1. At what stage should I attach a building permission, environmental documents and other permits to the application?
At the application stage, the Beneficiary submits a declaration regarding the required permits and documents (in p. 3.5 of the Application Form). These documents will be verified by the auditor only at the final settlement, however the JTS recommends having a set of required documents when the pre-installment is made at the latest.
2. Is there any limit number of applications that can be submitted by one institution?
Within the frames of 3rd Call for Proposals, a Lead Beneficiary can submit up to 3 Application Forms. What is more, the JMC may decide to limit the number of grants awarded to one Lead Beneficiary. At the same time, there are no limits concerning number of Application Forms where the same institution acts as a Beneficiary.
3. Can the Lead Beneficiary be Beneficiary in other projects?
The Lead Beneficiary of a project can be a Beneficiary in other project at the same time. Beneficiaries are allowed to submit more than one Application Form (maximum 3 Application Forms per one Lead Beneficiary) and take part in more than one project. The JMC may decide to limit the number of grants awarded to one Lead Beneficiary.
4. Does the Application Form have to be filled in only in English?
English is the official language of the Programme and that is why the Application Form must be filled in only in English. Application Forms filled out in other languages will be rejected and excluded from assessment.
5. What should be understood by the infrastructure and investment component?
The infrastructure and investment component is a part of project expenditures related to construction / renovation works and purchases of devices and equipment, which may be used longer than the project duration period. Consumables (such as groceries or materials that will be used during project events) will not be treated as investment purchases. As a rule, microprojects support soft activities, however, within the 3rd call for proposals it is possible to purchase equipment, furniture, as well as to make some minor construction works in order to create the necessary infrastructure. The infrastructure and investment component accounts for maximum 20% of the grant, which means that in a project with a grant of EUR 60,000, the component will only amount to EUR 12,000 for the whole project and for all its Beneficiaries.
6. What exchange rate should be used while drawing up the project budget?
While drawing up the project budget, it is recommended to use the November 2019 monthly exchange rate set by EC (InforEuro rate).
7. Is there any example of methodology for calculating staff costs and travel costs?
The Programme does not impose any standard of calculating staff costs and travel costs, contrary to administrative costs. The methodology does not have to be very extensive, but it must make possible to verify the necessity and amount of the declared costs.
It is recommended to indicate in the justification of staff costs the number of people working for the project, their position, number of months, full/part-time, form of employment and the rate of remuneration. It is required that the above data are in accordance with the provisions of national law as well as with the remuneration regulations in force in a given institution.
When preparing the methodology for travel costs of project staff, the number of domestic and foreign trips, the number of people taking part in them, the duration of the trip, the subsistence allowance, unit costs of accommodation, tickets, etc. should be taken into account. All costs should be borne in accordance with the law and internal regulations regarding business trips in respective institutions.
8. On which basis should be the value of the result indicator estimated?
The Programme does not impose the selection of the indicator's verification source. You can rely, for example, on statistical data of offices, tourist boards, accommodation bases, on other documents confirming the number of visitors. You must have appropriate documentation in this regard.
9. Can be the work of people preparing final report included in methodology of staff costs?
Yes - due to the fact that Beneficiaries have at most 3 months from the end date of the project to prepare their final report, a maximum of 3-month costs of remuneration of persons directly responsible for its preparation can be considered as eligible costs. Please remember to justify these costs in methodology.
10. How in detail should the information and communication plan described in the Application Form
There should be indicated communicational tools leading to the achievement of the intended communication objectives such as informing about the project, showing its results and its financing from the EU funds. Examples of promotional activities are issuing a publication, organization of an event, cooperation with media, production of promotional materials (for example roll-up etc.). We recommend to indicate activities with a short description of the communication goal which realization the activity should serve. Specifying target group it’s nothing but describing to whom our promotional activities will be addressed. To one activity can be specified few target groups, for example, high school students, citizens of a town in which the project is implemented etc. We should try to avoid very general formulations such as the whole society. In the next step we should indicate tools – there can be leaflets, brochures, website, tab on the website, conference, open air event, information in the social media etc. Indicators, which are the next box to be filled in, need to show us how the effectiveness of promotional activities will be measured. They should reflect results of activities in target groups, for example: number of people who received leaflet, brochure; number of views of the website/ tab on the website; number of participants of the meeting, event; number of comments, likes in social media. We should remember about the eligibility of costs and indicating those costs in the project budget.
11. What will happen if in point 3.4 of the budget there will be included purchase which could be assessed as investments?
If during the assessment of the application it will be founded that in the budget line 3.4 were indicated purchased items which – according to the description of the project – could be used longer that the project implementation period, assessors will consider them while calculating the value of investment and infrastructure component.
1. Can an institution from outside the Programme area be a Beneficiary of the Programme?
An institution from outside the Programme area must meet three conditions to be eligible under the Programme rules:
a) it must be established in Poland, Belarus or Ukraine
b) its participation must be justified by the nature or by the objectives of the project and be necessary for its effective implementation;
c) the total amount allocated under the project to this Beneficiary may not exceed 20% of the total project budget.
Moreover, any activities implemented outside the Programme area cannot be of infrastructural or investment character.
2. Is it possible to make a contribution in kind as own contribution?
Own contribution (at least 10%) in the project within the Cross-Border Cooperation Programme Poland-Belarus-Ukraine must be a financial contribution. In accordance with p. 6.4. of the Programme Manual for the third call for proposals, contribution in kind is not an eligible cost and can’t be treated as a minimum of 10% co-financing of the project made by the Lead Beneficiary / Beneficiary.
1. Which values - net or gross - should be presented in the budget? What does it mean that VAT is eligible or ineligible?
Polish Beneficiaries may plan the budget in net or gross values depending on the possibility of VAT recovery.
If the Polish Beneficiaries have no legal option (on the basis of a specific national law provision) to recover the VAT incurred, such a tax is eligible within the project and the costs in the budget are presented in gross values.
If the Beneficiaries are able to recover VAT (please note that it concerns the possibility and not the plans of its recovery), they put net amounts in the budget.
Beneficiaries from Belarus and Ukraine, who have to register a project in their country, as a rule are VAT exempt, therefore they present net amounts in the budget.
1. Can projects generate income? And if not, what about the purchased equipment, which would still be used after the end of the project?
Projects can’t generate profit. According to the Programme rules, any project with infrastructure or investment component shall repay the Union contribution if, within five years of the project closure, it is subject to a substantial change affecting its nature, objectives or implementation conditions which would result in undermining its original objectives. Sums unduly paid in respect of such project shall be recovered by the MA proportionally to the period for which the sustainability requirement has not been fulfilled.
2. When the result indicator has to be achieved?
Target values of the result indicators shall be achieved not later than within the sustainability period of the project, i.e. maximum five years after its completion.
3. What will happened if the planned target value of the indicator is not achieved? Will it be necessary to return the grant or its part?
At the stage of the final report, the Beneficiary submits explanations regarding discrepancies between the planned target values of indicators and those actually achieved. Decision will be made after analyzing the reasons of the failure to achieve the indicator, the impact of this indicator on the achievement of project objectives and the costs planned to be incurred and actually incurred for actions aimed at achieving the indicator.
4. Can an entity from outside the Programme area make expenditure on investment and infrastructure purposes?
According to the Programme Manual, activities outside the Programme area cannot be of investment and/or infrastructure character. However, this does not mean that an entity from outside the Programme area can not incur such expenses - it will be possible to treat them as eligible, provided that they are incurred only in the Programme area and that it can be verified.
1. Is the Polish partner obligatory in the Project? Is one partner on the Polish side enough?
Polish partner is obligatory to implement the project. One partner on the Polish side is enough. There are three possible partnership compositions: PL-UA, PL-BY, PL-BY-UA.
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