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South East Europe Transnational Cooperation Programme. Bologna, 15° June 2009 Kick-off meeting of project SARMa SEE Joint Technical Secretariat. The “dimension” of the 1st call for proposals.

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South East Europe

Transnational Cooperation Programme

Bologna, 15° June 2009

Kick-offmeeting of project SARMa

SEE Joint Technical Secretariat

The “dimension” of the 1st call for proposals

Group 1: The “Interested” – meeting minimum formal standards: 691 formally ok EoIs, 5.900 project participants (Lead partner & project partner), requested ERDF contribution EUR 957 Mio

Group 2: The “Selected” for full application: 95 EoIs, around 1120 project participants (Lead Partner & Project Partner), requested ERDF contribution EUR 170 Mio

Group 3: The “Full Applicants”: 90 submitting Full Applications

Group 4: The “Eligible”: 71 meeting the formal and eligibility criteria requested ERDF contribution EUR 128,6 Mio

Group 5: The “Project Owners” selected for contracting: still pending(42 including projects approved and approved under condition)

The Area of Intervention 2.4

Develop technology & innovation networks in specific fields

Develop the enabling environment for innovative entrepreneurship

Enhance the framework conditions and pave the way for innovation

P1. Facilitation of innovation and entrepreneurship

Improve prevention of environmental risk

Promote cooperation in management of natural assets and protected areas

Promote energy and resource efficiency

Improve integrated water management and flood risk prevention

P2. Protection and improvement of the environment

Improve coordination in promoting planning and operation for primary & secondary transportation networks

Develop strategies to tackle the “digital divide”

Improve framework conditions for multimodal platforms

P3. Improvement of the accessibility

The general purpose of the AoI 2.4 related to energy and resource efficiency has resulted in a high number of projects concentrating around a limited number of topics (e.g. proposing energy efficiency of public buildings, building networks of energy agencies, analysis of the state of art of the renewable energy sources). This has shown often limited knowledge of the topic and limited capitalisation of results of previous projects implemented at a national land European level (especially IEE). A stronger focus on the transnational aspect of the management of renewable energy sources and the stronger involvement of energy providers was expected.

Tackle crucial problems affecting metropolitan areas and regional systems of settlements

Promote a balanced pattern of attractive and accessible growth areas

Promote the use of cultural values for development

P4. Development of transnational synergies for sustainable growth areas

the project implementation
Contracting – signing of the Subsidy Contract

The subsidy contract will be concluded between the Lead Partner (ERDF) and the Joint Technical Secretariat (JTS) on behalf of the Managing Authority (MA)

The Subsidy Contract is going to be prepared and signed first by the JTS and will be sent to the Lead Partner. The Lead partner has to send back to the JTS the signed originals within 21 days (max. 15 working days) from the reception.

The Project Implementation

Projects approved with conditions will be asked – before signing the Subsidy Contract – to resubmitted project’s documents that have changed

(addendum of the Partnership Agreement, revised Application Form, new Declaration and Co-financing Statements).

the project implementation 2
Starting up the projects

The projects can start the implementation after approval by the Monitoring Committee: 11 March 2009

The Project Implementation (2)


Starting date & end date of the project are fixed in the subsidy contract

Expenditure of the IPA partners are eligible only from the date of signature of the Grant Contract

The Lead Partner should give account of the general progress of the whole project in a Progress Report. The specific descriptions of the activities and outputs have to justify the reported expenditures of the different project partners that are claimed for the reporting period.

The Financial part has to present the expenditure incurred, paid and validated by the ERDF project partners during the reporting period which are the basis for the Application for reimbursement.

The LP summarise the activities of the IPA partners of the project reporting also briefly the status of their contractual and reporting procedures, as well as their reported expenditures.

The SEE Programme will reimburse the requested ERDF contribution for a LP only in case its connected progress report is accepted by the JTS.

reporting 2
The Project Partners’ role in reporting:

Project Partners collect documentation proving their expenditures, and get them validated according to the national control system

each ERDF PP should prepare and submit to the national First Level Control, and that will be the basis also for the Declaration of their expenditures that will be part of the LP’s application for reimbursement of project costs

report of a PP towards the LP to help them prepare the main Progress Report

Every single Project Partner must contribute to the compilation of each Progress Report. This is valid also for Project Partners without financial contribution and Project Partners from non-EU member states.

Reporting (2)

As a recommendation for the LP as well as PPs: build up your own monitoring and evaluation system in order to regularly check how the project proceed!

In this respect the Partner Report can also be a useful tool for that.

reporting 3
Reporting deadlines:

As a general rule, the Lead Partner has to submit the progress report and the application for reimbursement twice a year, on a six-month basis. The reporting periods will be fixed in the subsidy contract.

The first progress report and application for reimbursement have to cover the preparation costs of the project and the project expenditure incurred and paid within the first reporting period.

End of first reporting period: 31 August 2009

First deadline for submission: 1 December 2009

New reporting tool: Monitoring and Information System of the Programme (more information to LPs at the LP seminar + training)

Reporting (3)
timeframe for reimbursement
Timeframe for reimbursement

The LP and the project partners have to consider the timeframe of the reimbursement of Funds (when setting the payment deadlines of contracts, mainly!)

Financial management of the project
  • Project Partners collect documentation proving their expenditures, and get them validated according to the national control system
  • LPverifies that the expenditures presented has been validated by the controllers
  • LP prepares Progress report and AfR and submits to the JTS

LP Deadline:3 months from the end of the reporting period!

  • JTS Verifies the Progress reports and Application for reimbursement + Declarations of the Controllers
  • Initiation of the reimbursement process by submitting the verified AfRs to the FTU
  • Reimbursement of ERDF contribution to the LP by the Financial Transfer Unit

Approval + reimbursement procedure: circa 3 months !

  • LP transfers ERDF contribution to Project Partners