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How to apply to EU grants_Tool Kit 2 - the European External Action

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How to apply for EU Grants
Tool Kit
______________________
What is a grant?
• EU
awards money in the form of grants (direct payment of a noncommercial nature to a specific recipient) in order to implement projects or
activities within diverse fields such as education, health, culture, youth,
environment, etc, through a competitive process according to precise
priorities.
• Grants are a form of complementary financing and cannot be awarded
retroactively for actions that are already completed and ongoing.
• The grant beneficiaries are mainly private (i.e. NGOs) and public
institutions.
• Calls for proposals invite candidates to present, within a given deadline,
a proposal for action that corresponds to the objectives pursued and fulfils
the required conditions.
• All applications are examined and evaluated on the basis of criteria that
have clearly been announced in the calls for proposals/guidelines for
aplicants, while ensuring equal treatment; candidates are individually
informed of the final decision concerning their proposal.
Who can apply?
Applicants must be:
• legal persons
• non profit making
• nationals of a Member State of the EU either a Candidate country
(Turkey, Croatia, and F.Y.R of Macedonia) or one from the
European Economic Area (Iceland, Norway, Lichtenstein) or of the
Syrian Arab Republic
• registered in conformity with the local legislation in force. Syrian
NGOs must have been registered for at least two years at the time
of the submission of an application. Non-Syrian NGOs must have
been registered for at least three years at the time of the
submission of an application, according to the regulation existing
in the states they have established.
• directly responsible for the preparation and management of the
action with their partners and associates.
• able to demonstrate to have regularly carried out activities in the
field of development.
Applicants may act individually
or with partners
A partnership among a number of organisations is
strongly encouraged from the implementation point of
view.
This arrangement brings together several actors,
which have a shared interest in the outcome and
demonstrate some degree of ownership, in order to
address a particular issue. This does not imply
necessarily a legal or contractual agreement but
rather an identifiable form of governance.
Applicants must clearly demonstrate the value added
and advantages offered by the proposed partnership.
Partners and Associates
• Applicants’ partners participate in designing and
implementing the action, and the costs they incur are
eligible in the same way as those incurred by the grant
Beneficiary. They must therefore satisfy the same
eligibility criteria as applicants.
• Other organisations may be involved in the action. Such
associates play a real role in the action but may not
receive funding from the grant with the exception of per
diem or travel costs. Associates do not have to meet the
eligibility criteria
How to apply for an EU Grants?
NGOs SHOULD
Step 1: Register in PADOR
After identifying a specific call for proposals in line with your own
organisation�s strategy,
OPEN CALL
Step 2: Prepare and Send the CONCEPT NOTE TOGETHER WITH THE
FULL APPLICATION (ONE DEADLINE)
RESTRICTED CALL
Step 2: Prepare and Send the CONCEPT NOTE
If selected,
Step 3: Send the FULL APPLICATION
(TWO DEADLINES: one for Concept Note and one for Full Application)
Before Applying for EU CfP
REGISTRATION IN PADOR IS COMPULSORY
Potential Applicant Dated Online Registration (PADOR) is data base that will
register information on EU partner NGOs all around the world.
All legally registered NGOs can register in PADOR at any time but registration in
PADOR is MANDATORY for applying to calls for proposals for applicants and
partners.
WHY?
- To better know our partners and to verify legal entity
- To facilitate application. Once registered an NGO do not need to fill in the section
II related to information about the applicant
- Registration number will give access to on-line services (follow-up, application)
-To produce less paper documents.
IN CASE OF PROBLEMS:
- Help desk: [email protected]
- If problem persists make sure you fill the section II in the PAPER application and
copy us to your correspondence with the helpdesk.
- A proposal with applicant information missing will be rejected.
PADOR
Information about the NGO
1. IDENTITY
2. PROFILE
3. CAPACITY TO MANAGE AND IMPLEMENT ACTIONS
4. LIST OF THE MANAGEMENT BOARD/COMMITTEE
Mandatory documents uploaded by the APPLICANTS
1. Statute
2. Annual Financial report
3. Audit report if requested amount < 500 000 €
Mandatory documents for PARTNERS
1. Statute
http://ec.europa.eu/europaid/work/onlineservices/pador/index_en.htm
Donor’s Role
•
Publicity (workprogramme + Aidco website /Delegation websites+ info
day + other means if appropriate: local publication etc.)
•
Receipt and registration
•
Opening and administrative check
•
Assessment of the quality of the concept notes
•
Assessment of the technical and financial quality of the proposal
•
Eligibility check
•
Evaluation Report
•
Contract preparation and signature
•
Publicity (award notice)
EU Guidelines
In respect of principles of transparency,
proportionality and equal treatment, guidelines is a
document explaining the purpose of a Call for
Proposals for grants. It sets out the rules regarding
applicants, the types of operations and costs which
may be financed, and the evaluation criteria.
It also provides practical information on how to
complete the application form, what documents
must be annexed, and rules and procedures for
applying.
EU Grant Application Form
Contracting Authority: European Union
<Title of programme>
Grant Application Form
Budget line(s):
Reference: < call for proposals number>
Deadline for submission
open/restricted call
Open Call:
The applicant must prepare the concept note together with the full
application form and send them both: One deadline
Restricted Call
The applicant must prepare only the concept note. Only the selected
applicants will be asked to send the full application form: Two deadlines
(one for CN and one for Full Application)
EU Grant Application Form
Title of the action:
Name of applicant:
<specify country(ies), region(s), area(s) or town(s) that will
benefit from the Action>
Location(s) of the action:
Total eligible cost of the action
(A)
[EUR/National currency]
Total duration of the
action:
Amount requested from the
Contracting Authority (B)
[EUR/National currency]
Check
minimum and maximum
% of total eligible cost of action
(B/Ax100)
Check your maths
Check the maximum
<months> Be realistic!
Check minimum and maximum duration
Dossier No
(for official use only)
EU Grant Application Form
Contact details for the purpose of this action:
Postal address:
Telephone number:
Country code + city code
+ number
Fax number: Country
code + city code + number
Contact person for this
action :
Contact person’s email
address :
Any change in the addresses, phone numbers, fax numbers
and in particular e-mail, must be notified in writing to the
Contracting Authority. The Contracting Authority will not be
held responsible in case it cannot contact an applicant.
Step 2 : Drafting the Concept Note
• The CN is a photograph of the proposal, as clear as
possible and underlining why this proposal can “make a
difference”
• It focuses on the “substance” of the project and avoids
details in all different components (ex : the detailed budget
is not provided).
• No specific template but 4 full pages (A4 size) of Arial 10
characters with 2 cm margins
• 3 sections : relevance of the action ; description of the
action and its effectiveness ; sustainability of the action
• The size of each section will reflect the relative importance
of each heading
EU Grant Application Form
Part A. CONCEPT NOTE
I. GUIDANCE FOR THE DRAFTING OF THE CONCEPT NOTE
There is no specific template for the Concept Note but the applicant has to
ensure that the text of his concept note:
Вѕdoes not exceed 4 full pages (A4 size) of Arial 10 characters with 2 cm
margins;
Вѕresponds, in the same sequence, to the headings listed below and in the
Application Form. It is expected that the size of each section will reflect the
relative importance of each heading (ref max scores in the evaluation grid and
in the Guidelines). The applicant may provide any additional information that he
may deem useful for the evaluation, but which might not have been specifically
requested (e.g. added value and/or synergy with other similar interventions past, present, or planned - past activities, multiplier or spill-over effects, why
the applicant is the best placed for the implementation of the action etc);
ВѕThe evaluation will be carried out in accordance with the evaluation grid and
it will be based solely on the information provided by the applicant in the
concept note (even if you have already been granted a project by the EU);
ВѕIs drafted as clearly as possible to facilitate its assessment.
Relevance of the Action
ВѕвЃ­ Provide a general presentation and analysis of the
problems and their interrelation at all levels.
Вѕ Identify clearly specific problems to be addressed
by the action.
ВѕвЃ­ Include a brief description of the target groups and
final beneficiaries.
ВѕвЃ­ Demonstrate the relevance of the proposal to the
needs and constraints in general of the target
country(ies) or region(s) and to the target
groups/final beneficiary groups in particular.
ВѕвЃ­ Demonstrate the relevance of the proposal to the
priorities and requirements presented in the
Guidelines.
Description of the action and its effectiveness
•  Provide a description of the proposed action
including, where relevant, background information
that led to the presentation of this proposal. This
should include:
•  a description of the overall objective of the action,
outputs and expected results;
•  Description of the proposed activities and their
effectiveness;
•  Involvement of implementing partners and
associates, their role and relationship to the
applicant, if applicable, and the applicant's
relationship with them;
•  Other possible stakeholders (national, local
government, private sector, etc.), their anticipated
role and/or potential attitudes towards the project.
Sustainability of the action
•  Provide an initial risk analysis and eventual
contingency plans. This should include at
minimum a list of risks associated for each
action proposed accompanied by a relevant
mitigation measures. A good risk analysis would
include a range of risk types including physical,
environmental, political, economic and social
risks.
•  Give the main preconditions and assumptions
during and after the implementation phase
(involvement of stakeholders should be
addressed and not taken for granted).
•  Explain how sustainability will be secured after
completion of the action. This can include
aspects of necessary follow-up activities, built-in
strategies, ownership etc., if any.
Clarifications
Sustainability
3 dimensions must be envisaged to evaluate the expected short and longterm impact of the Action:
• Financial level: how will activities continue to be financed when the grant
ends?
• Institutional level: will structures allowing the activities continue to be in
place at the end of the action? Will there be local "ownership" of action
outcomes?
• Policy level: what structural impact will the action have - e.g. will it lead to
improved legislation, codes of conduct, methods, etc?
The different components must be well explained and fit into a
coherent framework in the application form.
Risk analysis of each action (physical, environmental, economic, political, &
social risks) & mitigation measures are useful tools.
EU Grant Application Form
II. CHECKLIST FOR CONCEPT NOTE CRITERIA FOR ADMINISTRATIVE CHECK
(Make sure that your application complies with the checklist below)
<PUBLICATION REFERENCE + TITLE OF THE CALL + BUDGET LINE>
ADMINISTRATIVE DATA
Name of the Applicant
EuropeAid ID number
This number will be obtained through registration in the PADOR
database (See below)
Nationality[1]/Country[2]
and date of registration
Legal
Entity
number[3]
File
Legal status[4]
Partner 1
Name/EuropeAid ID number:
Nationality/Country of registration:
Legal status:
Partner 2
NB: Add as many rows as
partners
Name/EuropeAid ID number:
Nationality/Country of registration:
Legal status:
EU Grant Application Form
BEFORE SENDING YOUR CONCEPT NOTE, PLEASE CHECK THAT EACH OF
THE FOLLOWING COMPONENTS IS COMPLETE AND RESPECTS THE
FOLLOWING CRITERIA :
To be
filled in by
the
applicant
Title of the Proposal:
Ye
s
1. The instructions for concept note, published for this call for proposals,
have been followed
2. The proposal is typed and is <in English, French, Portuguese or in
Spanish>
3. One original and <X copy (ies)> are included
4. An electronic version of the concept note (CD-Rom) is enclosed
5. The action will be implemented in an eligible country(ies)
No
EU Grant Application Form
6. The duration of the action is equal to or lower than <X months> (the
maximum allowed)
7. The duration of the action is equal to or higher than <X months> (the
minimum allowed)
8. The requested contribution is equal to or higher than <X EURO/other
currency> (the minimum allowed)
9. The requested contribution is equal to or lower than <X EURO/other
currency> (the maximum allowed)
10. The requested contribution is equal to or higher than <X %>of the total
eligible costs (minimum percentage required)
11. The requested contribution is equal to or lower than <X %> of the total
eligible costs (maximum percentage allowed)
12. The Declaration by the applicant has been filled in and has been signed
13. The present Checklist and the Declaration by the applicant are filled in
and sent with the Concept Note
The answers for the above checklist should be YES, if not, you have to
double check your application
EU Grant Application Form
III. DECLARATION BY THE APPLICANT FOR CONCEPT NOTE
The applicant, represented by the undersigned, being the authorised signatory of the applicant, including every partner, hereby declares that
вЃ­ the applicant has the sources of financing and professional competence and qualifications specified in section 2 of the Guidelines for Applicants;
вЃ­ the applicant undertakes to comply with the obligations foreseen in the partnership statement of the grant application form and with the principles of good
partnership practice;
вЃ­ the applicant is directly responsible for the preparation, management and implementation of the action with its partners and is not acting as an
intermediary;
вЃ­ the applicant and its partners are not in any of the situations excluding them from participating in contracts which are listed in Section 2.3.3 of the Practical
Guide to contract procedures for EC external actions (available from the following Internet address:
http://ec.europa.eu/europeaid/work/procedures/index_en.htm. Furthermore, it is recognised and accepted that if we participate in spite of being in any of
these situations, we may be excluded from other procedures in accordance with section 2.3.5 of the Practical Guide;
вЃ­ if selected, the applicant is in a position to deliver immediately, upon request, the supporting documents stipulated under section 2.4 of the Guidelines for
Applicants.;
вЃ­ the applicant and each partner (if any) are eligible in accordance with the criteria set out under sections 2.1.1 and 2.1.2 of the Guidelines for Applicants;
вЃ­ if recommended to be awarded a grant, the applicant accepts the contractual conditions as laid down in the Standard Contract annexed to the Guidelines
for Applicants (annex F);
вЃ­ the applicant and its partners are aware that, for the purposes of safeguarding the financial interests of the Communities, their personal data may be
transferred to internal audit services, to the European Court of Auditors, to the Financial Irregularities Panel or to the European Anti-Fraud Office.
Signed on behalf of the applicant (1 ORIGINAL)
Name
Signature
Position
Date
EU Grant Application Form
IV. ASSESSMENT GRID FOR CONCEPT NOTE
(FOR THE USE OF THE CONTRACTING AUTHORITY ONLY)
ADMINISTRATIVE CHECK
YES
1. The submission
deadline has been respected
2. The Concept Note satisfies all the criteria mentioned in the Checklist (Section II of the Concept Note). – Make
sure to
comply
The administrative verification has been conducted by:
Date:
DECISION 1: The Committee has decided to recommend the Concept Note for Evaluation after having passed the
Administrative check.
DECISION 2: The Committee has approved the Concept Note and asked pre-selected applicant to submit a full proposal
after having pre-selected the best Concept Notes.
The evaluation of the Concept Note has been conducted by:
Date:
NO
Step 3: Filling the Full Application
Structure:
•
•
•
•
•
Description of the Action
Logical Framework
Budget
Applicant
Partners
Description of the action
• To be clear and precise on : Title, Locations, Cost,
Summary, Objectives, Relevance, Description of the
action, Methodology, Duration and indicative action
plan, Sustainability, Logical framework
• To describe legally binding commitments (e.g. activities
to be implemented) rather than general aspirations.
• To include indicators of performance/milestones
• This document will be the Annex I of the grant contract, if
the proposal is selected.
EU Grant Application Form
PART B. FULL APPLICATION FORM
I. THE action
[Open procedures: <To be submitted by all applicants>
Restricted procedures: <only to be completed by the applicants who receive an invitation to submit a full proposal
(at the time of the invitation)>]
1. DESCRIPTION
1.1 Title
1.2. Location(s)
Country(ies), region(s), town(s)
1.3. Cost of the action and amount requested from the Contracting Authority
Total eligible cost of the action (A)
Amount requested from the Contracting
Authority (B)
[EUR/National Currency]
[EUR/National Currency]
Total may not vary more than
20% from total in Concept Note
% can be increased after Concept
Note but only up to max allowed
% of total eligible cost of action (B/Ax100)
%Check
your maths
Check the maximum
[Where the financing in full of the action by the Contracting Authority is allowed by the
Guidelines for Applicants, justify your request to benefit from such financing in full, by showing
that it is essential to carry out the action]
Please note that the cost of the action and the contribution requested from the Contracting
Authority have to be expressed in EURO
EU Grant Application Form
1.4. Summary (max 1 page)
Total duration of the
action
<… months> Be
Objectives
action
Refer to logframe
of
the
realistic!
Overall objective(s)> the CALL objective(s)
Specific objective= Project Purpose= 1
Partner(s)
Do not mention here the associates
Target group(s)[1]
Different from final beneficiaries
Focus to ensure impact
Final beneficiaries[2]
Different from Target groups
Estimated results
Refer to logframe
Main activities
Refer to logframe
Where applicable, clearly indicate the sector[3], theme, or geographical area specified in the call for proposals
to which the proposed action would apply:
[3]
See paragraph 2.2 in Section II for the list of Sectors
Clarifications
What is the difference between �’beneficiaries’’ and �’target
groups’’?
Target groups: the people who will participate directly in the
project.
Beneficiaries: the people who will ultimately benefit from the
project activities.
Example: proposal to raise the awareness of young people
about the existence of environmental NGOs
- the target groups will be young people,
- the final beneficiaries will be environmental NGOs
EU Grant Application Form
There should be no repetition in the following parties as each one of
them is adressing a different part of your logframe. If there is,
something is wrong with your logframe.
1.5. Objectives (max 1 page)
Describe the overall objective(s) to which the action aims to contribute towards and the specific
objective (= project purpose=1) that the action aims to achieve.
[The Specific objective should not be formulated as a sum of results but rather as the
consequence of results (higher-level achievement]
1.6. Relevance of the action (max 3 pages)
Вѕ Please provide the following information:
Provide a general and detailed presentation and analysis of the problems and their interrelation at all
levels.
Вѕ Provide a detailed description of the target groups and final beneficiaries and estimated number
Вѕ Identify clearly the specific problems to be addressed by the action and the perceived needs and
contraints of the target groups.
Вѕ Demonstrate the relevance of the action to the needs and constraints in general of the target
country(ies) or region(s) and to the target groups/final beneficiary groups in particular and how the
action will provide the desired solutions, in particular for the targeted beneficiaries and population.
Вѕ Demonstrate the relevance of the action to the priorities and requirements presented in the
Call Guidelines. (Beware! Threshold! See evaluation grid!)
EU Grant Application Form
1.7. Description of the action and its effectiveness (max 14 pages) WHAT?
Provide a description of the proposed action including, where relevant, background
information that led to the formulation of the action. This should include:
Вѕ Overall Objective and the Purpose of the Action (= specific objective=1) (max 1
page). Provide and describe the overall objective(s) to which the action aims to
contribute towards as well as the purpose that the action aims to achieve.
Вѕ Outputs and expected results (max 4 pages). Indicate how the action will improve
the situation of target groups/beneficiaries as well as the technical and management
capacities of target groups and/or any local partners where applicable. Be specific
and quantify outputs as much as possible. Indicate notably foreseen publications.
Describe the possibilities for replication and extension of the action outcomes
(multiplier effects) [Bear in mind EU visibility guidelines]
Вѕ The proposed activities and their effectiveness (max 9 pages). Identify and
describe in detail each activity to be undertaken to produce the results, justifying the
choice of the activities and specifying where applicable the role of each partner (or
associates or subcontractors) in the activities. In this respect, the detailed
description of activities must not repeat the action plan.
Вѕ Indicate clearly the sequence of, and links between all different activities in an
appropriate Project Management form, identifying the critical path for implementing
the action (start-to-finish, finish-to-finish, start -to-start, etc.)
Clarifications
• Expected results: describe how the action will improve
the situation of target groups + the technical and
management capacities of target groups or partners
(where applicable)
• Outputs: be specific and quantify outputs as much as
possible.
• Multiplier effects: explain the possibilities for replication
and extension of the action outcomes.
EU Grant Application Form
1.8. Methodology (max 4 pages) HOW?
Describe in detail:
Вѕ The methods of implementation and reasons for the proposed methodology;
Вѕ Where the action is the prolongation of a previous action or project, how the action is
intended to build on the results of this previous action;
Вѕ Where the action is part of a larger programme, explain how it fits or is coordinated
with this programme or any other eventual planned project. Please specify the potential
synergies with other initiatives, in particular from the EU;
Вѕ The procedures for follow up and internal/external evaluation;
[There should be at least one external evaluation at the end of the project]
Вѕ The role and participation in the action of the various actors and stakeholders (local
partner, target groups, local authorities, etc.), and the reasons for which these roles
have been assigned to them;
Вѕ The organisational structure and team proposed for implementation of the action (by
function: there is no need to include the names of individuals);
¾ The main means proposed for the implementation of the action (equipment, tools…)
and for carrying out the proposed activities;
Вѕ The involvement of implementing partners (partner and associates), their role and
relationship to the applicant, if applicable, and the applicant's relationship with them;
Вѕ The attitudes of all stakeholders towards the action in general and the activities in
particular;
Вѕ Any anticipated synergies with , or possible constraints due to other current or planned
projects or activities in the vicinity of the location of the action.
Clarifications
What about the �’Methodology’’?
•
Methodology refers to the structure and design of the project
•
It establishes a clear link between proposed activities and expected
results
•
It justifies why these activities are the most efficient method for
achieving the expected results
•
To fill : methods of implementation ; prolongation of a previous
project ; potential synergies with other initiatives ; internal/external
evaluation ; participation of actors and stakeholders ; organisational
structure and team (by function: no need to include the names of
individuals) ; main means (equipment, tools…) ; role of partners
EU Grant Application Form
1.9 Duration and indicative action plan for implementing the
action Be realistic – Check min and max duration
The duration of the action will be <X> months.
The indicative action plan may not prejudge a specific start up implementation date. To this end, it may not make reference to
specific dates or months, and therefore simply show "month 1", "month 2", etc.
Applicants are recommended to base the estimated duration for each activity and total period on the most probable
duration and not on the shortest possible duration by taking into consideration all relevant factors that may affect the
implementation timetable.
The activities stated in the action plan should correspond to the activities described in detail in this section. The implementing
body shall be either the applicant or any of the partners, associates or subcontractors. Any months or interim periods without
activities must be included in the action plan and count toward the calculation of the total estimated duration of the action.
The action plan for the first 12 months of implementation should be sufficiently detailed to give an overview of the preparation
and implementation of each activity. The action plan for each of the subsequent years may be more general and should only
list the main activities foreseen for those years. To this end, it shall be divided into six-month interim periods (NB: A more
detailed action plan for each subsequent year will have to be submitted before receipt of new pre-financing payments,
pursuant to Article 2.1 of the General Conditions of the grant contract).
The action plan shall be coherent with, and based on the identification of all links and relation between the different activities
described in section 1.7. The action plan will be drawn up using the following format:
Year 1
Semester 1
Activity
Mon
th 1
2
3
Semester 2
4
5
6
7
8
9
10
11
12
Implementing body
Preparation Activity
1 (title)
Local partner 1
Execution Activity 1
(title)
Local partner 1
Preparation Activity
2 (title)
Local partner 2
EU Grant Application Form
1.10. Sustainability (max 3 pages)
Provide a detailed risk analysis and eventual contingency plans. This should include at
minimum a list of risks associated for each action proposed accompanied by relevant
mitigation measures. A good risk analysis would include a range of risk types including
physical, environmental, political, economic and social risks.
Describe the main preconditions and assumptions during and after the implementation
phase.
вЃ­Explain how sustainability will be secured after completion of the action. This may
include aspects of necessary follow-up activities, built-in strategies, ownership etc., if any.
In so doing, please make a distinction between the following 3 dimensions of
sustainability:
ВѕвЃ­Financial sustainability (financing will follow up activities, sources of revenue for covering
all future operating and maintenance costs, etc.);
ВѕвЃ­Institutional level (which structures would allow, and how, the results of the action to
continue be in place after the end of the action? Address issues about the local
"ownership" of action outcomes);
ВѕвЃ­Policy level where applicable (What structural impact will the action have - e.g. will it
lead to improved legislation, codes of conduct, methods, etc.).
1.11 Logical Framework
EU Grant Application Form
II. THE APPLICANT
EuropeAid ID number[1]
Name of the organisation:
Applicants that are registered in PADOR do not need
fill in the rest of this section.
IDENTITY
Legal Entity File number[1]
Abbreviation :
Registration Number (or equivalent)
Date of Registration
Official address of Registration
to
The Legal Entity Form
• Name
• Registration No.
• Supporting Doc
for Reg. No.
• Signature&
Stamp
• Submit a copy
EU Grant Application Form
III. PARTNERSHIP STATEMENT
Name:
Organisatio
n:
Position:
Signature:
Date
place:
and
Send one original SIGNED version. If not signed, proposal will be rejected
EU Grant Application Form
IV. ASSOCIATES OF THE APPLICANT PARTICIPATING IN THE ACTION
Different from partners
PADOR not mandatory do not forget to fill in the information sheet
V. CHECKLIST
VI. DECLARATION BY THE APPLICANT
Do not forget to sign it
Original needed
Otherwise proposal will be rejected
EU Grant Application Form
Budget Preparation
The budget should indicate specific financial
needs for implementation of each activity
planned in the project proposal
EU Grant Application Form
2. BUDGET FOR THE ACTION
Fill in Annex B (worksheet 1) to the Guidelines for applicants for the total
duration of the action and for its first 12 months. For further information see the
Guidelines for grant applicants (Section 2.1.4).
3. EXPECTED SOURCES OF FUNDING
Fill in Annex B (worksheet 2) to the Guidelines for applicants and partners to
provide information on the expected sources of funding for the action.
Please note that there are two different sheets to be completed
Please mention here below the contributions in kind to be provided (please
specify), if any (maximum 1 page).
Note that:
• If one budget sheet is missing, the proposal will be rejected;
• Respect the format of the budget;
• All Budget must be in €;
• Check the eligibility of the expenses in the guidelines.
Budget Worksheet 1/a
Budget Worksheet 1/b
Budget Worksheet 2
Means and Costs
Means are physical and non-physical resources that are
necessary to carry out the planned Activities and manage
the project. Distinction between human resources and
material resources.
Costs are the translation into financial terms of all the
identified resources. Eligible costs must meet all the
following criteria:
- be necessary
- indicated in budget
- identifiable and verifiable
- be reasonable (economy and efficiency)
- incurred during the implemention of the action
(exceptions: costs relating to final reports
and expenditure verification)
EU Grant Application Form
When preparing the budget, consider that expenses should:
Be needed for the action
Be consistent with the description of the action
Be reasonable and justifiable for the action
Be incurred during the implementation period of the action
Be identified and verified (be recorded in your accounting system)
What not to include in the budget:
Any overhead cost as this should be covered from the administrative cost (max.
7% of the direct eligible cost)
Any contribution in kind except for the cost of staff assigned to the action
Equipment
Do not forget to include:
External evaluation if required by guidelines
Yearly audits if required by guidelines
Budget for visibility actions (or explain how outputs will comply with EC rules)
EU Grant Application Form
4. EXPERIENCE OF SIMILAR ACTIONS
Maximum 1 page per action. Please provide a detailed description of actions managed by your organisation over the past three
years
This information will be used to assess whether you have sufficient and stable experience of
managing actions in the same sector and of a comparable scale to the one for which you are
requesting a grant.
Reference no:
Name of
organisation
…
Project title:
Sector (see section 2.2 of section II):
Location
of the
action
Cost of the
action (EUR)
lead manager or
partner
Donors to the
action
(name)[1]
Amount
contributed (by
donor)
…
…
…
…
…
Dates (from
dd/mm/yyyy to
dd/mm/yyyy)
…
Object and results of the action
…
[1]
If the Donor is the EU Union or an EU Member States, please specify the EC budget line, EDF or EU Member State.
You should also include your previous experiences as partners if you have any
and explain your role in the project
How to transmit the proposal?
All the documents must be transmitted
•
In 1 original and 3 copies in A4 size, each bound + in electronic format
(CD-Rom)
•
The Checklist and the Declaration by the applicant must be stapled
separately and enclosed in the envelope.
•
In a sealed envelope : the outer envelope must bear the reference number
and the title of the call for proposals, together with the title, the full name
and address of the applicant, and the words "Not to be opened before the
opening session“
•
Exclusively by registered mail, private courier service or by hand-delivery to
the Delegation of the EU (or for global call to BXL)
•
Applicants may submit more than 1 proposal under this call, but will receive
funding for max. 1 proposal
•
Late and incomplete applications may be rejected
Submission of proposals
• Submission period
– Open Call: minimum 90 days (60 if grants below
€100.000)
– Restricted Call: minimum 45 days + 45 days
• Information Questions by potential
applicants 21 days before deadline
• Answers from Contracting Authority 11
days before
50
How is conducted the evaluation process?
Step 1: administrative check
Step 2: evaluation of the Concept Note
- relevance x/15 (minimum 12/15), effectiveness x/25, sustainability x/10
- minimum 30/50 to pass
Show the importance of the proposal to Syria, target
groups/final beneficiaries & priorities and requirements of the
Call for Proposals.
Step 3: evaluation of the Full Application
- Financial and operational capacity: x/20 (12/20 minimum)
- Relevance: x/25 (20/25 minimum)
- Methodology : x/25
- Sustainability : x/15
- Budget and cost-effectiveness : x/15
Step 4: eligibility verification (supporting documents)
Step 5: preparation of the contract
Contract preparation (В« fine-tuning В»)
• Selected applicants are informed of the award decision
• The Contracting Authority prepares the contract
• Adaptations to the proposals may be made if
– Dictated by changes in the target country/region’s
situation
– They concern budget adjustments
– They do not modify substantially the proposal
– They refer to comments made by assessors/evaluators
during evaluation process
• Note: budget adjustments may never result in a budget
increase or an increase in the % of EU funding.
Timeline Restricted CfP
average of 7 to 9 months
Second phase
of project
preparation
First phase of
project preparation
Publication
of
guidelines
INFO DAY
highly
recommende
d
Evaluation of
concept notes
month 1
launch
Invitation of
best concept
notes to submit
a full proposal
Deadline for
receipt of
concept notes
+ 30 days
Deadline for
receipt of full
proposals
Evaluation of full
proposals + verification
of supporting
documents (eligibility
check)
month 7
month 3
+45 days
minimum
Final
evaluation
report
+45 days
minimum
BEGINNING OF PROJECTS...
Contract
finalisation (finetuning) and
signature
month 9
Timeline Open CfP
average of 6 to 8 months
Single phase
of project
preparation
Final
evaluation
report
Publication
of
guidelines
INFO DAY
highly
recommended
launch
Deadline for receipt
applications
concept note, partners
declarations, full proposal:
budget, logical framework
month 1
month 3
+ 30 days
+90 days
minimum
Evaluation of concept
notes + evaluation of
full proposals +
verification of
supporting
documents (eligibility
check)
month 6
BEGINNING OF PROJECTS...
Contract
finalisation (finetuning) and
signature
month 8
After Evaluation…
MAIN REASONS FOR REJECTION
• Deadline
• Administrative check
• Relevance
• Original Signature of the applicant declaration
and partnership statement(s)
• Financial capacity
Implementation of the Projects
• Carrying out of activities according to the
awarded project proposal
• Visibility
• Procurement
• Reporting
EU Visibility
• Visibility is about raising awareness on the EU support to
the project
• A special effort has to be made by selected applicants
on communication and visibility actions planned during
the project’s lifetime
• Projects should follow the EU Communication and
Visibility Manual to ensure an appropriate written and
visual identity of the EU (i.e. use of the flag, how to draft
a press release…)
• The Manual is available ot AIDCO website :
http://ec.europa.eu/europeaid/work/visibility/index_en.ht
m
Procurement
Purchasing any item under the contract has a
procedure to follow…
• Contracts must be awarded to the most
economically advantageous tender (i.e., the tender
offering the best price-quality ratio)
• Proper filing system should be set up to cover all the
procurement process (request for quotation, letters,
invoices, etc..)
Procurement
• Rules of nationalities, origin, exceptions, grounds of exclusions;
exclusion for contract award.
Rules of Origin: PRAG 2008 page 14
• A product can not originate in a country in which no production process
has taken place.
• The country of origin is not necessarily the country from which the goods
have been shipped and supplied.
• The country of origin is deemed to be the country in which the goods
have undergone their last, economically justified, substantial
transformation. If the last substantial transformation has not taken place in
a Member State of the European Union or one of the eligible recipient
countries,
the
goods
cannot
be
tendered
for
the
project.
• The supplier must certify that the goods tendered comply with the origin
requirement specifying the country or countries of origin.
Procurement
• Supplies:
– Contracts under 10,000 euro: single tender
– Contacts between 10,000 and 60,000: competitive negotiated
procedure
– Contracts from 60,000 to 150,000: open local tender
• Works:
– Contracts under 10,000: you can place orders under a single
tender;
– Contract between 10,000 and 300,000: negotiated procedure
• Services:
– Contracts under 10,000 euro: you can place an order under a
single tender
– Contracts between 10,000 and 200,000: competitive negotiated
procedure
Monitoring system
• Performed by internal management
• On-going
• Uses indicators of the LFA Matrix to
measure progress of:
- Activities
- Resources/inputs
- Results
Monitoring
• Desk monitoring
• Field monitoring
• Reports:
- Inform stakeholders
- Provide formal records of
achievements
- Document changes
- Promote transparency and
accountability
Monitoring and Change
• Change is the rule in projects
• Flexibility is essential
• Moniting provides the tools to assess
change against:
Activities
Budget
Resources and Time
Results
Reporting
Interim (more than 12 months project):
only narrative + Procurement listing of
over 5.000 euro
Final narrative: description, assessment,
partners’ cooperation and visibility
Financial: expenses
Final Report
• Project achievements
• Resources, Activites, Results, overall
objective/Purpose dealt with.
• Strength and weaknesses
• Provisions for Gender/environmental
approach
• Lessons learnt
• Sustainability and Dissemination of results
Evaluation
Evaluation is an assessment, as systematic and
objective as possible, of on-going or completed
project.
The aim is to determine the relevance and
fulfilment of objectives, developmental efficiency,
effectiveness, impact and sustainability.
An evaluation should provide information that is
credible and useful, enabling the incorporation of
lessons learnt into current of future actions.
Audit
• Assessment of legality and regularity of
project expenditure and income
• Primarily a financial and financial
management focus
• Process can also be assessed
• Incorporates external organisation
EU Advice
• Read Guidelines Carefully
• Give yourself sufficient time to meet
deadline
• Double check applications, checklists,
copies, signatures
• Check questions/answers on website +
deadlines for clarifications
• Draft logframe before concept note and use
it for whole application
EU Grant Application Form
For more documents on EU Grant
Application, please visit the following
website:
http://ec.europa.eu/europeaid/work/proced
ures/implementation/grants/index_en.htm
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