DG ECHO HUMANITARIAN AID AND CIVIL PROTECTION Finance, Legal Affairs and Partner Support unit-C3 CALLS FOR PROPOSALS

1. DG ECHO HUMANITARIAN AID AND CIVIL PROTECTION Finance, Legal Affairs and Partner Support unit-C3 CALLS FOR PROPOSALS & GRANT AGREEMENT ADMINISTRATIVE AND FINANCIAL ISSUES

2. Overview of the presentation Eligible actions Call for proposals Who can participate? Principles of grant Role and obligations of the beneficiaries Project budget Eligible costs Payment modalities Reporting requirements

3. Eligible Actions for Grants Civil protection Mechanisms Exercises: EUR 2 100 000 Preparedness projects: EUR 2 000 000 Prevention projects: EUR 2 000 000

4. Call for proposals Content Objectives pursued Eligibility, selection and award criteria EU funding A planning Publication Grant application guide+ Forms

5. Publication of Call for proposal on ECHO website => reference to Application Guide + Forms Application forms consist of 3 parts - Administrative - Technical - Financial The completed forms will be part of grant agreement (ANNEX I AND ANNEX II) Application reflects EU legal provisions governing grant agreement (Financial Regulation/ Implementing Rules) Grant Application Guide and Forms

6. Who can participate? Legal entities Compliance with legal/contractual obligations => (e.g. not bankrupt; not convicted for professional misconduct/ fraud / corruption etc.; compliance with tax/ social security obligations) Financial soundness => concerns mainly private applicants: e.g. sufficient financial resources; balance sheet + profit & loss account Completeness of proposal

7. Principles of GRANTS Partnership Co-financing principle Exercise project: up to 85% of the total eligible costs with a maximum of EUR 1 000 000 per proposal PREV/PREPA project: up to 75% of the total eligible costs with a maximum of EUR 500 000 per proposal Reimbursement of eligible costs actually incurred No profit rule

8. Coordinating beneficiary (CB)= ?full responsibility for the implementation of the action  ?single point of contact for the Commission ?the only one to report to the Commission on project progress ?receive and distribute the financial contribution to the co-beneficiaries Mandate signed between CB and associated beneficiaries Role and obligations of the beneficiaries

9. Project budget => Breakdown of activities in estimated costs One budget for entire project => estimated costs of CB and all AB(s) Costs and Income (funding) must be balanced Funding rate and requested EU-contribution according to original budget proposal cannot be increased later on Estimate should be as realistic as possible => avoid over-/ under-estimate; use past experience and evidence Breakdown into individual cost items as detailed as possible Use Financial forms Project budget

10. Eligible Actual/reasonable/ necessary incurred during the duration of project recorded in the accounts of beneficiary and in accordance with its usual accounting and management principles Non-eligible: costs not foreseen in the estimated budget, debts, identifiable indirect taxes including VAT�) ELIGIBLE COSTS

11. One pre-financing (upon entry into force) for the whole duration: between 40 and 60% EU contribution within 45 days of the date of the entry into force of the grant Final payment: balance paid within 45 days following approval of the final reports PAYMENT MODALITIES

12. Periodic reports to be submitted by the beneficiary at mid-term: overview of progress of the work A detailed statement of the eligible costs incurred Financial Statement Final reports to be submitted by the beneficiary 3 months after end of project: A final narrative, A final financial statement of the eligible costs. Reporting

13. Contact persons Financial desk officer: Mrs. Anna Szymanek, Mr.Pascal Barbe Legal desk officer: Mrs. Cecile Yvan Electronic address: echo-finance-civil-protection@ec.europa.eu