and all personal
data contained in the application or related to the call will be processed in accordance
with Regulation (EC) No 45/2001 of the European Parliament and of the Council 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. For more
information, please refer to the website of EAHC:
http://ec.europa.eu/eahc/about/data_protection.html.
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CHAPTER 2 THE APPLICATION PACKAGE
The application package is made up of a grant application form and the supporting
documents referred to in the application form. The supporting documents are an integral
part of the application. A check-list is provided with the application form, which must be
cross-checked to ensure that the application is complete.
The full application package is then sent to EAHC following the conditions set out in the
invitation letter and in Chapter 3 of this Application Guide.
The application form is structured in a way which allows assessing the compliance of the
proposal with the award criteria defined in Annex I of the Commission Work Programme
2010.
Section 1 GENERAL INFORMATION ON THE APPLICANT ORGANISATION
This section has already been prefilled in the application form, however the
partner should revise if the information is correct and update it if necessary.
1.1 Applicant organisation
•
Official name: Please enter the complete official name of the organisation. In the
case of companies, the official name must be the name appearing in the official
trade/company registers, in the case of governmental organisations not registered in
trade/company registers, the official name must be the name appearing in the law or
other constituting documents establishing the organisation.
•
Short name: Please enter the short name chosen by the applicant. Please make sure
that the short name chosen for an applicant is used consistently throughout the
proposal.
•
Legal Status: The legal status of the organisation could be either Public or Private.
Please delete the one that is not applicable.
1.2 Official address
• Please enter the complete official address of the organisation. In the case of
companies, the official address must be the address appearing in the official
trade/company registers, in the case of governmental organisations not registered in
trade/company registers, the official address must be the address appearing in the law
or other constituting documents establishing the organisation.
1.3 Legal representative of the organisation
This is a person with authority to commit the organisation to participate in a proposal and
consequently to sign the framework partnership and specific agreement(s) with EAHC.
•
Position: Please specify the position of the person as it appears in the organisation’s
structure.
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1.4 Coordinator
This is the person in charge of the coordination of the activities proposed in the work
programme that means the person leading overall activities. This person will be the
contact person between EAHC and the organisation.
The coordinator’s main responsibilities will be to ensure that the operational grant is
implemented according to the framework partnership agreement. The coordinator is
responsible for the technical and financial management of the activities
The coordinator will be responsible for the administrative management of the activities
and will be responsible for providing EAHC with all required documents and
information, particularly in relation to reports and financial statements.
•
Position: Please specify the position of the person as it appears in the organisation’s
structure.
Section 2 DEMONSTRATING COMPLIANCE WITH AWARD CRITERIA
The award criteria make it possible to guarantee compliance with the European consumer
policy objectives and priorities and can guarantee the visibility of European Union
financing.
Sections 2.1 to 2.9
The applicant is requested to fill in the set of 9 questions in order to establish whether the
work programme meets the award criteria as defined in Annex I of the Commission
Work Programme 2010.These questions are self explanatory. When answering the
questions, please be sure to specify how the work programme fulfils all criteria.
2.10 Supporting documents
To demonstrate compliance with the award criteria, you are requested to submit a work
programme. The work programme shall be included as Annex I using the separate
template file provided. Specific instructions on how to complete this work programme
template are included in the document itself.
Annex I - Annual Work programme 2012:
Annex I will specify the actual proposed work programme for the year 2012 which will
be the year covered by the specific grant agreement. It will contain a description of the
general and specific objectives, the priority sectors that will be covered, the
communication strategy and a full activities list for the period defined in the specific
agreement. The WP 2012 must be in conformity with the Multi-annual Work Programme
2011-2014 as annexed to the Framework partnership agreement.
This document will be an integral part of the specific grant agreement as Annex I,
defining the actual work programme for the period defined in the specific agreement.
Annex II - Detailed forward budget for 2012:
The applicant shall present a detailed forward budget for the organisation, balanced in
terms of income and expenditure. Detailed information on how to fill in the detailed
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forward budget is provided in Chapter 4 of this guide. This document will be an integral
part of the specific agreement as Annex II.
The following documents shall be provided to demonstrate compliance with the award
criteria:
Document
Annex number
Annual Work programme 2012.
EAHC word template Annex
I.
Detailed forward budget for 2012.
EAHC excel template Annex
II.
SIGNATURE OF THE LEGAL REPRESENTATIVE OF THE ORGANISATION AS DEFINED IN
SECTION 1.3
This section of the application form is to declare that the information contained in this
application is correct. The person signing this declaration should be the same as the
person defined in section 1.3 of the application form.
Section 3 CHECK LIST
This section helps the applicant to ensure that a complete and correct application is
provided on time. Each box must be ticked.
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CHAPTER 3 - COMPOSITION AND SUBMISSION OF THE APPLICATION
In submitting a proposal, the applicant confirms that it is in accordance with the
procedures and conditions as described in the Framework partnership agreement signed
with EAHC in December 2010.
The application must be dated and signed by the person representing the applicant
organisation. Unless specified otherwise, the same person must sign all documents where
a signature is required.
Application can be sent in one of the official languages of the European Union.
Please note that the working language of EAHC is English.
3.1
Composition of application package
A proposal is made up of the application form and its supporting documents as described
in this guide.
To be considered complete, a proposal must contain:
- The application form (word document);
- Annex I Annual Work programme 2012. EAHC word template;
- Annex II Detailed forward budget for 2012. EAHC excel template.
All the above mentioned documents should be sent in
one single batch.
3.2
Submission and deadline
The application must be submitted to EAHC on paper
in triplicate (one original signed
printed version and two copies), together with a CD-ROM/USB or other electronic mean
with the electronic version of the application (Annex I in word version, Annex II in excel
version and any other annex in pdf format), clearly indicating on the envelop the
following reference:
BEUC - Specific Agreement 2011 83 02
The applicant shall submit proposal by registered mail
not later than 27/09/2011, to the
following address:
EAHC Executive Agency for Health and Consumers
Consumer and Food Safety Unit
Att. Eduardo Heras
Bâtiment Jean Monnet
Rue Alcide de Gasperi
L-2920 Luxembourg
In case of delivery by registered mail or by courier, the evidence of the date of dispatch
shall be constituted by the postmark/the date of the deposit slip or by the receipt of
dispatch issued by the courier service.
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In parallel, the applicant shall send the electronic version of the full application dossier
by e-mail to the following address: xxxxxxxxxxxxx@xx.xxxxxx.xx the same deadline
applying. The subject of the email shall clearly mention the call reference and the email
shall contain:
• Proof of dispatching of the paper version;
• The application form (word document);
• Annex I Annual Work programme 2012. EAHC word template;
• Annex II Detailed forward budget for 2012. EAHC excel template.
Applications submitted only by fax, or e-mail only will
not be accepted.
The original paper version of the application will be regarded as authentic, in terms of
both content and completeness. In the case of difference(s) between the paper and the
electronic versions of the applications, the paper version will be binding.
Submitting an application does not automatically imply the award of an EU
financial contribution or the acceptance by EAHC of the work programme and the
proposed budget.
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CHAPTER 4 - FILLING IN ANNEX II
(DETAILED FORWARD BUDGET FOR 2012)
4.1 General description
The application must be supported by a detailed forward budget (Annex XI) showing all the
expenditure and revenue which the applicant considers necessary to carry out the activities.
The detailed estimated budget must be:
-
in line with the activities described in the annual work programme;
-
in balance, i.e. the figures for total expenditure and total revenue must be equal;
-
sufficiently detailed to permit identification, monitoring and checking of the proposed
expenditure (example: for activities such as studies, research, seminars, details to be provided
would include the substance of the work, the target group/s aimed at, plans to disseminate the
results of the activity and timeframe for this);
You are recommended to read carefully the definition of eligible costs and the definition of non-
eligible costs which are provided hereafter in this document before starting to encode your
financial data.
All costs/incomes must be given in euro (and not kilo €) and should exclude value-added tax
(VAT).
If your country does not belong to the Euro-zone, please use the indicative exchange rates
indicated under point 5.3.5 of this Chapter.
The costs/incomes shall be rounded to the nearest whole number (please do not use decimals).
STEP 1
Once open, you are on the "Global Budget" screen which shows:
- The title of the operating grant.
- The financial information already encoded by EAHC such as the maximum EU funding
in EUR and in % (see of top right of the screen).
This sheet is protected an in principle no update is needed from your side at this stage. If
you consider this information needs to be modified please inform EAHC first.
You will find seven buttons on the top the screen. Please note that these buttons are the
only way to navigate between the two different sheets of the file ("Global budget" and
"Detailed budget")
.
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STEP 2
As no update is needed on "Global Budget" sheet you can click on one of the buttons to
reach the title you want to complete or update.
On this sheet you can start to encode the details/items for each chapter/title.
Comments:
- Only green cells require input from your side on this sheet.
- You may only add or delete further sub-chapters depending on the quantity necessary
keeping in mind to increase the automatic sum calculated under each chapter. No other
modification in the structure of the sheet is allowed.
- On the right side of the screen, you will find comments provided by EAHC for some of
the items. It is strongly recommended to read them before to encode the information.
Example:
STEP 3
Once all details/items are duly encoded on this screen please click on "Go to Global
budget" button.
In order to be considered as "valid for submission" your budget needs to meet at least
these 3 cumulative conditions:
1. The Budget must be balanced (total Expenditure = total Income). If the budget is
not balanced the following message will appear
Example:
2. The EU funding in EUR that you are requesting can not be greater than the
maximum EU funding in EUR set by EAHC (see maximum on top right of the
screen).
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Example:
3. The EU funding in % that you are requesting can not be greater than the maximum
EU funding in % set by EAHC (see maximum on top right of the screen).
Example:
Once you consider that the file is complete and duly filled in we suggest you to save the
file by using the same structure of the initial file name.
4.2 Structure of the budget
The budget is split between Expenditure and Income.
Expenditure contains 3 titles:
• Staff;
• General administrative expenditure;
• Expenditure linked to the beneficiary’s normal operations.
Income is composed of 4 titles:
• Operating income;
• Beneficiary’s own contribution;
• EU contribution;
• Other external contribution.
As you will see in the excel file, you are required to introduce the amounts and a brief
description in the relevant budget lines.
4.2.1.
Expenditure (Part A)
The various budget items are to be filled as aforementioned.
On the next pages, you will find specific details for following cost items:
• Staff costs;
• Telecommunication & computer costs;
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• Mission costs;
• External service & procurement contracts.
•
4. 2.1.1.
Staff (Part A, Title 1)
Technical Notes
Three lines per staff category to identify the staff costs (with different salaries). Other lines can
be added or removed.
Heading:
Enter the name of the staff member and of the main
professional category/function concerned, e.g.: scientist
(please specify the science it refers to: epidemiologist,
nutritionist etc.), data manager, webmaster, secretary,
administrative support, project manager etc.
Budget (€):
This amount comprises actual salaries plus social security
charges and other statutory costs included in the
remuneration, provided that this does not exceed the
average rates corresponding to the applicant’s usual policy
on remuneration. (See additional comments in the
application form question marks in blue).
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Description:
Please ensure that the number of person-days multiplied by
the daily cost of the staff member working for the
implementation of the work programme corresponds to the
budget amount indicated.
For example, if the work programme involves one person
during a period of 20 person days at the daily cost of 500 €,
the number of person days x daily cost to be filled in is 20 x
500 € corresponding to a budget of 10.000 €.
Sub-total (€):
For each chapter, the total is calculated automatically by the
system.
Total staff (€):
A total is provided for all staff costs taken together. It
consists of the sum of the totals of each individual staff
category.
Additional information
By staff cost is meant the proportion of costs incurred by the organisation in direct
relationship to the time spent by its staff implementing the work programme,
provided that these costs can be identified and justified by the accounting system of
the applicant.
Costs for experts (external to the organisation) contributing to the implementation of
the work programme and paid by the applicant on the basis of an invoice are not to be
recorded as staff costs but as “other external services” costs.
Such costs should henceforth be added under either budget line "5. Part A, Title 2,
Chapter 28 - External services" or line "5. Part A, Title 3, Chapter 39 – Other
expenditure linked to the beneficiary's operations", depending if the costs concern
general administrative expenditure or operational costs.
Where national legislation does not permit salary slips to be released to third parties
for security or other reasons, the applicant is asked to submit a table showing the staff
daily costs, number of days worked, time sheets and the total cost, which must be
signed by the human resources manager. It is to be noted, however, that, once a grant
agreement is awarded, the applicant can be requested to provide staff cost related
supporting documents (including salary slips) in case of an audit at the applicant's
premises.
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4. 2.1.2.
Telecommunication and computer costs (5. Part A, Title 2,
Chapter 23)
Technical Notes
Four lines for costs related to depreciation, maintenance of equipment, user support and other
costs related to equipment.
Budget (€):
For each line of equipment referred to above, enter the sum
of the costs related to it (portion of the depreciation only
(see additional information below).
Description:
Enter a generic title for each type of equipment.
Total (€):
A total is provided and consists of the sum of the costs put
for telecommunication and computer.
Additional information
Only the portion of the equipment’s depreciation corresponding to the duration of the
work programme and multiplied by the rate of actual use of the equipment for the
implementation of the work programme (% allocation to the work programme) may
be taken into account, except where the nature and/or the context of its use justifies
different treatment as approved by the EAHC.
Note that only cost related to equipment purchased by the applicant is eligible. Also,
the purchase has to be recorded in the books of the applicant and the equipment must
be specifically required for the implementation of the work programme.
The internal rules of the applicant in matter of depreciation of equipment have
precedence to the general Commission rules provided that these applicant's own
depreciation rules are in accordance with the tax and accounting rules applicable to
the applicant and generally accepted for items of the same kind. The applicant will be
requested to confirm - during the grant agreement negotiation phase - if he will apply
his existing internal rules or the Commission rules.
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Regarding the Commission rules on depreciation, the following shall apply:
• Equipment and hardware expenses are depreciated over 3 years (e.g.
PCs, Printers, Fax);
• Specific furniture is depreciated over 5 years.
To illustrate the application of the Commission depreciation rules, some examples have
been elaborated for an operating grant of 12 Months (M1 to M12). For the listed
equipment B to E, the changing parameter in the table has been put in bold, resulting in
different conclusions:
Depreciatio
% Allocation to
Price of
Date of
Number of months of
Equipment
n rule 36 or
the work
Amount of depreciation
purchase
purchase
depreciation
60 months
programme
12
3.000 € x 12/36 x 100% =
A 3.000
€
M1 36
100%
= From M1 to M12
1.000 €
12
3.000 € x 12/36 x 75% =
B 3.000
€
M1 36
75%
= From M1 to M12
750 €
6
3.000 € x 6/36 x 100% =
C 3.000
€
M7 36
100%
= From M7 to M12
500 €
10
3.000 € x 10/36 x 100% =
D 3.000
€
M3 36
100%
= From M3 to 12
833 €
12
10.000 € x 12/60 x 100% =
E 10.000
€
M1
60
100%
= From M1 to M12
2.000 €
4. 2.1.3.
Mission costs (Title 3, Chapter 32)
Technical Notes
One line to identify the total travel costs (using the number of trips multiplied by an average
cost per trip) and related subsistence allowances. Next, the total mission cost is automatically
calculated by the system.
Budget (€):
These cost items relate to the total amount for travel and
subsistence costs of the applicant. A distinction is to be
made between own staff and external invitees.
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Total missions costs (€):
The cost refers to the total amount for travel and subsistence
costs.
Description:
Enter the number of travel trips and the average cost per trip
as well as indicative destinations.
Additional information
Only travel costs and subsistence allowances for own staff employed by the applicant
(i.e. listed under Title 1 (Staff) of the expenditure budget) should be taken into
account in the budget lines 321 and 322.
Travel and subsistence allowances for external invitees (not employed by the
applicant) are to be reported in the budget lines 323 and 324.
The internal rules of the applicant have precedence in matter of travel costs and
subsistence allowances provided that they are in line with the applicant’s usual
practices on travel/subsistence costs. The applicant will be requested to confirm
during the negotiation phase if he intends to apply his existing internal rules or the
Commission rules and rates. If such internal rules do not exist in the applicant’s
organisation, the following rules and rates approved by Commission apply:
• Flat-rate subsistence allowances cover all subsistence expenses during missions,
including hotels, restaurants and local transport (taxis and/or public transport).
They apply in respect of each day of a mission at a minimum distance of 100 km
from the normal place of work. The subsistence allowance varies depending on
the country in which the mission is carried out. The daily rates will correspond to
the sum of the daily allowance and the maximum hotel price set out in Article 13
of Annex VII of the Staff Regulations.
• Missions in countries other than EU 27, Acceding and Applicant countries and
EFTA-EEA countries - and not provided for in the concluded framework
partnership agreement -, shall be subject to the prior agreement of the Executive
Agency. This agreement shall be related to the objectives of the mission, its costs
and the reasons therefore. For these other countries not referred to above, the
daily rates will correspond to the sum of the daily allowance and the maximum
hotel price set out in Commission Decision C(2008) 6215.10
10 Commission Decision C(2008)6215 of 18 November 2008: General implementing provisions adopting
the Guide to missions for officials and other servants of the European Commission
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• Travel expenses are eligible under the following conditions:
- travel by the most direct and most economic route;
- distance of at least 100 km between the place of the meeting and the normal
place of work;
- travel by rail: first class;
- travel by air: economy class, unless a cheaper fare can be used (e.g. Apex); air
travel is allowed only for return journeys of more than 800 km;
- travel by car: reimbursed on the basis of the equivalent first class rail fare.
The daily rates will correspond to the sum of the daily allowance and the maximum hotel
price set out in the following tables (as set out in Article 13 of Annex VII of the Staff
Regulations11):
Daily
Daily
Destination
subsistence
Hotel
Total
Destination
subsistence
Hotel
Total
allowance
allowance
Austria
95,00
130,00
225,00
Latvia
66,00
145,00
211,00
Belgium
92,00
140,00
232,00
Lithuania
68,00
115,00
183,00
Bulgaria
58,00
169,00
227,00
Luxembourg
92,00
145,00
237,00
Cyprus
93,00
145,00
238,00
Malta
90,00
115,00
205,00
Czech Republic
75,00
155,00
230,00
Netherlands
93,00
170,00
263,00
Denmark
120,00
150,00
270,00
Poland
72,00
145,00
217,00
Estonia
71,00
110,00
181,00
Portugal
84,00
120,00
204,00
Finland
104,00
140,00
244,00
Romania
52,00
170,00
222,00
France
95,00
150,00
245,00
Slovakia
80,00
125,00
205,00
Germany
93,00
115,00
208,00
Slovenia
70,00
110,00
180,00
Greece
82,00
140,00
222,00
Spain
87,00
125,00
212,00
Hungary
72,00
150,00
222,00
Sweden
97,00
160,00
257,00
Ireland
104,00
150,00
254,00
United Kingdom
101,00
175,00
276,00
Italy
95,00
135,00
230,00
11 Regulation 31/1962/EEC laying down the Staff Regulations of Officials and the Conditions of
Employment of Other Servants of the European Economic Community and the European Atomic
Energy Agency
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4. 2.1.4.
Conclusion of external service and procurement contracts related
to Title 3 – "Expenditure linked to the beneficiary's normal operations"
Technical Notes
Separate lines to identify the costs related to external service and procurement contracts.
Budget (€):
For each activity you intend to contract, enter the sum of the
costs related to it.
Description:
In addition to the tasks to be contracted, the name(s) of the
contractor(s) are to be listed (if already known).
Total (€):
For each line of external services referred to above, enter its
corresponding costs.
Additional information
Core elements of the work programme cannot be contracted. The technical and
financial management of the work programme is the legal responsibility of the
applicant. These tasks cannot be transferred to a third party.
It must be clearly specified in the work programme which tasks are intended to be
contracted and why this contracting is necessary.
Recourse to the award of contracts must be justified having regard to the nature of the
work programme and what is necessary for its implementation. The tasks concerned
must be set out in Annex I and the corresponding estimated costs must be set out in
detail in the budget in Annex II of the specific grant agreement.
Any recourse to the award of contracts not provided for in the initial grant application
or amendment(s) is to be subject to prior written authorisation by the EAHC.
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The applicant shall retain sole responsibility for carrying out the work programme
and for compliance with the provisions of the grant agreement. The applicant must
undertake to make the necessary arrangements to ensure that the contractor waives all
rights in respect of the EAHC under the grant agreement.
The applicant must ensure that the awarded contract mentions in particular that:
• The EAHC may, at any time during the grant agreement and up to five years after
the end of the work programme, arrange for audits to be carried out, either by
outside scientific or technological reviewers or auditors, or by the EAHC itself or
OLAF;
• The European Court of Auditors has the same rights as the European Commission
and EAHC, notably right of access, for the purpose of checks and audits, without
prejudice to its own rules.
If the applicant has to conclude contracts in order to carry out the work programme,
the applicant is required to seek
competitive tenders from potential contractors. The
contract shall be awarded to the bid offering best value for money. In doing so the
applicant has to observe the principles of
transparency and
equal treatment of
potential contractors and shall take care to avoid any conflict of interests.
Estimated value of the
Minimum of bids to be consulted
external services
for the competitive tenders (recommendation)
(X)
X > 60.000 €
More than 5 bids
25.000 € < X < 60.000 €
At least 5 bids
5.000 € < X < 25.000 €
At least 3 bids
X < 5.000 €
1 bid
4.2.2.
Income (Part B)
Please refer to the "Structure of the budget" (point 5.2 of this chapter) to complete the
income part of the budget.
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4.3 Overview of the budget
4.3.1 Global budget
Technical Notes
No input is required
Additional information
This table summarizes all the information entered in part A ('Expenditure’) and part
B (‘Income’). Since all data are copied or calculated automatically, you do not have
to make any new data entry here.
The total amount of the income must equal the total amount of the expenditure. As a
consequence,
the balance must be zero. If the balance is positive, the expenditure is
higher than the income. If the balance is negative, the income is higher than the
expenditure. A balance which is not null will appear in red.
The maximum co-funding request for the EAHC shall not exceed 50 % per work
programme proposal. EAHC will determine in each individual case the maximum
percentage to be awarded.
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4.3.2 Controls to be carried out
Balance: Once the different incomes have been filled in, the total income is
automatically calculated.
Co-funding request in percentage: The percentage of the co-funding request is
calculated as the ratio between Co-funding request from the EU budget (“EU
contribution”) and the total income.
4.3.3 Definition of expenditures/eligible costs
Article II.15.1 of the framework partnership agreement defines eligible costs as costs
which must satisfy the following general criteria:
– they are incurred during the duration of the annual work programme as specified
in the specific agreement, with the exception of costs relating to final reports and
certificates on the financial statements and underlying accounts;
– they are connected with the subject of the specific agreement and they are
indicated in the estimated overall budget of the annual work programme annexed
to it;
– they are necessary for the implementation of the annual work programme which
is the subject of the specific agreement;
– they are identifiable and verifiable, in particular being recorded in the accounting
records of the partner and determined according to the applicable accounting
standards of the country where the partner is established and according to the
usual cost-accounting practices of the partner;
– they comply with the requirements of applicable tax and social legislation;
– they are reasonable, justified, and comply with the requirements of sound
financial management, in particular regarding economy and efficiency.
II.15.2 In the case of an operating grant, the following operating costs are eligible
provided that they satisfy the criteria set out in the previous paragraph:
– the cost of staff, comprising actual salaries plus social security charges and other
statutory costs included in the remuneration, provided that this does not exceed
the average rates corresponding to the partner's usual policy on remuneration;
– The corresponding salary costs of personnel of national administrations are
eligible to the extent that they relate to the cost of activities which the relevant
public authority would not carry out if the project concerned were not
undertaken;
– travel and subsistence allowances for staff, provided that they are in line with the
partner's usual practices on travel costs or do not exceed the scales approved
annually by the Commission;
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– the purchase cost of equipment (new or second-hand), provided that it is written
off in accordance with the tax and accounting rules applicable to the partner and
generally accepted for items of the same kind. Only the portion of the
equipment's depreciation corresponding to the period of eligibility for Union
funding covered by the agreement may be taken into account by the Executive
Agency, except where its nature and/or use justifies different treatment by the
Executive Agency;
– costs of consumables and supplies; provided that they are identifiable and
assigned to the work programme;
– costs entailed by other contracts awarded by the partner for the purposes of
implementing the work programme, provided that the conditions laid down in
Article II.10 of the framework partnership agreement are met;
– costs arising directly from requirements imposed by the agreement (in particular,
audit costs and dissemination of information, specific evaluation of the activity,
audits, translations, reproduction, etc.), including the costs of any financial
services (especially the cost of financial guarantees);
– overheads.
4.3.4 Definition of non-eligible costs
The non-eligible costs are, as stipulated in Article II.15.4 of the framework partnership
agreement:
The following costs shall not be considered eligible:
-
capital increases and return on capital;
-
debt and debt service charges;
-
provisions for losses or potential future liabilities;
-
interest owed;
-
doubtful debts;
-
exchange losses;
-
VAT, unless the partner can show that he is unable to recover it according to
the applicable national legislation.
-
costs declared by the partner and covered by a specific action or work
programme receiving a Union grant;
-
excessive or reckless expenditure;
-
contributions in kind.
Additional information
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Contributions in kind are services or goods used for the work programme and
provided to the applicant free of charge, e.g. work by voluntary helpers, use of
buildings, office space, etc.
Contributions in kind are not regarded as eligible costs to be taken into account for
calculating the grant. As they provide added value for the work programme, they
must be declared in the initial budget and final financial report, thus giving a precise
idea of the work programme value. If the applicant opts to include them in his report,
they must be listed
separately from the other costs given its nature of exception at
the time of the negotiation phase.
4.3.5 Indicative exchange rates as of June 201112
Exchange
Country
Code
Currency
Code
rate
Bulgaria BG Lev
(New) BGN
1,95580
Croatia HR
Kuna
HRK
7,4465
Czech Republic
CZ
Czech koruna
CZK
24,509000
Denmark DK Danish
krone DKK
7,456000
Hungary HU
Forint
HUF
268.070000
Iceland IS Icelandic
króna
ISK
164.420000
Lithuania LT Lithuanian
litas
LTL
3,45280
Latvia LV Latvian
lats LVL
0,709500
Norway NO
Norwegian
krone
NOK
7.748500
Poland PL
Zloty
PLN
3.975000
Romania
RO
New Romanian Leu
RON
4.123500
Sweden SE Swedish
krona
SEK
8.891400
United Kingdom
GB
Pound sterling
GBP
0.867100
12
http://ec.europa.eu/budget/inforeuro/index.cfm
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