Grant contract

After the JMC has approved a project to be financed and the Grant Contract negotiatios are done  the contact person of the project in the Managing Authority drafts a Grant Contract. Each signed Grant Contract will be in PROMAS when it is signed.

The following annexes are in every Grant Contract:

  • Annex I: Project Plan
  • Annex II: Conditions applicable to Grant Contracts financed by Kolarctic CBC programme
  • Annex III: Project budget
  • Annex IV: Terms of Reference for an expenditure verification of a grant contract
  • Annex V: Contract-award procedures
  • Annex VI: Award of procurement contracts by Russian private beneficiaries

Depending on project, other annexes may be necessary.

Grant Contract and its annexes >>

Reporting

Projects have to provide the reports to the Managing Authority during the implemetation time. A central topic to assess is: has the project delivered what it has planned? This is possible to assess when the deliverables and other outputs are clearly defined at the beginning of the project, and when the project, in its reports, pays attention to describing the activities and outputs according to the work plan given in the application. The Managing Authority will see if the project will keep its promise about delivering results to the target groups.

Following project’s report are filled in and submited in PROMAS:

  • Project update
  • Interim report (narrative and financial parts)
  • Final report (narrative and financial parts)

Documents for reporting >>

Auditing

The expenditure of a project shall be verified by an external auditor. Criteria for choosing the auditor, and instructions for the expenditure verification procedure, are presented in Annex IV to the Grant Contract; Terms of Reference for an Expenditure Verification (EV1 Expenditure and Revenue verification procedure).
 
As a result of the verification, it should be possible to conclude that the costs declared by the beneficiary and the revenue of the project are:
  • real (expenditure was really incurred and revenues are identified and quantified)
  • accurately recorded (amounts are stated and recorded according to the supporting documents)
  • eligible (in line with eligibility criteria) in accordance with the Grant Contract.

Documents for Expenditure and Revenue verification >>

Communication & Visibility

The Managing Authority is the contact point for any required guidance throughout the project implementation process. For each project, the Managing Authority designates a contact person.  The contact person will provide the Managing Authority’s guidance throughout the project implementation process and reporting stages. It is the responsibility of the Lead Partner to communicate with the contact person and to give a regular updated picture of the development of the project.
 
The Branch Offices in different countries are a source of guidance and information especially to the partners in that country.
 
The project must carry out communication and visibility activities which raise public awareness of:
  • The objectives, activities, outputs, results or/and impacts of the project, and
  • The Kolarctic CBC and the participating countries’ support to the project.

Visibility material >>

Promas

PROMAS is an electronic Programme Management System, which project partners use during the whole Project cycle.

The system is used for submitting Payment requests, Interim and Final reports, Project updates, Amendment requests etc. to the Managing Authority.

Log in >>