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.
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