Frequently Asked Questions

ABOUT KOLARCTIC CBC

What is CBC?

CBC means “Cross-Border Cooperation”. Cross-border cooperation is part of the European Neighbourhood Instrument (ENI) supporting progress towards “an area of shared prosperity and good neigbourliness” between EU Member States and their neighbours.

What is Kolarctic CBC Programme?

The Kolarctic CBC Programme continues and strengthens cross-border cooperation between the countries in the North Calotte and Northwest Russia.

Funding will be granted to joint cross-border cooperation projects operating in line with the strategy and priorities jointly agreed by Finnish, Norwegian, Russian and Swedish partners.

Common focus of any action carried out with the support of the Kolarctic CBC Programme is on internationalization and cross-border cooperation.

The Novaya Zemlya seems to be included in the programme region. So, why is the Norwegian Svalbard not in the Programme region?

Novaya Zemlya belongs to Arkhangelsk region, and is therefore part of the Programme area – while Svalbard is neither part of Finnmark, Troms nor Nordland counties, which are the Programme regions in Norway.

APPLYING FOR FUNDING

When is it possible to apply for financing?

You can apply when the Call for Proposal is open. A Call for Proposals is usually open for 2-3 months. During the period, the applications must be written and submitted using the electronic application and monitoring system PROMAS.

What kind of purposes can the Programme funding be used?

The programme can finance projects that contribute to the two Priority Axes of the Programme:

1. Viability of arctic economy, nature and environment;

2. Fluent mobility of people, goods and knowledge.

Under those Priority Axes the Programme is divided in four Thematic Objectives:

  • Business and SME development,
  • Environmental protection, climate change adaptation and mitigation;
  • Improvement of accessibility to the regions, development of sustainable and climate-proof transport and communication networks and systems;
  • Promotion of border management and border security, mobility and migration management

More information about the themes of the Programme is available in the Joint Operational Programme Kolarctic CBC 2014-2020, that we also call, in short, the JOP.

Is the 2nd Call for proposals is opened for all four thematic objectives?

No, the 2nd Call for proposals is open only for the following three thematic objectives:

  • Business and SME development,
  • Improvement of accessibility to the regions, development of sustainable and climate-proof transport and communication networks and systems;
  • Promotion of border management and border security, mobility and migration management

NOTE, that the Call is not open to TO 6 Environmental protection, climate change mitigation and adaptation.

Is there any additional recommendations concerning applications under the TO1 Business and SME development?

During the 2nd Call for Proposals the MA encourages the applicants to submit applications with a strong partner-involvement of SMEs and other target groups under the TO1 Business and SME development.

What is the maximum duration of a Kolarctic CBC project?

A maximum duration is not defined neither in the JOP nor any other regulation or conditions for the projects. In the selection procedure, the quality of the project is assessed, and in this, a realistic and well planned timetable is valued. In earlier programmes on the Kolarctic region, 36 months has been a maximum duration. The project must consider if a project longer than that can be well planned.

When can a project begin implementing its activities?

The projects can start when the Grant Contract between the Managing Authority and the Lead Partner has been signed. This can be done after the Duma of the Russian Federation has ratified the Financing Agreement between the Russian Federation and the European Commission. The ratification will happen by the end of 2017.

Can we have a partner from outside of the Programme area?

Partners from outside of the defined Programme area can participate in projects as equal partners in such cases, when the project activities implemented by the partner in question support Barents cooperation or Euro-Arctic development.

(See Joint Operational Programme, chapter 2.5. Geographical eligibility requirements.)

Is it beneficial for the project to have partners from all 4 participating countries?

Yes, but remember also that the number of participating countries is only one of the selection criteria: the project’s other qualities, as well as relevance, and capacity of the partners, are equally important.

Can a private company be a Lead partner?

Yes. NOTE, that to a Russian private organization, the pre-payments from the Kolarctic CBC Programme may be very limited.

In the 2014-2020 Programme, do you only accept as partners those with own budget- or is it also possible to add associate partners without own budget?

Formally yes, we DO accept partners with no own budget. If the partner does not have a permission to receive funding outside its budget (mainly Russian state/regional/municipal organizations), it can be approved. Other reason might be, that there is one actor in the project with only a small role with low costs, a reasonable solution could be that this actors / partners costs are included in the budget of some other partner from the same country; who then pays the costs incurred by the project to this “smaller partner”.

Remember that partnership is no justification for avoiding a tendering procedure, when the project is purchasing some services.

Is the project budget limited?

No, there are no limits for a project budget. However, the Joint Monitoring Committee decides on the financial allocation available for each Call for Proposal. The applicants are thus recommended to take into account the amount of available financing and be realistic when planning the project budget.

How detailed should be the made the Annex A: Budget specification? Can we add more cost lines to the template?

In the template is listed only main lines which usually should be budgeted by the projects. You can add more costs lines depending on the activities of your project. Don’t divide the activities too detailed. Make sure that budget is not too long. You will report the costs of the project using the budget you made.

Is the bigger project better than smaller project?

No. The best project is a project that is of a suitable size. The size of the project must be adjusted to the objective of the project, and the activities that must be carried out in order to reach the objectives.

How and how much the financing we can apply for?

The EU financing, Norwegian Kolarctic financing, Finnish and Russian state co-financing are applied with the same application in the PROMAS system.

The EU financing in the project level may not exceed 50% of the total Net eligible costs of Finland, Sweden and Russia. As well as Norwegian Kolarctic financing may not exceed 50% of the Norwegian Net eligible costs.

Finnish and Russian state co-financing in total may not exceed 40 % of the total Net eligible costs of Finland and Russia.

Co-financing from other sources in Finland, Russia, Sweden and Norway are applied directly from the public or private organizations from the country in question. Financing can come from state/regional/municipal resources, foundations, association, private entities, etc.

The share of co-financing from other sources may vary from one to other project.

Own contribution has to be at least 10% of the total Net eligible costs on the project level. It does not matter from what source the Partners receive the money. Usually, this financing provided by the Lead partners’ and Partners’ host organization. But it can also come from other public or private sources. In practice each partner covers 10% of own costs.

What is own contribution in the project? If it is the salaries of the personnel in the organization, does it matter from what sources it comes?

Own contribution is a co-financing from the Lead partner and Partners of the project. It can be any eligible cost of the project.

Own contribution has to be at least 10% of the total Net eligible costs on the project level. It does not matter from what source the Partners receive the money. Usually, this financing provided by the Lead partners’ and Partners’ host organization. But it can also come from other public or private sources. In practice each partner of the project covers 10% of own costs.

The amount and share of the own contribution per each partner is stated in the Annex E: Partnership Statement. Final amount of the own contribution is calculated from the total approved costs of the project using the mentioned in the statement percentage.

Should the own contribution be specified in the Project budget? Will it be reported during the project implementation? Can the administrative overhead be a part of the own contribution?

You don’t need to specify what particular costs in the Project budget will be covered by own contribution. The own contribution should be specified only in the Financing plan and Annex E: Partnership Statement.

The project costs financed from Own contribution will be reported together with other project costs. They will not be separated from other costs in the reports. Auditor verifies the costs paid from Own contribution togehter with other project costs.

In practice, Managing Authority will calculate the share of own contribution from total approved eligible costs of the project. And this amount will be deducted from the payments.

There is no formula in the excel document for calculating the total salary. Could you clarify how to calculate it?

In the Template:

Monthly salary – is the total monthly salary in the host organization
Project work % – is the % of working hours which will be spend for the project.
Months –  is the amount of the actual months during which the employee will work under the project.

Example:

Employee’s monthly salary in organization is 2 000€. The employee will be involved with the project 50% (so monthly salary in the  project 2 000€ X 50% = 1 000€). The employee will be working during 12 months.

Calculation:
Monthly salary: 2 000€
Project work %: 50%
Months: 12
Total cost: 2 000 € X 50% X 12 = 12 000 €

Are the annual holiday payments, holiday bonus and holiday compensation eligible costs? How to indicate it in the budget?

Yes, they are eligible when they based on the national legislation. Other compensations like holiday bonuses may be considered as eligible only if they are based on the national legislation and they are provided with equal conditions to all employees.

Salary costs which can be recovered from other authorities (compensation of sick leave or maternity leave salaries, etc.) are not eligible.

In the Annex A. “Budget specification” in the subheading 1. Personnel, you can add extra line “Annual holiday payments” and indicate total sum of the holiday compensations for all employees. Or it can be added straight to the monthly salary.

We have a state organisation and organisations annual turnover doen’t exist. How to indicate it in the application?

Please indicate in the field Organisation’s average annual turnover:  “0”. And write the comment why not in the field “Description of the organization”.

How to fill in the following Indicators in the Application form in PROMAS: Result Indicators (RIs), Programme Output Indicators (COIs, SOIs) and Projects Indicators? And where can I find the description about them?

There are three types of indicators in the Kolarctic CBC Programme (intervention logic of the Logical Framework Matrix):

  1. Programme Results Indicators (RIs) are described  in the Monitoring and Evaluation Plan 2017 (pp 32-36) and correspond with an Annex F: Result Indicators (obligatory Annex of the Grant Application) and ‘Overall  objective: Impact’ in the in the Annex B: Logical Framework Matrix to fill in.

    In the Annex F: Result Indicators, the applicant shall choose the most relevant Programme RIs and define the Project Result Indicator including measurement unit and target value (baseline value is ‘0’) that project supposes to reach against each of the chosen Programme RIs. NOTE! At least one of the Programme RIs shall be chosen. Then, below describe how your project is going to contribute to reaching the Programme Result Indicator(s) by achieving project Result Indicator(s).

    The same information shall be indicated in the ‘Overall  objective: Impact’ in the in the Annex B: Logical Framework Matrix.

  2. Programme Output Indicators (SOIs and COIs) are described in the Monitoring and Evaluation Plan 2017 (pp 16-31) and correspond with the section ‘Thematic Indicators’ in PROMAS and ‘Specific objectives: Outcomes’ in the Annex B: Logical Framework Matrix to fill in. 

    In POMAS under the section  ‘Thematic Indicators’, the applicant shall choose the most relevant SOIs and COIs for the project activities and indicate the target value (the baseline value is ‘0’) that project supposes to reach.
    The same information shall be indicated in the Specific objectives: Outcomes’ in the Annex B: Logical Framework Matrix.

    Programme SOIs, COIs and RIs are indicators for Kolarctic CBC Programme to report on its implementation. The data will be taken mostly  from projects reports, that’s why the projects are required to use these indicators.

  3. Project Output Indicators correspond with the section ‘Project Specific Indicators’ in PROMAS and ‘Outputs’ in the Annex B: Logical Framework Matrix to fill in.

    In POMAS under the section ‘Project Specific Indicators’,  the applicant shall define indicators that are needed for project to measure its results and report on its implementation, but have not been found among SOIs and COIs.

The Managing Authority recommends first to design the Annex B: Logical Framework Matrix of the project before filling in the Application form in PROMAS.

 

When does the project have to document the co-financing from other sources?

Binding commitments of the co-financing from other sources (excluding Finnish and Russian state co-financing) have to be delivered to the Managing Authority before the meeting where the Joint Monitoring Committee selects the projects to be approve

Do we need to send the original documents of the Annexes for Application to Managing Authority or are the scanned versions uploaded in PROMAS enough?

The application form that you have filled in and submitted in PROMAS, you must then print out, sign and send to the Managing Authority by the closing of the Call for proposals.  Do not attach any annexes in the envelope, except the original signed annexes D and E, if they are available to you on the date of the deadline. The original signed annexes D and E must though be sent to the Managing Authority as soon as they are available.

Does the Lead Partner have to collect originals of Annex E Partnership Statement from all Partners and send all Partnership Statements and Co-Financing Forms in one envelope to Managing Autority?

YES. But it often happens that the letter from the Partner to the Lead Partner with the Partnership statement does not arrive by the closing of the Call for proposals. This is why the Managing Authority recommends that the Partners fill in the Partnership statement, then scans it, and sends the file with the scanned Partnership statement to the Lead Partner. Then the Lead Partner attaches this file with the scanned Partnership statement to the application in PROMAS, before submitting. The originals must nevertheless be sent to the Managing Authority when possible.

Do we need to attach Certificate of registration for all partners in the application? Do they need to be translated to English?

Yes, you must attach a certificate of registration of all partners in the application.

They don’t need to be translated to English.

PROJECT IMPLEMENTATION AND REPORTING

How often do we have to report?

Project partners are requested to send a narrative and a financial report to the Managing Authority (MA) at least once a year. All project partners should contribute to the common report, but it is responsibility of the Lead Partner to compile the reports and submit them to the MA.

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