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
- 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 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)
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.