EU Aid Volunteers (EUAV) 2015-2020 EACEA FAQ's Contents 1. What is the EU Aid Volunteers initiative?... 3 1.1. What volunteering opportunities are available within the EUAV initiative?... 3 1.2. When will it happen?... 3 1.3. Where can I find the detailed rules of the EU Aid Volunteers initiative?... 3 1.4. Who does what?... 4 2. What is the role of sending and hosting organisations?... 4 3. What is Certification?... 5 3.1. Is my organisation eligible for Certification?... 5 3.2. What is considered as active in the field of humanitarian Aid?... 5 3.3. What evidence will be required to prove that my organisation is active in humanitarian aid?.. 6 3.4. How do I apply to become a sending/hosting organisation?... 6 3.5 My organisation is based in a country outside the EU. Is my organisation eligible to apply as both a sending and hosting organisation?... 6 3.6 As an already certified sending organisation, is it possible to have our 3 rd country programme offices apply for certification as hosting organisations?... 7 3.7 Our Federation is a network of humanitarian organisations, comprising of 77 organisations working in humanitarian action globally. If the Secretariat of our Federation is certified, are all rest of the membership required to undergo certification individually?... 7 3.8 Who can act as a reference for a hosting organisation?... 7 3.9 May a certified sending organisation who has country programme offices in third countries act as one of the required three references for that country programme office?... 8 3.10 The self-assessment form for sending organisations requires the submission of additional documents as a 'means of verification' of our ability to implement the standards in volunteer management. Evidence requested includes 'certification/accreditation through another approved mechanism (e.g. national, European or international schemes)'. Is accreditation under the European Voluntary Services scheme (Erasmus+) valid?... 8 4. What is Technical Assistance and Capacity Building?... 8 4.1 What is the difference between Technical Assistance and Capacity Building?... 8 4.2 What does "countries participating in the programme" refer to?... 9 4.3. How do I apply for Technical Assistance and/or Capacity Building?... 9 4.4 Can an organisation submit several project proposals with different consortia members?... 9 4.5. What will the award criteria for the application be based on?... 9 1
4.6. Do only countries represented in the consortium benefit from capacity building or technical assistance?... 10 4.7 Why do all members of the consortium, including 'associate' organisations have to outline their operational capacity?... 10 4.8 The ECHO Age-Gender Marker toolkit notes that the Age-Gender Marker is not applicable to capacity building projects. As we are submitting a proposal for capacity building, why do we need to complete this section of the application form?... 10 5. What is the Call for Deployment?... 10 5.1. What type of organisations are eligible to apply for the call for deployment?... 11 5.2. If my organisation has no humanitarian aid background but has valid expertise in other specific related fields i.e. volunteer management, is it able to participate in the call for deployment?... 11 5.3 How can we find partner organisations to build a consortium with?... 11 5.4 My organisation is located and registered in a country outside the EU. Can my organisation apply as a sending organisation and take on the responsibility of the lead applicant in the consortia?... 11 5.5. Is it possible to form a partnership with our field offices?... 12 5.6. How can I apply for the Call for deployment?... 12 5.7 Can an organisation from a country not on the list of countries for deployment apply under the consortium for deployment?... 12 5.8. Who will provide the training for volunteers?... 12 5.9 Our organisation has a fully comprehensive insurance policy providing coverage for our own humanitarian staff in HQ and the field, can we extend this coverage to EU Aid Volunteers deploying under our project?... 12 5.10 How has the rate of subsistence lump sum payments been calculated?... 13 5.11 Does a guide exist on how to fill-in the electronic application forms, including budget guidance?... 13 5.12 Does EACEA have specific guidance on how to undertake a needs assessment?... 13 6. What is a Participant Identification Code (PIC)?... 13 6.1 Where do I submit official documents of eligibility?... 14 6.2 How long does it take before the submission for a PIC number is validated?... 14 6.3 Do 'associate' organisations of the consortium need to upload any documents for the PIC?... 14 6.4 Our organisation has more than one PIC, what one should be used?... 14 6.5 What is a LEAR?... 15 7. When are the results published?... 15 7.1 When the grant agreement is signed, what is the time period for transfer of the pre-financing payment of a project?... 15 2
7.2 Is it possible to request a change of start dates of the project, once the contract has been signed?... 15 7.3 What is the flexibility to transfer unused budgets between budget lines and partners in the consortium?... 15 7.4 To establish the working relationship of the consortium under a legal basis, is it recommended for the lead applicant to establish contracts with each member of the consortium... 15 8. What are the reporting obligations?... 16 8.1 When reporting on budgetary expenditure, what information is required?... 16 1. What is the EU Aid Volunteers initiative? The EU Aid Volunteers initiative contributes towards increasing and improving the capacity of the European Union to provide needs based-humanitarian aid and support the strengthening of capacity and resilience of vulnerable communities in disaster affected countries outside the EU. It also works towards strengthening the capacities of sending and hosting organisations intending to participate in the initiative through the provision for funding for technical assistance and capacity building. 1.1. What volunteering opportunities are available within the EUAV initiative? This initiative will provide opportunities for individuals above the age of 18 to participate in humanitarian aid activities and operations as EU Aid Volunteers. Volunteers will be deployed as junior or senior professionals according to experience and profile. The first publication of vacancies for volunteers is expected in 2016. There will also be the opportunity to participate in online volunteering assignments. You can find more information about becoming a volunteer on the ECHO website. 1.2. When will it happen? The first deployment of EU Aid Volunteers will commence in 2016. Certification of organisations wishing to participate in the EU Aid Volunteers initiative is now open and will be on-going until 2020. 1.3. Where can I find the detailed rules of the EU Aid Volunteers initiative? There are three legislative acts defining the different aspects of the EU Aid Volunteers initiative. Regulation (EU) No 375/2014 has established the EU Aid Volunteers initiative and provides the framework for the initiative. Standards and procedures for the EU Aid Volunteers initiative can be found in the Implementing Regulation 1244/2014 and the Delegated Regulation C(2014) 7725. 3
Regulation 375/2014: http://eur-lex.europa.eu/legalcontent/en/txt/?qid=1420127481637&uri=celex:32014r0375 Implementing Regulation 1244/2014: http://eur-lex.europa.eu/legalcontent/en/txt/?qid=1420127455207&uri=celex:32014r1244 Delegated Regulation 1398/2014: http://eur-lex.europa.eu/legalcontent/en/txt/?uri=oj:jol_2014_373_r_0003 ) 1.4. Who does what? Commission: Sets out the priority areas for the deployment and the capacity building to be funded each year, based on assessment of need. Runs the database, the network and communication to promote the initiative. Sending and hosting organisations: Commit to quality standards of volunteer management (EU Aid Volunteers certification process). Apply in joint partnership to calls for proposals; select, recruit and deploy volunteers and manage the overall deployment of EU Aid Volunteers The Commission Executive Agency EACEA: Manages calls for proposals and tender and resulting contracts and grants Manages the certification process Manages training programme through external provider Provides insurance contract for all volunteers 2. What is the role of sending and hosting organisations? Sending organisations are entrusted with all the aspects of identification, selection, preparation, deployment and management of the EU Aid Volunteers. They shall ensure that the hosting organisation is consistently involved throughout the entire project life-cycle. Sending organisations are responsible for the duty of care of deployed volunteers Hosting organisations work in partnership with sending organisation throughout the entire project life-cycle. Sending and hosting organisations jointly undertake the volunteer recruitment process, with hosting organisations proposing the volunteer task assignment based on identified needs in the field. In addition, hosting organisations receive and manage the volunteers on deployment, and furthermore, are responsible for the induction phase, designating mentors and ensuring the provision of adequate accommodation and working conditions throughout. 4
3. What is Certification? Certification is a process whereby organisations are assessed to ensure they meet the high standards and procedures of volunteer management that have been established by the European Union. It is obligatory for all organisations to be certified before deploying and hosting EU Aid Volunteers. 3.1. Is my organisation eligible for Certification? In order to be eligible for Certification, Sending organisations must: adhere to the standards and procedures of the EU Aid Volunteers initiative; be active in the field of humanitarian aid. belong to any of the following categories: o o o non-governmental not-for-profit organisations established in a EU Member State civilian public law bodies from a Member State; the International Federation of National Red Cross and Red Crescent Societies. In order to be eligible for Certification, Hosting organisations must: adhere to the standards and procedures of the EU Aid Volunteers initiative; be active in the field of humanitarian aid. belong to any of the following categories: o o o non-governmental not-for-profit organisations operating or established in a third country under the laws in force in that country; public law bodies of a civilian character governed by the law of a third country; international agencies and organisations. 3.2. What is considered as active in the field of humanitarian Aid? The EU Commission understands humanitarian aid as: activities and operations in third countries intended to provide needs-based emergency assistance aimed at preserving life, preventing and alleviating human suffering, and maintaining human dignity in the face of man-made crises or natural disasters.' (Regulation 375/14 Art. 3(d)) In addition, the EUAV initiative seeks strong coherence and complementarity with other policy areas, notably development policy and the linkages of relief, rehabilitation and development. (Regulation 375 Art. 6(1)) 5
3.3. What evidence will be required to prove that my organisation is active in humanitarian aid? Organisations are requested to provide relevant data, highlighting their experience in the humanitarian sector. This evidence will be used to assess the organisations activity levels in the humanitarian sector. Should additional proof be required to undertake the assessment, a request will be sent to the applicant. 3.4. How do I apply to become a sending/hosting organisation? Each organisation wishing to deploy and host volunteers must go through the respective certification procedure: Sending organisations need to complete an evidence-based self-assessment form accompanied by annexes to show that they comply with and commit to all the standards and procedures of the EU Aid Volunteers initiative, notably its duty of care rules. Hosting organisations need to complete a self-assessment together with three references in order to demonstrate its capacity to comply with and commit to the requirements of the EU Aid Volunteers initiative. These are both available on the EACEA website. The self-assessment forms for certification are available in English and French only. However, we accept submissions of self-assessment forms completed in any of the official EU languages. Submission of self-assessment forms and accompanying evidence are to be sent electronically, using only the following email: EACEA-EUAID-VOLUNTEERS@ec.europa.eu. Acknowledgement of receipt is sent via email to all applying organisation. The certification process is free of charge and organised on a rolling basis until September 2020, so no specific deadlines need to be respected. Within six months upon receipt of the completed application form, the EU Commission will communicate the outcome of the certification to the applicant organisation. Organisations that have failed certification can apply with priority for capacity building for hosting organisation and/or technical assistance for sending organisations. Unsuccessful organisations can resubmit an application for certification after 12 months. 3.5 My organisation is based in a country outside the EU. Is my organisation eligible to apply as both a sending and hosting organisation? Currently, all organisations based outside the EU can participate in the EU Aid Volunteers initiative as hosting organisations only. 6
A provision allowing the participation of organisations from acceding countries, candidate countries or partners countries of the European Neighbourhoods Policy in the EU Aid Volunteers initiative, as sending organisations, is foreseen is Regulation 375/2014. However, this provision is subject to the conclusions of bilateral agreements between the European Union and those countries. 3.6 As an already certified sending organisation, is it possible to have our 3 rd country programme offices apply for certification as hosting organisations? Many European organisations have country offices in third countries. Where a certified sending organisation has a country programme office, registered in the third country and with its own legal entity, that country programme office is required to undergo individually the full certification procedure for hosting organisations. Where a certified sending organisation can prove that it operates in a third country and where this operation has no separate legal entity, the sending organisation can submit a simplified form for hosting organisation certification. 3.7 Our Federation is a network of humanitarian organisations, comprising of 77 organisations working in humanitarian action globally. If the Secretariat of our Federation is certified, are all rest of the membership required to undergo certification individually? Organisations with their own separate legal entity are obliged to undergo separately the process of certification. Members of your Federation based inside the EU and with their own separate legal entity can undergo certification as sending organisations. Members of your Federation based in 3 rd countries outside the EU and with their own separate legal entity can undergo certification as hosting organisations. Certification is awarded to each legal entity individually and does not "cover" other entities linked to the certified organisation. 3.8 Who can act as a reference for a hosting organisation? To apply for certification, a hosting organisation must submit a completed self-assessment form for certification, accompanied by three references. The references shall be from a minimum of two of the following groups of stakeholders: I. A certified sending or hosting organisation with which the applicant hosting organisation has already had, or envisages to set up, a partnership for participation in the EU Aid Volunteers initiative; II. A humanitarian aid partner of the Commission with a framework (partnership) agreement in force, with whom the applicant hosting organisation has successfully worked on a humanitarian aid project; 7
III. A relevant international organisation or not-for-profit organisation or public law body of a civilian character with which the applicant hosting organisation has successfully worked on a humanitarian aid project; IV. An accreditation or auditing organisation that has certified the applicant hosting organisation in areas relevant for the EU Aid Volunteers initiative, in which case the relevant accreditation or auditing documents should also be provided. The 'reference template' is to be completed by organisations acting as references for the applying hosting organisations and submitted with the application package. An evaluation of the entire application package, including the provided references, will be undertaken by independent external experts. 3.9 May a certified sending organisation who has country programme offices in third countries act as one of the required three references for that country programme office? Yes, this is possible. See above answer. 3.10 The self-assessment form for sending organisations requires the submission of additional documents as a 'means of verification' of our ability to implement the standards in volunteer management. Evidence requested includes 'certification/accreditation through another approved mechanism (e.g. national, European or international schemes)'. Is accreditation under the European Voluntary Services scheme (Erasmus+) valid? If the eligibility criteria for this call are met, the application will be assessed by independent external experts. During this process, the quality of the provided references and the self-assessment application form will be evaluated by both independent external experts and the Evaluation Committee. 4. What is Technical Assistance and Capacity Building? 4.1 What is the difference between Technical Assistance and Capacity Building? Technical assistance and capacity building is a call to fund activities that strengthen capacities of sending and hosting organisations intending to participate in the EU Aid Volunteers initiative. 8
Technical assistance is specifically aimed at building the capacity of organisations inside Europe and capacity building is aimed at building the capacity of organisations in 3rd countries outside Europe Organisations may submit project proposals for both Technical Assistance and Capacity Building. Organisations are not required to be certified under the EU Aid Volunteers initiative in order to participate in this call. 4.2 What does "countries participating in the programme" refer to? "Countries participating in the programme" currently refers to the 28 Member States of the European Union, involved in establishing the EU Aid Volunteer initiative. Furthermore, these countries contribute to the annual funding the programme. The possibility for certain countries outside the EU to participate in the programme is available; however it is dependent on the establishment of bi-lateral agreements between these countries and the EU and provision of annual financial contributions to the EU Aid Volunteers initiative. Organisations based in "countries participating in the programme" can apply for certification to become sending organisation. 4.3. How do I apply for Technical Assistance and/or Capacity Building? Applications must be submitted in writing, drafted in one of the EU official languages, using the electronic application form. This must be accompanied by all the required annexes. Please refer to the EACEA website which provides further guidance on the call, e-form and annexes. Applicants may submit projects for both Technical Assistance and Capacity Building. In this case, applicants shall indicate in their application that they will apply for both actions. 4.4 Can an organisation submit several project proposals with different consortia members? An organisation may submit different project proposals with different consortia members for a specific call for proposals. Each project proposal is evaluated on its merits; however, please not that double funding of an activity is not permitted. Should an organisation wish to apply for both technical assistance and capacity building, it will be necessary to submit two different project proposals using different application forms. However, there is the opportunity in each application form to mention your submission to the other action. 4.5. What will the award criteria for the application be based on? Projects will be assessed according to the following criteria: Quality of the project design and implementation (maximum 30 points) 9
Quality and relevance of the partnership and cooperation arrangements (maximum 20 points): Impact and dissemination (maximum 20 points): Relevance of the project (maximum 30 points). Projects scoring less than 60 overall points will not be considered for funding. 4.6. Do only countries represented in the consortium benefit from capacity building or technical assistance? No. Projects can choose to build capacities beyond the countries represented in the consortium. However these countries should be on the priority third country list for capacity building as defined by ECHO. Furthermore, the proposed organisations to receive capacity building should be mentioned in the application project description. 4.7 Why do all members of the consortium, including 'associate' organisations have to outline their operational capacity? All organisations in the consortium are requested to describe their operational capacity by completing the relevant excel sheet. This information will be used by the external independent expert to evaluate the eligibility and the quality of the partnership. 4.8 The ECHO Age-Gender Marker toolkit notes that the Age-Gender Marker is not applicable to capacity building projects. As we are submitting a proposal for capacity building, why do we need to complete this section of the application form? Populations affected by humanitarian crises are made up of people of different ages and gender, who are affected in different ways during a crisis and have differing needs. Considering an age/gender-sensitive approach to delivering humanitarian assistance is imperative to ensure our humanitarian aid is effective. The Age-Gender marker is included in all EU humanitarian funding applications. While capacity building projects under the EU Aid Volunteers initiative may not directly target beneficiaries, it is requested that an age-gender approach be taken into consideration in all project proposals. Therefore, it is mandatory that the indicator be completed in the E-form. 5. What is the Call for Deployment? Deployment will be a consortium of certified sending and hosting organisations that will apply for funding to deploy EU Aid Volunteers with the objective to strengthen the capacity and resilience of vulnerable and disaster-affected communities in third countries. 10
In 2016, junior and senior professionals will be deployed to communities in third countries in vulnerable and disaster-affected countries. For junior professionals there will also be the possibility to take part in apprenticeship placements in Europe before deployment. 5.1. What type of organisations are eligible to apply for the call for deployment? To apply for the call for deployment of EU Aid Volunteers, organisations must form consortia and, in partnership, submit joint proposals for deployment of volunteers. Organisations eligible to be members of the consortia include: Certified sending and hosting organisations. Other organisations specialised in any area relevant to the objectives or the actions of the project in order to contribute with their specific expertise (Article 8(3) Delegated Regulation) Associates (other organisations specialised in any area relevant to the objectives of the EU Aid Volunteers initiative. These associates have no contractual relationship with the Commission. They may be for example private for profit companies In the consortium, only certified sending and hosting organisations may deploy EU Aid Volunteers. Furthermore, only sending organisations can act as the lead applicant for the consortium when submitting a project proposal. 5.2. If my organisation has no humanitarian aid background but has valid expertise in other specific related fields i.e. volunteer management, is it able to participate in the call for deployment? Organisations must be certified in order to participate as a sending or hosting organisation and deploy volunteers. However, there is the possibility to include as partners in the consortium other organisations specialised in any area relevant to the objectives of a project in order to contribute with their specific expertise. 5.3 How can we find partner organisations to build a consortium with? The EU has established a partnership tool to facilitate the building of consortia. Organisations can upload details regarding their organisation's mission, areas of activities and identified needs they wish to address: https://euav-infodaytool.teamwork.fr/ 5.4 My organisation is located and registered in a country outside the EU. Can my organisation apply as a sending organisation and take on the responsibility of the lead applicant in the consortia? Only organisations based in the EU can act as a sending organisation or be the lead applicant in a consortium. Organisations based in third countries outside the EU are welcome to become hosting 11
organisations and play an important role in the consortium by assuming the responsibility to host volunteers. 5.5. Is it possible to form a partnership with our field offices? Certified EU sending organisations may submit proposals in partnership with their field offices in third countries, provided that all organisations in the consortium are certified under the EU Aid Volunteers initiative. 5.6. How can I apply for the Call for deployment? The call for proposals for the deployment of EU Aid Volunteers is now open. Information on the application procedure and the on-line e-form is available via the EACEA website. 5.7 Can an organisation from a country not on the list of countries for deployment apply under the consortium for deployment? EU Aid Volunteers may only be deployed to certified hosting organisations in countries that are on the list of priority countries. 5.8. Who will provide the training for volunteers? Training is a pre-requisite for all EU Aid Volunteers before their deployment which will be followed by an assessment to determine whether they will be deployed. A training programme in line with EU requisites will be delivered to all EU Aid Volunteers before their deployment by a specialised training provider. This will consist of mandatory and obligatory courses delivered by a series of online and classroom modules. The model curriculum is outlined in Delegated Act Supplementary to this training, sending and hosting organisations may deliver additional appropriate training tailored to meet the specific needs of the EU Aid Volunteer. A country specific induction will also be mandatory to familiarise the candidate with the cultural policies and practises of their country of assignment. 5.9 Our organisation has a fully comprehensive insurance policy providing coverage for our own humanitarian staff in HQ and the field, can we extend this coverage to EU Aid Volunteers deploying under our project? All EU Aid Volunteers shall be covered by a complete insurance policy specifically designed to protect them during the entire duration of their deployment. This insurance coverage will be provided for by the European Commission. Supplementary insurance will not be financed under the initiative. 12
5.10 How has the rate of subsistence lump sum payments been calculated? Subsistence lump sum payments have been calculated based on a monthly consumption basket of regular expenses of an EU Aid Volunteer (including food, toiletries, household products, clothing, local transport and in-country transportation). Accommodation costs are not part of the subsistence lump sums. The lump sum rates are per month. Special needs linked to disability or other duly justified exceptional circumstances may be financed, in addition to the subsistence payment. Organisations with existing policies regarding subsistence allowances may apply the terms of their own policy, however, any additional increase in lump sums will not be financed under the EU grant. 5.11 Does a guide exist on how to fill-in the electronic application forms, including budget guidance? Instructions for completing the application package are available on the EACEA website, under the 'guidelines' page located in each call. These instructions provide insight into how to complete the application form, including budget allocations, indicators etc. 5.12 Does EACEA have specific guidance on how to undertake a needs assessment? A needs-based approach to the provision of humanitarian aid is essential to ensure aid is provided in different disaster-affected countries according to their respective needs, independent of any external pressure. Furthermore, this approach guarantees the credibility and transparency of EU humanitarian aid. While no specific guidance on how to conduct a needs-assessment is provided, the following elements must be included in any needs assessment undertaken in the context of the EU Aid Volunteers initiative, at a minimum: I. A vulnerability and risk assessment of the country of deployment, including assessment of security, travel and health risks relevant for EU Aid Volunteers; II. Consideration of the current capacity of the hosting organisation to host an EU Aid Volunteer; III. An analysis of the competences and capacities currently lacking within the hosting organisation and the local community, identifying needs and analysing how they can best be addressed; IV. An analysis of the expected added value from the EU Aid Volunteer and, where relevant, from the envisaged capacity building support to the hosting organisation and local community. 6. What is a Participant Identification Code (PIC)? To participate in a project proposal, all organisations must be registered and have a 9-digit Participant Identification code (PIC). 13
In order to obtain a PIC, organisations must register on the Participants Portal. The Participant Portal allows applicants and partners, to upload or update the information related to their legal status and attach the requested legal and financial documents. If an applicant or partner already has a PIC that has been used for other programmes, the same PIC is valid for the present call for proposals. Information on how to register can be found in the portal under the following address: http://ec.europa.eu/education/participants/portal/desktop/en/home.html 6.1 Where do I submit official documents of eligibility? In order to assess the applicant s eligibility, the following supporting documents must be provided through the Participant Portal when registering your PIC number: private entity: extract from the official journal, copy of articles of association, extract of trade or association register, certificate of liability to VAT (if, as in certain countries, the trade register number and VAT number are identical, only one of these documents is required); public entity: copy of the resolution or decision establishing the public company, or other official document establishing the public-law entity. Should additional documents be required in order to validate your PIC application, the Validation Services of the Participants Portal shall email you directly with the request and further information on the additional requirements. 6.2 How long does it take before the submission for a PIC number is validated? The validation of the documents submitted when applying for a PIC number takes a number of weeks. However, organisations are issued PIC numbers immediately upon applying for a PIC (independent of validation). Therefore, it is advisable to continue your application process under the EU Aid Volunteers initiative in parallel to the waiting period for validation of the PIC. Submission of applications to the EU Aid Volunteers initiative are independent of a valid PIC, however grant agreements cannot not be issued until all PICs have been validated. 6.3 Do 'associate' organisations of the consortium need to upload any documents for the PIC? In order to validate the PIC number, it is necessary to upload the requested documentation via the Participants Portal. 6.4 Our organisation has more than one PIC, what one should be used? It is possible that your organisation receives several PIC numbers during the process of submitting your application for a PIC. However, once all the documents have been submitted and your application validated, you will obtain a 'final' PIC number. The surplus numbers will be deleted. 14
6.5 What is a LEAR? A LEAR is the Legal Entity Appointed Representative nominated by the legal representative of the organisation and assigned in the system by the Commission. On receiving the PIC number, all organisations are requested to nominate a LEAR, who will responsible for managing your organisations information on the Participants Portal. 7. When are the results published? The results of the certification process and the calls for proposals are made public, on the EACEA website. The results are published as soon as the awarding decision has been made and respective organisations have been notified. The names of all organisations involved in the consortia are published. 7.1 When the grant agreement is signed, what is the time period for transfer of the pre-financing payment of a project? Once the multi-beneficiary contract has been signed by EACEA and the lead applicant of the consortium, the pre-financing payment transfer will be made immediately by EACEA to the applicant. This pre-supposes that all legal documents have been submitted and the PIC has been validated. Should a delay in the signing of contract occur, the eligibility period for the project will remain as stated in the awarded project proposal, even if the contract is signed by both parties after this date 7.2 Is it possible to request a change of start dates of the project, once the contract has been signed? Yes, amendments are possible on submission of a request of amendment. 7.3 What is the flexibility to transfer unused budgets between budget lines and partners in the consortium? In cases which are justified and maintain the coherence of the project, budget amendment can be made up to 20% of the total budget without pre-approval from EACEA. It will be necessary to report and justify these amendments at the final report stage. 7.4 To establish the working relationship of the consortium under a legal basis, is it recommended for the lead applicant to establish contracts with each member of the consortium? It is recommended that legal agreements are signed between the lead applicant of the consortium and the other members of the consortium. EACEA does not provide a template to use. This is an internal management issue of the consortium. 15
The lead applicant is the sole receipt of the grant from EACEA. The members of the consortium have signed the financial authority to the lead applicant in the mandate submitted at the time of submission of the project proposal. It is the responsibility to the lead applicant to distribute the grant to the consortium members, as per the submit project budget breakdown. 8. What are the reporting obligations? The submission of a final project report on the project, consisting of narrative and financial statements, is a legal requirement. This final report must be submitted no later than 60 days after the finish of the project by the lead applicant on behalf of the consortium. Further to this, EACEA staff will work in close collaboration with project applicants to monitor project implementation and impact throughout the life-cycle of the EU Aid Volunteers project. 8.1 When reporting on budgetary expenditure, what information is required? Detailed 'Instructions on Completing an Application' are available on the EACEA website to support organisations in the application process for respective calls and provides further information on reporting requirements. In relation to reporting on budgetary expenditure, below are additional examples of reporting requirements; When reporting cost incurred for human resources, it will be necessary to submit as evidence staff contracts and detailed time sheets. Costs not foreseen in the awarded budget cannot be added post-humorously. Bidding competitions are required should elements of the project activities but subcontracted to private organisations. It is necessary to report on the reasons for reaching the award decision. Bank transfer costs or costs incurred due to foreign exchange rates are considered ineligible costs under the general conditions of the contract. It is not necessary to justify the cost indirect incurred under the flat rate of 7%. Updated: Oct 2015 16