Version1.2
APPLICATION INSTRUCTIONS
Instructions for completing the 1st main 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:
•
•
•
•
•
•
Application form Sections A - D
Programme Manual
Co-financing commitment form
Partnership agreement template
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. An applicable version of the application form will be available for each main project call for
applications.
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 in
the Main Application section.
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.
Calls for Proposals
The first call for main project applications will be opened on 30th September 2014
with a submission deadline on 24th November 2014. Decisions on the applications
submitted to the first call will be made at the Programme Monitoring Committee
meeting on 10th February 2015.
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 Applicant’s Package will be updated regularly
and that the latest official application forms can be obtained from the NPA website.
Applicants must be completed electronically and submitted on the official application form to be
considered eligible for co-financing. Only complete applications submitted by the deadline and
containing all documents signed in blue ink will be accepted by the Joint Secretariat. Applicants
are requested to send their application, in one original and one photocopy, to the following
address:
Northern Periphery and Arctic Joint Secretariat
Strandgade 91 4.sal
1401 København K
Denmark
Applicants should also send an MS electronic copy of the application (no greater than 3MB) to
the following e-mail address: [email protected]. Please ensure that the
electronic version corresponds with the original.
2
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 within 3 months of the formal funding approval and that the maximum project
period is limited to 36 months.
Project activities are eligible from the date of submission of the application to the Joint
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
3
A.2 Project summary
Provide a short overview of the project
A.3 Project budget summary
Total Budget & 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 main application form should contain information on how well your project
meets the thematic and specific objectives of the Northern Periphery and Arctic Programme
2014-2020. 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 3000 characters.
4
C.1.2 How will the project results contribute changes sought by the programme?
Please refer to the programme strategy as outlined in the Programme Manual, section 1.3.
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 3000 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.
Degree of transnational collaborations between SMEs and R&D
1.2.
Awareness of technology driven public service provision in remote and sparsely
populated areas
2.1.
Entrepreneurial business climate in remote and sparsely populated areas
2.2
Awareness of business opportunities beyond local markets
3.
Awareness of energy efficiency opportunities and renewable solutions in
housing sector and public infrastructures in remote and sparsely populated
areas
4.
Preparedness
of
responsible
authorities
for
sustainable
environmental
5
management in remote and sparsely populated areas
Indicate the qualitative contribution to the programme result – positive or neutral
C.2.3 Project main result
Specify project main result(s) and describe its contribution to the programme result indicator
(project must fully or partially contribute to one programme result indicator, quantify the
contribution if possible).
The summary should be no more than 3000 characters.
C.2.4 Project objectives
Describe the project objectives outlining ensuring they are synchronised with the defined
contribution(s) to your chosen programme result.
C.3 Products and services (outputs)
C.3.1 Products and services (outputs)
Define project products and services.
Describe the product/service and how it contributes to your project’s result.
Chose a corresponding output indicators to which the product or service will contribute. (See
Annex 2 in the application for a listing of Output indicators)
Quantify the contribution to the output indicator.
C.3.2
What is the project’s approach in addressing these common challenges and/ or
joint opportunities and what is new about the approach the project takes?
Please describe 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.
Please remember to mention each product/service listed in C.3.1.
The summary should be no more than 3000 characters.
C.3.3
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 1500 characters.
6
C.3.4
Who will use the main products and services?
List target groups and describe how your 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 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 Durability of project outputs and results
How will the project ensure that project outputs and results have a lasting effect
beyond project duration?
Please describe expected concrete measures to be taken during and after project implementation
to ensure and/or strengthen the durability of the project’s outputs and results.
The summary should be no more than 1500 characters.
C.5 Transferability of project outputs and results
How will the project ensure that project outputs and results are applicable and
replicable by other organisations/regions/countries outside of the current
partnership?
Please describe to what extent it will be possible to transfer the outputs and results to other
organisations/regions/countries outside of the current partnership.
The summary should be no more than 1500 characters.
C.6 Links and Synergies
C.6.1
Is the project part of regional/national strategies and policies?
Please describe the project’s contribution to relevant strategies and policies; in particular, those
concerning the project or programme area. Also consider existing synergies with past or current
regional or national projects.
If applicable what concrete measures does the project take to align with Macro Regional
Strategies? See Programme Manual section 1.3.4.
The summary should be no more than 1500 characters.
C.6.2
Please describe your project’s synergies with projects funded by other programmes or initiatives
and, or if the project draws on the experience of previously funded projects.
7
If applicable consider where this project is positioned in relation to other potential funding
streams? Is this project part of a longer term strategy to advance the results through other
available funding streams?
The summary should be no more than 1500 characters.
C.7 Horizontal principles
Please list contributions to horizontal principles that apply to your project, and justify your
choice, stating whether your choice is neutral or positive to all three principles - Environmental
Sustainability, Inclusion and Diversity and Equality between men and women.
See Programme Manual section 1.3.5 for examples of activities.
C.8 Work Packages
In addition to project description in Part C of the main application, all projects are requested to
submit a description of the different work packages that the project partners have developed and
agreed to structure their activities.
Experience from previous programmes has demonstrated the need for a more defined activity
structure in both the application form and project activity reports. To facilitate this process, the
Northern Periphery and Arctic Programme 2014-2020 requires all projects to design their
project activities into work packages. This should help improve project planning and evidence
suggests that a well planned project will:
•
•
•
Usually be more successful in its implementation
Be easier to evaluate and identify expected results and outputs from – facilitating the
building of expertise and knowledge in the participating organisations, municipalities,
regions, nations and on a transnational level.
Be easier to monitor – simpler to identify if implementation is being carried out in
accordance with the plan, both for the project partnership and for the Joint Secretariat.
Structure:
•
•
•
•
•
All work packages should be given an individual title to describe the work that will be
carried out in the work package.
The overall objective of the project should be described in the application form.
Each work package should describe the expected outcome of the work package’s
activities and how the work package will contribute to the overall objective of the project.
The first work package will be “Project Management”, the second work package
“Communication activities”.
All projects will be asked to split their activities into work packages
Work package 1, “Project Management”, consist of operational and strategy activities such as
governance, daily management of the project and reporting and monitoring.
Work package 2, “Communication activities”, consists of external communication and all other
tasks associated with the Lead Partner’s co-ordination of the overall project administration.
Some of the common tasks associated with Lead Partner administration includes coordinating
8
the drafting of the progress reports and final reports and organising the claim procedures for the
project partnership. The Lead Partner is normally the internal contact body for questions within
the project partnership and is the main contact point for the Joint Secretariat.
All other tasks associated with the projects outward project communication activities,
dissemination tools, and associated communication deliverables.
Please see the Programme Manual for a list of mandatory and recommended communication
tools you should include in your work package description.
Work package 3-7, “Other activities”, consist of descriptions of all other activities.
The activity plan contained within each work package is intended to be an indicative plan and
the Northern Periphery and Arctic Programme will exercise flexibility (within reasonable limits)
when monitoring project activities.
C.9 Indicative time plan overview
The indicative work plan calendar by year 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.10 INDICATORS
Using various indicators from Section C fill in the table with Result indicators, Output
indicators, Additional indicators and Environment indicators relevant to the project.
Please see Programme Manual section 2.4 for further guidance on indicators.
9
PART D: TOTAL BUDGET AND FINANCIAL PLAN
The table to be completed in A.3 is same as the “Total Budget” sheet from the Main 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 Budget” sheet from the Main
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 Main Application
Form.
Instructions for Main 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
•
•
•
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:
-
Regulation (EU) No 1299/2013
Regulation (EU) No 1303/2013
10
Part D of the Main Application Form
The following is a short description of the different sheets contained in Part D of the Application
Form.
1. Total Budget
The Total 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 Main Application Part A .3 “Total 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
11
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
5. Equipment expenditures
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.
Expenditure
for
the
financing
of
12
6. In kind costs
Reduce: Planned project revenue (-)
equipment purchased, rented or leased by
the beneficiary of the operation other than
those covered by office and administrative
expenditure.
In-kind costs or In-kind contributions are
eligible under specific conditions.
Planned project revenues are deducted
from claim payments.
13
Financing Plan
Description of the financing headings:
Financial source:
Public match funding, In kind (source,
type)
Public match funding, cash (source)
Member state, ERDF
Norway, ERDF equivalent
Iceland, ERDF equivalent
Description:
The public in kind match funding must be
equivalent to the amount of budgeted in
kind costs in budget line 6 in the Cost
budget. The applicant should list the
names of the public organisations
contributing in kind and what type of in
kind contribution they provide.
This budget line includes all cash
contributions related to the project from
public and public like organisations. The
applicant should list the names of these
organisations contributing with cash
money. Examples of public match funding
sources include national ministries, local
and national authorities, universities,
regional
and
local
development
institutions, etc.
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 50% 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 60% of eligible costs.
After filling in the cost budget and the financing plan, please check the following:
14
•
•
•
•
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 will 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.
Keep in mind the restriction that the total of the Member State project partnership is not
allowed to use a grant rate exceeding 65% and respectively NMS partnerships are not allowed to
apply a grant rate exceeding 50% – 65% depending on which NMS. Remember that Member
State ERDF grant cannot be transferred to a Non Member State.
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, demonstrating
that all costs are eligible, actual and realistic.
The Partner Cost Budget
Same as Lead partner
15
Partner Financing Plan
Description of the financing headings:
Type of finance
Public match funding, In kind (source,
type)
Public match funding, cash (source)
Member state, ERDF
Member state 20%, ERDF
Norway, ERDF equivalent
Iceland ERDF equivalent
Description
The public in kind match funding must be
equivalent to the amount of budgeted in
kind costs in budget line 6 in the Cost
budget. The applicant should list the
names of the public organisations
contributing in kind and what type of in
kind contribution they provide.
This budget line includes all cash
contributions related to the project from
public and public like organisations. The
applicant should list the names of these
organisations contributing with cash
money. Examples of public match funding
sources include national ministries, local
and national authorities, universities,
regional
and
local
development
institutions, etc.
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 50% of eligible costs.
In this budget line the Icelandic partner
enters the amount of ERDF equivalent cofunding it applies for. Together with the
16
Faroe Islands, ERDF equivalent
Greenland, ERDF equivalent
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 60% 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
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.
After filling in the cost budget and the financing plan please check the following:
•
•
•
•
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.
This budget table should not be filled in if projects choose to apply different grant rates within
the project partnership to allow partners responsible for common costs to be compensated for
their common costs. Keep in mind the restriction that the total of the Member State project
partnership is not allowed to use a grant rate exceeding 60% and respective NMS partnerships
are not allowed to apply a grant rate exceeding 50% - 65%. Remember that Member State ERDF
grant cannot be transferred to a Non Member State.
The figures entered will be automatically generated into the Total Cost Budget.
17
Partner Budget Breakdown.
Using the Excel Partner Budget Breakdown template detail all expenditures listed in the Partner
budget.
Special note:
Mandatory and recommended communication tools
The Programme has a set of mandatory and recommended communication tools that it expects
projects to develop. Please make sure you plan and budget for these accordingly.
Required within first reporting period of the project •
•
•
•
•
•
Project description on NPA website Basic project website according to an NPA template Online project presentation e.g. Prezi or PowerPoint format Collection of project images/ photos Portfolio of targeted promotional material for use at meetings/events For projects above 500 000 EUR, a project poster based on an NPA template displayed at all partner organisations visible to the public Recommended tools tailored to the project’s individual needs. Examples include: •
•
•
•
•
•
•
•
Newsletters Social media platforms e.g. Twitter/ Facebook Project videos Press kit Website or online platform for delivering products/services Apps or mobile websites for mobile devices/tablets A product or service logo and branding Other dissemination materials/ tools relevant for reaching a wide audience in the Programme area, the project’s target groups, and relevant policy makers. 18