This is an HTML version of an attachment to the Freedom of Information request 'Documents regarding the financial contribution of the European Commission to the European Consumers' Organisation'.

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 
...................................................................................... 

1.2 Official 
address 
.................................................................................................. 

1.3 
Legal representative of the organisation ........................................................... 6 
1.4 Coordinator 
........................................................................................................ 

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 € 

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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