Financial planning

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    1. In order to plan our missions-related costs in the application, how many Programme events should we plan to attend if our application is approved for funding?
      • Each Lead beneficiary and beneficiary of the projects approved for European Union funding under the Programme should plan attending at least 4 Programme events (1 joint Lead beneficiary and beneficiary seminar, 2 national seminars, 1 European Cooperation Day). Normally, 2 representatives per organisation are invited to the events of the Programme.
    2. Are there any quotas set what regards the share of the budget per beneficiaries or per soft and hard activities?
      • No quotas are set. However, the budget share among the beneficiaries and types of activities must be well balanced and reflect to the logic of the project.
    3. Are there any limitations set to the co-financing percentage per each beneficiary?
      • No quotas are set. However, the Lead beneficiary and beneficiaries should ideally all be involved in the co-financing of the project. 
    4. Can the salary be paid out to project manager, project coordinator, etc. based on service contract under Budget Heading 1?
      • No. Budget Heading 1 – only salaries under the labour contracts can be paid. Other remuneration – under Budget Heading 3. Belarusian type of engagement like Договор подряда should go under Budget Heading 3.
    5. What is the maximum number of project staff?
      • Not limited.
    6. Is it possible to pay salaries to personnel like PR specialist, procurement expert or lawyer under Budget Heading 1?
      • Yes, if this is necessary for achieving the objective of the project.
    7. How should we include staff into the project under Budget Heading 1?
      • You must follow the national legislation and internal rules of the organisation. 4 involvement options are listed in Annex I to the Guidelines (Detailed Rules on Eligibility of Expenditure).
    8. How are subsistence costs calculated?
      • Take into account the thresholds set by national rules and European Commission.
    9. Can subsistence costs of the drivers of the organisation be covered from the project budget?
      • No, as only the costs of the staff employed in the project under Budget Heading 1 can be included into the Budget Heading 2.
    10. Must the applicants submit supporting documents to prove the validity of prices of services, goods, equipment or infrastructure planned under the project?
      • No.
    11. Can one partner include costs related to technical documentation, but other partners – costs related to preparation of strong partnership?
      • No, only 1 type of costs for the whole partnership can be included under the Budget Heading 5.
    12. If there are no costs planned under BH 1, how to calculate costs under Budget Heading 7?
      • When there are no costs foreseen under BH1, no indirect administrative costs can be planned.
    13. Should we add commercial proposals in order to base the prices indicated in the budget of the Grant Application Form?

      • No.
    14. How detailed should the budget description be (e.g. when planning project events)?
      • It is enough just to name each event shortly and put the sum. More detailed description (how many participants, what kind of other costs of the event) must be provided in Column ‘Justification of costs’ of Annex I.
    15. Can a beneficiary with 0 co-financing take part in the project?
      • Yes, such case is possible, but projects must ensure balanced partnership.
    16. What will be the EU funding flows (will there be advance payment, etc.)?
      • Yes, advance payments are foreseen. Option 1 - Projects with duration less than 12 months: pre-financing 40% + 40% after progress report approval + 20% balance payment after final report approval. Option 2 - Projects with an implementation period of more than 12 months: pre-financing 30% + further pre-financing instalments for each 6 month period of the project implementation, but each instalment not exceeding 25%.
    17. Can we start procurement procedures for services or equipment before the project implementation?
      • Yes, if the procurement procedures were organised following the Programme requirements for procurement. Contracts can be signed before the beginning of the project. Payments can only be made during the project implementation period (N.B. except for preparation and final costs, as described in the Guidelines, chapter 2.2.3., part a, ii and iii).
    18. What can be considered as a co-financing?
      • All costs can be considered as co-financing by beneficiaries, if they are indicated in the approved project budget, satisfy eligibility requirements, are incurred and paid by beneficiaries indicated in the Grant Application Form.
        Check the sections of the Guidelines for Applicants and Beneficiaries 2.2.3-2.2.5 for eligible, ineligible, direct and indirect costs, as well Annex I to the Guidelines for Applicants and Beneficiaries “Detailed rules on eligibility of expenditure”.