Project Implementation Manual

1st Joint Monitoring Committee of the

Interreg IPA CBC 2014-2020 Programme

Project Implementation Manual

The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
Interreg IPA CBC 2014-2020 Programme

This Project Manual, is the main reference document

for the development of a project proposal and
implementation of a project.

The Project manual provides guidance throughout the

whole project life and covers:
• the preparation stage of the project proposal
• and the implementation stage of the projects selected
for funding.

A future version of the Programme Manual will provide

instructions on the project closure.
The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
Interreg IPA CBC 2014-2020 Programme

Content of this manual

1. Programme principles (related to project implementation)

2. Project Implementation Manual
3. First Level control
4. Second level control
5. Payments / cash flows
6. Project modifications
7. De-commitment of funds on project level
8. Complaints procedure

The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
Interreg IPA CBC 2014-2020 Programme

1. Programme principles
1.1 Horizontal Principles
Project proposals should consider the horizontal principles of:
• sustainable development,
• equal opportunities and non-discrimination,
• and equality between men and women in their activities,
outputs and results.
1.2. Programme Specific Principles
Durability of Results
Joint character of projects
Ownership
The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
Interreg IPA CBC 2014-2020 Programme

2. Project Implementation Manual

a. Application Guidlines
•How to fill in the AF
•Period of eligibility of expenditure: for Greek
beneficiaries 1/1/2014 until 31/12/2023 and for the IPA
beneficiaries 12/11/2014 until 31/12/2023.
•Project Budget Categories: A. Staff;
B. Office and administration;
C. Travel and accommodation;
D. External expertise and services;
E. Equipment;
F. Infrastructure and Works.
The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
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2. Project Implementation Manual

A. Staff;
Staff costs will be calculated as
20 % flat rate of direct costs
Or
on a real cost basis

Staff costs for each Beneficiary cannot exceed 50% of

the total Beneficiary’s Budget, regardless of the
calculation option selected.

The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
Interreg IPA CBC 2014-2020 Programme

2. Project Implementation Manual

B. Office and administration;
The following options for calculating O&A are available
in this Programme:
Real costs,
or
Flat rate of 15% of staff costs (which have been
calculated with flat rate method).

The office and administration expenditure costs for each

Beneficiary cannot exceed 4% of the total Beneficiary’s
Budget, regardless of the calculation option selected.
The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
Interreg IPA CBC 2014-2020 Programme

2. Project Implementation Manual

Special Categories of costs and budget limits
Preparation Costs:
• Costs within the Budget categories “staff costs, travel and
accommodation costs and external expertise and services”,
• they do not exceed the amount of 15.000,00€.
• Office and administration expenditure are not eligible
under preparation costs.
Management Costs
The management costs of each PB should not exceed 10%
of the total beneficiary’s budget. The following WP1 costs
are not calculated in the 10% limit: ”Preparation Activities”
and/or any potential costs for external controllers - auditors
The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
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2. Project Implementation Manual

Communication Strategy of a project
The programme’s minimum requirements for
communication activities are described in details in the
Information and Publicity Guide.

•Project website
•Social media and other digital communication tools
•Promotional material
•Media relations

The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
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2. Project Implementation Manual

• Contracting of a Project Proposal
• Reporting procedures
• How to fill in the Progress Report

The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
Interreg IPA CBC 2014-2020 Programme

3. First Level control (1/2)

According to Art.125 of Reg.No 1303/2013 and Art.23
of Reg.No 1299/2013, all expenditure have to be
verified and confirmed by an independent controller,
compliant with the first level control system set up by
each participating country.
In Greece, there is a centralized system of expenditure
verification. The designated authority, which will carry
out the first level control task is the Special Service
Managing the “European Territorial Cooperation”
Objective Operational Programmes – Unit C of the
Hellenic Ministry of Economy, Development and
Tourism.
The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
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3. First Level control (2/2)

In the former Yugoslav Republic of Macedonia, a
decentralized system has been established and
coordinated by the National Authority of IPA Country.

Detailed description will be provided in the Programme

Manual and the Management and Control System

The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
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4. Second Level control

Certain projects will be audited at a second level. The
sampling methodology and relevant procedures are the
discretion of the Audit Authority. If the Audit Authority
decides to audit a project, the respective beneficiaries
are expected to cooperate accordingly.

Detailed description will be provided in the Programme

Manual and the Management and Control System

The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
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5. Payments / cash flows (1/2)

The Certifying Authority will transfer the European

Union’s contribution to an interest-free bank account
indicated by the Lead Beneficiary in the application form.
Payments from the Certifying Authority to the Lead
Beneficiary will be made in Euro (€).
The Lead Beneficiary shall further transfer the respective
European Union’s contribution to the PBs with no delays
and maximum within one month of first receipt. The
amounts will be paid according to the flow of funds from
the European Commission.

The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
Interreg IPA CBC 2014-2020 Programme

5. Payments / cash flows (2/2)

National Contribution
For Greek Beneficiaries the national contribution (15%)
will be granted through the Public Investments
Programme.
For IPA Beneficiaries, the national contribution (15%)
shall be ensured through the National Budget of the IPA
Beneficiary Country and administered by the National
Authority. Partners will conclude a Contract with the
Ministry of Local Self Government on the 100% of the
national budget of the project.

The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
Interreg IPA CBC 2014-2020 Programme

6. Project modifications (1/6)

As general rules:
-Project budget modifications can only be considered if
they do not increase the approved EU contribution of the
project, as stipulated in the subsidy contract.

- the discounts of the contracts are not subject to

modifications and any respective savings shall be
returned to the Programme. Only in exceptional cases
and in case of force majeure, these discounts can be re-
used and/or re-allocated in the project through a
modification approved by the Joint Steering Committee.

The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
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6. Project modifications (2/6)

The scope and types of modification along with the
Management Bodies involved are as follows:

1. Revisions under the beneficiaries’ own initiative, with

a notification to the MA/JS.

2. Revisions with the consent of the JS

3. Modifications approved by the Managing Authority

4. Modifications approved by the JSC

The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
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6. Project modifications (3/6)

1. Revisions under the beneficiaries’ own initiative, with a
notification to the MA/JS.
All PBs can adopt budget adjustments of up to 10% of the
approved allocation of each PB:
adjustments between the partner’s own deliverables
adjustments between budget lines/work packages
After the consent of the adjustment by the Project
Management Team, an official notice must be submitted by
the Lead Beneficiary to the JS electronically, stating and
justifying the proposed adjustments. The LB should notify the
JS prior to the request for verification of expenditures. These
changes should be reflected also in the next progress report.
The JS / MA reserves the right not to accept the above
The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
adjustments, if they involve modification of the physical object
 1st Joint Monitoring Committee of the
Interreg IPA CBC 2014-2020 Programme

6. Project modifications (4/6)

2. Revisions with the consent of the JS
The JS may approve specific requests, which are not considered as
project changes:
Administrative information in the AF, including changes of contact
details, addresses and other minor items.
Changes of bank accounts
Adjustment of start and end dates of activities and deliverables, without
affecting the end date of the project and its overall duration.
Adjustment of the Specification/justification of budget cost that does
not affect the scope of the project or any information in the Application
form.
A request shall be submitted to the JS, with a relevant justification, in
electronic and printed format.
The above adjustments do not require a revision of the subsidy
contract
The or a revision
Cooperation Programme is co-funded by of the approved
the European Union and NationalApplication Form.
Funds of the participating countries
 1st Joint Monitoring Committee of the
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6. Project modifications (5/6)

3. Modifications approved by the Managing Authority
•Reallocation between the project’s budget lines
and/or among WP for amounts up to 20% of the total
budget of each beneficiary. The percentage of the
requested reallocation amounts will be calculated on the
initial approved AF, which is annex to the Subsidy
Contract.
•Extension of the end date of the project
•Redistribution of resources between beneficiaries in the
same partner country, which may result in a change
equal to or less than 10% of each partner’s budget (EU +
national contribution).
The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
Interreg IPA CBC 2014-2020 Programme

6. Project modifications (6/6)

4. Modifications approved by the JSC
• Reallocation between the project’s budget lines or actions
for amounts greater than 20% of the total budget.
• Redistribution of resources between beneficiaries in the
same country, which may result in a change of more than
10% of each partner’s share in the project budget
• Changes in the nature of the project and in particular the
objectives and expected results.
• Changes in the membership of the partnership.
• Amendments to the budget decided by the JMC on the
basis of sound financial management of the Programme.

The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
Interreg IPA CBC 2014-2020 Programme

6. Project modifications (6/6)

4. Modifications approved by the JSC
• Redistribution of resources between beneficiaries from
different Partner Countries.
• Addition of new activities or extension of existing activities
leading to the increase of the project budget
It may be deemed appropriate to increase the scope of
a successful project, because the increased added
value of the revised project is foreseen to have a
significant positive effect in the entire Cooperation
Programme (contribution to the achievement of
Programme’s targets and exploitation of its results).

The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
Interreg IPA CBC 2014-2020 Programme
7. De-commitment of funds on project level
(1/2)
In case of de-commitment of EU funds on a Programme
level, the MA/JS will distribute this reduction upon projects.

The first year with risk for de-commitment on Programme

level is 2017. From this year the beneficiary should submit
each year (in the beginning of the third trimester via Lead
Beneficiary to the JS a detailed payments and verifications
work plan, agreed with the respective project officer. A
serious deviation from this plan and in case of de-
commitment on Programme level shall result in reduction
of funds on project level, respecting proportionality.

The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
Interreg IPA CBC 2014-2020 Programme
7. De-commitment of funds on project level
(2/2)
In case of irregularities
When an irregularity is detected, the MA/JS will always first
try to recover the amount from the Lead Beneficiary.

If not succeed the MA will notify the Country of the partner

concerned by the irregularity and request the
reimbursement of the concerned EU contribution amount
by the country within 1 month.

The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
Interreg IPA CBC 2014-2020 Programme

8. Complaints procedure (1/2)

Partner countries shall set up a Joint Complaint
Committee, with separate and independent members
from the JMC, for the review of any complaint regarding
the selection of operations under a given call for
proposals.
The Joint Complaint Committee will be composed by two
members: One member from the Managing Authority and
one member from the National Authority of the IPA
beneficiary country.
Both members will sign declaration of their impartiality
confidentiality and declaration regarding no conflict of
interest.
The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
Interreg IPA CBC 2014-2020 Programme

8. Complaints procedure (2/2)

The members will be notified to the JMC before the
selection of operations of each call
The JCC will not have any authority to perform quality
assessment or re evaluations.
Complaints must be submitted in writing (post only) to the
JS within 10 days after the official notification of the non-
selection of the project by the MA.
The JCC will examine and answer the relevant
complaints. If deemed necessary may decide to refer
back a complaint to the JMC and present an opinion
within a deadline of 15 days after receiving the complaint.

The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries
 1st Joint Monitoring Committee of the
Interreg IPA CBC 2014-2020 Programme

Katerina Samakovli
JTS Coordinator
[email protected]

The Cooperation Programme is co-funded by the European Union and National Funds of the participating countries