PROMAS
Kolarctic CBC projects find necessary material here: instructions, other information, and templates for reporting. The central document to get to know is the Project Implementation Manual: it is a guide from the Managing Authority to the projects. It clarifies the conditions and gives many practical advice.
Materials & info
Project Implementation Manual
The Project Implementation Manual has been updated on 18th of February 2020.
Compared to the previous years version, information concerning certain topics have been added or specified.
The updated parts include e.g.
- Financial reporting and auditing in Norway
- Filling instructions for Interim report
- Information concerning Value Added Tax (VAT)
- Budget modifications, eligible costs and own contribution
- On-the-spot checks
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.
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)
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.
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.
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.
Material for projects
Grant Contract and its Annexes
Documents for the Financial part of Interim Report (last update 15 MAY 2020)
Delivery of signed documents
Due to the COVID-19 epidemic, the original signed Annex 7 of the Financial report shall be submitted latest with the next Interim report (payment for next Interim report will not be paid before receiving of the originals). Same rule applies for the singed Interim report (print from PROMAS) and Payment request. Although all scan copies of the signed documents have to be submitted to the Managing Authority in order to approve the Interim report. If you are having difficulties getting signatures to the documents to be provided to the Managing Authority, please be in contact with your project contact person, or the person checking your report in the Managing Authority. Instructions will be given on a case by case basis. In cases where you need to contact the Managing Authority, the partners first contact the Lead partner, after which the Lead partner contacts the Managing Authority.
Documents for Expenditure and Revenue verification (last update 15 May 2020)
Kolarctic CBC logo to be used by projects
Online training
Online learning platform on Cross-Border Cooperation under the European Neighbourhood Instrument!
Video tutorials, written guidance and training material to support you in project implementation: Project Management and Monitoring, Financial Management, Expenditure Verification, Communication and Capitalisation.