FAQ

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How to be sure that the equipment actually purchased as part of the project meets the definition given in the application form initially approved?

During the application phase, projects must specify in the application form the equipment envisaged to be purchased in the framework of the project. Usually the precision of the description depends on the clarity of what is needed to implement during the activity.

When it has not been possible to include sufficient details of the equipment to be purchased, the preparation phase of the pilot activities in which the equipment is necessary, shall conclude with a concrete description of the equipment needed to clearly set out the relationship between the provisions included in the application form and the equipment purchased within the project. It is highly recommended to include this kind of information in a technical report.

The JS will only validate modifications to the equipment provided in the application form without evaluating the eligibility of each item. For more information, kindly refer to the Factsheet of the Programme Manual « Project modifications ».

 

 

Category : Programme Equipment purchase (implementation phase)

In the case of a multi-module project, if my project is deprogrammed following a Programme’s decision, would I be allowed to claim expenditures regarding the previous module? Which will be my new budget? Do I have to reimburse the preparation costs?

If the Monitoring Committee decides to deprogramme one or several modules of a project based on the MA/JS verification, the budget of the project will be reduced up to the amount established in the new Subsidy Contract. The closure of the project will be required before making the last reimbursement.

All partners will be allowed to claim all the expenditures related to the project implementation up to the new budget. In principle, the payments already done will not be recovered by the Programme.

The MED Programme Monitoring Committee will be entitled to establish any other conditions in line with the European regulation, if needed.

 

 

Category : Programme Modules

The Programme manual indicates that "if the 10% budget flexibility is used, a dedicated excel file should be provided to the JS". What do these 10% correspond to? Could they be linked to the 20% flexibility rule ?

You have an additional 10% flexibility on your budget that can be applied at the final stage of the project, i.e. when you submit your final payment claim. This means that you have this final 10% flexibility (between WPs and between budget lines), on top of the 20% that you can use throughout the project. So basically, an overall 30% of reallocation allowed at the end of the project.

 

 

Category : Programme Budget management (implementation phase)

Concerning the compulsory annexes to add in Synergie, the legal representative of the Partner has changed since the filling of the Application form, could the substitute sign instead of the legal representative announced in the Application form?

Signatures should match between what has been indicated in the application form (name of the legal representative) and the signatory of the co-financing declaration.

If this is not possible, the signature of the substitute has to be done “on behalf” or by delegation. And the delegation has to be uploaded on the system. Moreover, the national co-financing amount included in this declaration must correspond to the information stated in the Application Form validated. 

Category : Programme Compulsory annexes to upload (application phase)

When I enter contact information of a partner, an error message appears - the e-mail already exists in the system -.

Sometimes when, by mistake, two ASP codes have been created in Synergie for the same organisation, it creates issues because of duplication. Indeed, a contact is necessarily linked to an email address.

If this email address is already used under one ASP code, it cannot be used again under another one. In this case, please contact the Joint Secretariat at programme_med@remove-this.maregionsud.fr for us to fix the issue.

Category : Synergie CTE access

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

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

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

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

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