Version 1.0
APPLICATION INSTRUCTIONS
Instructions for completing the Preparatory project call application form
for the Northern Periphery and Arctic Programme 2014-2020
The application instructions are part of an Application Pack, which additionally includes the
following documents:
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Application form Sections A - D
Programme Manual
Co-financing commitment form
Project partner budget breakdown
Fact sheets
All of these documents can be downloaded from the website:
www.interreg-npa.eu
The application form is in two Parts. Part A - C in Microsoft Word format and Part D in an Excel
file.
Within the application form there are a number of sections that must be completed for the
application form to be deemed admissible. Please carefully consider all questions in the
application form discuss them within your project partnership and jointly develop the plan.
The application form will initially be used to evaluate your project’s contribution to the overall
objectives of NPA 2014-2020 and will subsequently be used as a tool for monitoring approved
projects.
The application form must be completed in the format provided. The space for each question
should not normally be exceeded and an indication has been provided of the size. Please note
that all essential information on the project must be presented in the application form - only
complementary information is to be given in the annexes.
Please feel free to contact the Joint Secretariat and the Regional Contact Points for further
advice and assistance on preparing a proposal. Contact details are on the NPA website.
Open Call for Proposals
The Call for Preparatory project proposals opened on January 8th, 2015.
Submissions are welcome anytime and ideally conclude with the presentation of a
main project application by the end date of a main project call for main project
proposals.
The purpose of Preparatory projects is to develop project ideas in a more specific and focused
direction, to examine the need for the project outputs among end users and stakeholders and to
build up transnational partnerships.
Submission of Application Form:
Only complete proposals will be accepted. Correct completion of the application forms will assist
the Joint Secretariat in the processing and selection of applications and facilitate the decisionmaking and contract stages. Please note that the application pack will be updated regularly and
that the latest official application forms can be obtained from the NPA website.
Applications must be completed and submitted on the official application form to be considered
eligible for co-financing:
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The electronic version of the application form must be submitted as MS Word and Excel
files
(no
greater
than
3MB)
to
the
following
e-mail
address:
[email protected]. Please ensure that the electronic version
corresponds with the original.
The blue ink signed original version of the application and annexes together with a Xerox
copy must be sent to the Joint Secretariat at the address below.
In exceptional cases, when original signed annexes are not part of the original submission, we
can accept a scanned version until the original is submitted.
Northern Periphery and Arctic Programme Joint Secretariat
Strandgade 91, 4th floor
1401 København K
Denmark
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PART A: PROJECT SUMMARY
Part A contains general information about the project.
A.1 Project identification
Project Title:
State the title of the project. Please keep it short and straightforward. This will be the official
name of the project during its implementation.
CAV Number
Official use only
Unique ID number
Official use only
Project acronym
Provide an abbreviation of the project name.
Name of the lead partner organisation in English
Provide lead partner name
Project duration
State the start date and end date of project activities. Note that the project must be
started as of the date of the formal funding approval and that the maximum project
period is limited to 6 months.
Project activities are eligible from the date of submission of the application to the Joint
Secretariat: any expenditure incurred is at the applicant’s own risk before approval of
the project.
Programme priority
Indicate which priority of the Northern Periphery and Arctic Programme the project meets and
note that you can only apply for funding from ONE Priority Axis.
Priority 1
Using Innovation to Maintain And Develop Robust And Competitive Communities
Priority 2
Promoting Entrepreneurship to Realise the Potential of the Programme Area’s
Competitive Advantage
Priority 3
Fostering Energy-Secure Communities through Promotion of Renewable Energy and
Energy Efficiency
Priority 4
Protecting, Promoting and Developing Cultural and Natural Heritage
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A.2 Project summary
Provide a short overview of the project
A.3 Project budget summary
Total Partner Budget to be inserted from Application Form Part D
NOTE: All amounts are in EURO (€)
PART B: PARTNERS – Lead partner and project partners
Please list all the partners involved theirs details and answer questions.
Instruction regarding:
NUTS3 code see Table 1 - List of eligible regions in Programme Manual
Legal status – See Annex 1 of application form
Organisation Procurement Status – Indicate if applicable.
Co-Financing Source – Select one only per partner
Part B1 should be signed by the person responsible in the project Lead Partner organisation.
Project Partner overview
Filled in from Section B.
PART C: PROJECT DESCRIPTION
This section of the application form should contain information on how well your project meets
the thematic and specific objectives of the Northern Periphery and Arctic Programme 20142020. In order to answer these questions, it is important to read the Programme Manual and
understand the “results focus” that all projects must attain during the implementation of a
project.
C.1 Project relevance
C.1.1 What are the common territorial challenges that will be tackled by the
project?
When describing the project’s relevance, please also demonstrate that the project is relevant for
all partner areas by taking into account the level of ‘maturity in the field of intervention’. In
addition, please describe how the project will base its outputs on stakeholders needs and how
stakeholder involvement during the project is envisaged.
Please refer to the challenges and potentials outlined in section 1.3.1 of the Programme Manual.
Demonstrate how your project is relevant for all regions involved, how it addresses a need, and
how stakeholders are involved. Keep in mind the quality criterion of “relevant”, outlined in the
selection criteria, section 2.7 of the Programme Manual.
The summary should be no more than 2000 characters.
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C.1.2 How will the expected project results contribute changes sought by the
programme?
The information should link the project result to the programme result indicator qualitatively.
Please refer to the change sought for the selected specific objective as outlined in the
Programme Manual, section 1.4. Demonstrate that you are aware of the result sought by the
Programme and describe how your project will contribute to it.
The summary should be no more than 2000 characters.
C.2 Project objectives and expected results.
C2.1 Programme specific objective
Select one programme priority specific objective your project is contributing to.
1.1.
Increased innovation and transfer of new technology to SMEs in remote sparsely
populated areas
1.2.
Increased innovation within public service provision in remote, sparsely
populated areas
2.1.
Improved support systems tailored for start-ups and existing SMEs in remote
and sparsely populated areas
2.2.
Greater market reach beyond local markets for SMEs in remote and sparsely
populated areas
3.
Increased use of energy efficiency and renewable energy solutions in housing
and public infrastructures in remote, sparsely populated areas
4.
Increased capacity of remote and sparsely populated communities for
sustainable environmental management
C.2.2 Programme result
Select one programme result your project is contributing to the Priority Axis chosen
in A.1:
1.1
1.2
2.1
2.2
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Degree of collaborations between SMEs and R & D
Awareness and attitudes among health professionals towards the use of eHealth
technologies
Conditions for start-ups in remote, sparsely populated areas
Awareness of business opportunities beyond local markets among SMEs
Awareness of energy efficiency opportunities and renewable solutions in
housing sector and public infrastructures in remote and sparsely populated
areas
Preparedness of responsible authorities in remote and sparsely populated areas
for environmental management in relation to climate change and impacts of
new investments in exploitation of natural resources
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C.3 Products and services (outputs) envisaged in a main project
proposal
C.3.1 Common challenges
What is the expected main project’s approach in addressing these common
challenges and/or joint opportunities and what is new about the approach that
the project takes?
Please describe expected new solutions which will be developed during the project and/ or
existing solutions that will be adopted and implemented during the project lifetime and in what
way the approach goes beyond existing practice in the sector/ programme area/ participating
countries. Furthermore, please indicate who will benefit from the outputs; as partners and as
end beneficiaries.
The summary should be no more than 1000 characters.
C.3.2 Transnational cooperation
Why is transnational cooperation needed to achieve the project’s objectives and
result?
Please explain why the project goals cannot be efficiently reached acting only on a
national/regional/local level and/or describe what benefits the project partners/target
groups/project area gain in taking a transnational approach. Consider how the project applies
principles such as joint development, financing, implementation, and staffing.
The summary should be no more than 1000 characters.
C.3.3 Target groups
Who will use the main products and services?
List envisaged target groups and describe how your main project will involve target groups (and
other stakeholders) in the development of the project main products and services.
Please note that we expect you to in a main project to build stakeholder engagement into the
project, e.g. in your (associated) partnership, through your communications work package, or if
relevant, by having a work package dedicated to industry interface, if your envisaged end users
are the private sector.
C.4 Indicative time plan overview
The indicative work plan calendar by month indicates the start and end of each work package
and activity. This project month management tool assists in the monitoring of the project’s
implementation.
C.4.1 Preparatory project activities
Please describe and specify activities.
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PART D: TOTAL BUDGET AND FINANCIAL PLAN
The table to be completed in A.3 is same as the “Total Partner Budget” sheet from the
Preparatory Project Application Part D, which is provided in a separate Excel form. The table
can be copied from the Excel sheet and pasted into the application form.
It is recommended that the table be copied from the “Total Partner Budget” sheet from the
Application Part D. If you choose to fill in the table provided in A.3, please double click the table
to allow it to be completed and ensure the figures match those in Part D of the Application
Form.
Instructions for Application Part D: Lead Partner and Partner
and Financial Budget Tables and Budget Breakdown
Please read through the instructions carefully before filling in the financial information.
Please note, that this is a first version of the guidance and application form and that
amendments will be made as required. If any errors in the financial tables are discovered, please
do not hesitate to inform the Joint Secretariat.
The financial budget tables
The financial tables are based on a Microsoft Excel file. The Excel file consists of a number of
sheets. To prevent mistakes and errors, some boxes are locked. Please fill in only the “open”
boxes.
Each partner should complete applicable Excel sheets:
Lead Partner cost budget and financial plan
Project Partner cost budget and financial plan
Partner budget breakdown
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The information completed in the individual partner tables will be self generated into a total
budget table and total partner budget table
Please note that all costs entered in the budget tables must comply with the Common
Eligibility rules of the Northern Periphery and Arctic Programme 2014-2020, your
National legislation and the following EU Regulations:
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Regulation (EU) No 1299/2013
Regulation (EU) No 1303/2013
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Part D of the Application Form
The following is a short description of the different sheets contained in Part D of the Application
Form.
1. Total Partner Budget
The Total Partner Cost Budget and Total Financing Plan are self-generated from the individual
Lead Partner and Partner budgets. The total budget gives an overall picture of the partnership’s
total eligible costs and the total financial contribution. Applicants should not try to enter any
figures in this table.
NOTE: this table is the same table as in the Application Part A .3 “Total Partner budget and
Financial Plan”. The table in the application Part A is NOT self-generating.
Lead Partner
In this sheet the Lead Partner should fill in relevant partner information, such as Title of partner
institution. This sheet includes the individual budget tables connected to the Lead partner. The
information filled in will be automatically generated to the Total budget table.
Both costs and financial contributions are to be broken down per six-moth period. Please make
sure the correct period is featured in the budget tables
NOTE: that all costs in the table must be broken down in a supporting document,
demonstrating that all costs are eligible, actual and realistic.
Lead Partner and Project Cost Budget
Description of the Expenditure headings:
Budget lines:
1. Staff costs
Description:
Expenditure on staff costs shall consist of
gross employment costs of staff employed
by the beneficiary in one of the following
ways:
(a)
full time;
(b)
part-time with a fixed percentage of
time worked per month;
(c)
part-time with a flexible number of
hours worked per month; or
(d)
on an hourly basis.
2. Office and administrative costs
Direct
office
and
administrative
expenditure are limited to the following
elements:
(a)
office rent;
(b)
insurance and taxes related to the
buildings where the staff is located and to
the equipment of the office (e.g. fire, theft
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insurances);
(c)
utilities (e.g. electricity, heating,
water);
(d)
office supplies;
(e)
general accounting provided inside
the beneficiary organisation;
(f)
archives;
(g)
maintenance, cleaning and repairs;
(h)
security;
(i)
IT systems;
(j)
communication (e.g. telephone,
fax, internet, postal services, business
cards);
(k)
bank charges for opening and
administering the account or accounts
where the implementation of an operation
requires a separate account to be opened;
(l)
charges for transnational financial
transactions.
Where the implementation of the project
gives rise to indirect costs, they may be
calculated at a flat rate. A flat rate of up to
15% of eligible direct staff costs without
there being a requirement for the
Programme partner country to perform a
calculation to determine the applicable
rate.
A flat rate calculation covers all office and
administration costs, i.e. there is no
distinction between direct and indirect
costs.
3. Travel and accommodation costs
4. External expertise and service costs
Expenditure on travel and accommodation
costs are limited to the following elements:
(a)
travel costs (e.g. tickets, travel and
car insurance, fuel, car mileage, toll, and
parking fees);
(b)
the costs of meals;
(c)
accommodation
costs
(for
budgetary purposes, please use 150
EUR/night for hotel rooms);
(d)
travel visa costs;
(e)
daily allowances.
Expenditure on external expertise and
service costs are limited to services and
expertise provided by a public or private
law body or a natural person other than
the beneficiary of the operation.
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Financing Plan
Description of the financing headings:
Financial source:
Member state, ERDF
Norway, ERDF equivalent
Iceland, ERDF equivalent
Match funding, cash (State source –
Public or Private)
Description:
In this budget line the European Union
Member State Lead partner enters the
amount of ERDF co-funding it applies for.
Together with the public match funding the
ERDF contribution must fully cover the
Total eligible costs. Please note that the
maximum ERDF co-financing rate for
member state partners is 65% of eligible
costs.
In this budget line the Norwegian Lead
partner enters the amount of ERDF
equivalent
co-funding
applied
for.
Together with the public match funding the
ERDF equivalent contribution must fully
cover the Total eligible costs. Please note
that the maximum co-financing rate for
Norwegian partners is 65% of eligible
costs.
In this budget line the Icelandic Lead
partner enters the amount of ERDF
equivalent co-funding it applies for.
Together with the public match funding the
ERDF equivalent contribution must fully
cover the Total eligible costs. Please note
that the maximum co-financing rate for
Icelandic partners is 65% of eligible costs.
This budget line includes all cash
contributions related to the project. The
applicant should list the names of these
organisations contributing with cash
money. Examples of match funding
sources include national ministries, local
and national authorities, universities,
regional
and
local
development
institutions, etc.
Note: Own work constitutes cash match
funding!
After filling in the cost budget and the financing plan, please check the following:
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Are the correct periods featured both in the Cost budget and in the Financing plan?
Are the costs broken down on both budget lines and periods?
The answer to all these questions should be ‘YES’, otherwise corrections will have to be made.
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Under the Financial plan there is a self-generated Intervention rate box where the ERDF or
ERDF equivalent co-financing rate is calculated.
Keep in mind the Intervention rate for preparatory projects is 65%. Remember that programme
grants CANNOT be transferred to a different funding source, e.g. MS ERDF to an Icelandic
partner.
The figures entered will be automatically generated into the Total Cost Budget.
Project Partner
This sheet includes the individual budget tables connected to the partner. The information filled
in will be automatically generated to the Total budget table.
Both costs and financial contributions are to be broken down period-month period, please make
sure the correct period is featured in the budget tables.
NOTE: that all costs in the table must be broken down in an Annex called Partner
Budget Breakdown, demonstrating that all costs are eligible, actual and realistic.
The Partner Cost Budget
Same as Lead partner
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Partner Financing Plan
Description of the financing headings:
Type of finance
Member state, ERDF
Member state 20%, ERDF
Norway, ERDF equivalent
Iceland ERDF equivalent
Faroe Islands, ERDF equivalent
Greenland, ERDF equivalent
Description
In this budget line the European Union
member state partner enters the amount of
ERDF co-funding it applies for. Together
with the public match funding the ERDF
contribution must fully cover the Total
eligible costs. Please note that the
maximum ERDF co-financing rate for
member state partners is 65% of eligible
costs.
In accordance with the Geographical
flexibility rule up to 20% of ERDF may be
used to finance expenditure incurred by
partners located outside the programme
area, but inside the European Union. In
case of such expenditure, the applied
ERDF contribution to these costs shall be
entered here. ERDF 20% co-financing rate
is 65% of eligible costs.
In this budget line the Norwegian partner
enters the amount of ERDF equivalent cofunding it applies for. Together with the
public match funding the ERDF equivalent
contribution must fully cover the Total
eligible costs. Please note that the
maximum co-financing rate for Norwegian
partners is 65% of eligible costs.
In this budget line the Icelandic partner
enters the amount of ERDF equivalent cofunding it applies for. Together with the
public match funding the ERDF equivalent
contribution must fully cover the Total
eligible costs. Please note that the
maximum co-financing rate for Icelandic
partners is 65% of eligible costs.
In this budget line the Faroese partner
enters the amount of ERDF equivalent cofunding it applies for. Together with the
public match funding the ERDF equivalent
contribution must fully cover the Total
eligible costs. Please note that the
maximum co-financing rate for Faroese
partners is 65% of eligible costs.
In this budget line the Greenlandic partner
enters the amount of ERDF equivalent cofunding it applies for. Together with the
public match funding the ERDF equivalent
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Match funding, cash (State source –
Public or Private)
contribution must fully cover the Total
eligible costs. Please note that the
maximum co-financing rate for partners
from Greenland is 65% of eligible costs.
This budget line includes all cash
contributions related to the project. The
applicant should list the names of these
organisations contributing with cash
money. Examples of match funding
sources include national ministries, local
and national authorities, universities,
regional
and
local
development
institutions, etc.
Note: Own work constitutes cash match
funding!
After filling in the cost budget and the financing plan please check the following:
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•
Are the correct periods featured both in the Cost budget and in the Financing plan?
Are the costs broken down on both budget lines and periods?
Does the stated public in-kind funding match the stated in-kind costs?
Does the annual Total eligible cost equal the annual Total financial contribution?
The answer to all these questions should be ‘YES’, otherwise corrections have to be made.
Under the Financial plan there is a self-generated Intervention rate box where the ERDF or
ERDF equivalent co-financing rate is calculated. If the rate given in the Intervention rate box
exceeds the maximum rate, the budget must be changed in order to get the ERDF or ERDF
equivalent co-financing to comply with the established co-financing rates.
NOTE: that all costs in the table must be broken down in a supporting document,
demonstrating that all costs are eligible, actual and realistic.
The figures entered will be automatically generated into the Total Partner Cost Budget.
Partner Budget Breakdown.
Using the Excel Partner Budget Breakdown template detail all expenditures listed in the Partner
budget.
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