Information for the PBU1 and LIP projects

In relation to questions concerning the settlement of staff costs on a basis of lump sum (provisions of the Grant Contract § 5 point 5), and in order to ensure the consistent approach to all beneficiaries, please find below the interpretation of the above provisions prepared by the Managing Authority (MA). In line with the provisions of the Grant Contract § 5 point 5 and § 15 point 5 the settlement of the lump sum is done under the condition of timely submission of the interim/final progress reports by the beneficiary. The deadlines for the submission are set in the grant contract as follows:

• For the submission of Interim Progress Report - not later than 1 year after the entry of the Grant Contract into force (Grant Contract § 15 point 4 and § 16 point 1 pp. 3);
• For the submission of Final Progress Report - not later than 3 months after the end of the implementation period (Grant Contract § 15 point 4);

In duly justified cases (for examples: problems in public procurement procedures, delays in approving projects in Belarus, reorganisation of the institution, etc.) and if the Lead Beneficiary is not able to deliver the required reports in set deadlines, the Lead Beneficiary is obliged to  submit a formal request (an official letter) to the Joint Technical Secretariat (JTS) together with the explanation of reasons of delay and information on the possible date of reports submission. This letter shall be submitted before the deadlines set for sending particular reports.

The JTS informs the Lead Beneficiary in writing on whether the deadline is extended or not and if the decision is positive a new date for reports submission is provided.

Please note that in case of not submitting reports within the deadline stipulated in the Grant Contract or within the new deadline set by the JTS in the separate letter the situation will be considered as a breach of provisions of the Grant Contract § 5 point 5 resulting in ineligibility of lump sums for staff costs included in the project budget.

The eligibility of lump sums for the reports submitted before 1 December 2019 will be examined by the MA/ JTS on a case by case basis.

Information for the PBU2 projects

In relation to questions concerning the settlement of staff costs and travel costs on a basis of lump sum (provisions of the Grant Contract § 5 point 4), and in order to ensure the consistent approach to all beneficiaries, please find below the interpretation of the above provisions prepared by the Managing Authority (MA).

In line with the provisions of the Grant Contract § 5 point 4 the settlement of the lump sum is done under the condition of timely submission of the Final Progress Reports by the beneficiary. The deadlines for the submission are set in the grant contract - not later than 3 months after the end of the implementation period (Grant Contract § 15 point 3);

In duly justified cases (for examples: problems in public procurement procedures, delays in approving projects in Belarus, reorganisation of the institution, etc.) and if the lead beneficiary is not able to deliver the required report in set deadline, the lead beneficiary is obliged to  submit a formal request (an official letter) to the Joint Technical Secretariat (JTS) together with the explanation of reasons of delay and information on the possible date of report submission. This letter shall be submitted before the deadlines set for sending Final Progress Report.

The JTS informs the lead beneficiary in writing on whether the deadline is extended or not and if the decision is positive a new date for report submission is provided.

Please note that in case of not submitting reports within the deadline stipulated in the Grant Contract or within the new deadline set by the JTS in the separate letter the situation will be considered as a breach of provisions of the Grant Contract § 5 point 4 resulting in ineligibility of all lump sums for staff costs and travel costs included in the project budget.

The eligibility of lump sums for the reports submitted before 1 December 2019 will be examined by the MA/ JTS on a case by case basis.