FAQ

At the moment of project closure, only a final progress report should be submitted?

For the project closure a Project Progress Report related to the last implementation period plus the Project Final Report should be submitted within 3 months after the project end date, together with the final payment claim.

 

 

Category : Programme Closure phase

What is the rule about the eligibility of expenditures related to project closure?

The eligibility rules related to project closure are:

  • All expenditures linked to project implementation should be incurred and invoiced before the official project’s ending date. Expenditures can be paid out within two months after the project end at the latest.
  • Expenditures linked to project closure (e.g. staff costs for drafting the final report, preparing the payment claim, costs of the FLC for the final certificate) can incur, be invoiced and paid out during the two months after project’s end.
  • All expenditures paid out after the two months delay will be considered ineligible and be rejected.

 

 

 

Category : Programme Closure phase

Since project closure costs can be invoiced and paid out until two months after the official end date, leaving only one month to get FLC certificates and NA validations, is there a possibility of extending the deadline ?

The final payment claim and the progress report must be validated within 3 months after the project end date, no extension is possible. In case some certificates or national validations are not available at that time, there is the possibility to re-open the payment claim and include them at a later stage.

 

 

Category : Programme Closure phase

A project partner has paid the final FLC Control invoice after the two months following the project’s end date. Is there any possibility to have the cost approved and included in the final certificate?

No, as stated in the Programme manual, all expenditures paid out after the two months delay will be considered ineligible and will be rejected. No exception is possible. Project partners should make sure that the final FLC invoice is paid within the eligibility period in order to be reimbursed.

 

 

Category : Programme Closure phase

In the Programme manual we can read: « a final budget adjustment based on the real consumption of the project is possible » what does it mean?

At the moment of project closure, an additional 10% flexibility can be applied to the partners’ budget. This final 10% flexibility is calculated in the same way as the 20% flexibility that can be used throughout project’s implementation, i.e. in relation to the total partner’s budget which can never be exceeded. Basically:

  • For partners that have not performed budget modifications exceeding the 20% flexibility, the final budget adjustment is to be added to the 20% flexibility (a total of 30%)
  • For Partners that have performed a budget modification exceeding the 20% flexibility, only the additional flexibility of 10% applies

Project partners can use the budget reallocation file to verify if the flexibility is respected. The compliance with the flexibility rule will be checked during the verification of the payment claim and progress report. If relevant, the JS will ask the partner to fill out a dedicated Excel file.

 

 

Category : Programme Closure phase

Which is the last deadline to apply for project extension before the project’s official end date?

A project extension shall be requested at least 3 months prior to the original project ending date.

 

 

Category : Programme Closure phase