What has to be submitted? Useful tips on application and submission

procedures

Documents to be submitted

1. Application form

2. Letters of commitment + Pedagogic file

3. State aid relevance declaration / De minimis declaration

4. Governance system of the project (organisation chart) and short description about economical and institutional sustainability

5. Logical framework

6. Information on the pilot activities (only if applicable)

All documents have to be provided in hard copy and in electronic

version

Application form • To be duly completed through PRESAGE CTE in the

working language chosen for the project (EN or FR)

• Only the following sections are requested in English and French:

• short description • theme • summary

• Check the global coherence of the data in PRESAGE

throughout the drafting of the proposal and before validation

• Validate your electronic application form in PRESAGE: mention “Submitted version”

• Only the page of the signature can have the mention “draft”

• Signed in original handwriting and stamped

Letters of commitment +Pedagogic files • Both documents to be duly filled in, signed and stamped

by all partners : • For the Lead partner, only original documents

will be accepted

• Copies will be accepted for partners – originals will be provided if project is selected

• The amount of the national cofinancing indicated in the letter must be exactly the same as the amount of the national cofinancing in the application form for the relevant partner

State aid relevance / de minimis declaration • All partners have to sign a declaration regarding:

• the non-profit character of the activities of the project

• the target groups of the project

• the non merchandising of goods and services resulting

from the project

• the possible impact of the assistance to third parties

• If activities of the partner within the project are State

Aid relevant, a de minimis declaration shall be signed • All economic operators must sign a de minimis

declaration • For the Lead partner, only original declarations

will be accepted • Copies will be accepted for partners – originals will be

provided if project is selected

Complementary information • Governance system of the project: organisation chart of

the project showing • the structure of the management and coordination

system • the role and the participation of partners in the

activities • the role and involvement of possible external

partners

• Short description about economical and institutional sustainability: how it will be guaranteed through the project actions

• Logical framework: overall objectives, specific objectives, expected results and activities

• Only if the project involves pilot actions: a detailed description of these activities must be provided

See templates in the Application Pack

Partnership • Partners from at least 5 EU countries from the

eligible area of the Med programme

• Partnership includes no more than 3 partners belonging to the same previous project and 2 partners belonging to the same legal structure (Ministry, Regional Council, Chamber of Commerce…)

• The Lead Partner must be a public body or a body governed by public law and must be based in one of the EU regions belonging to the MED zone

• In addition the LP must have experience of management of a former or ongoing MED project

Partnership

• No partner must concentrate more than 40% of total

eligible budget (ERDF+IPA+public cofinancing) of the project

• No country must concentrate more than 50% of the total eligible budget (ERDF+IPA+public cofinancing) of the project.

Financial issues • The ERDF allocation for each project must be

between 300.000 € and 1M€

• The ERDF/IPA contribution foreseen in the application must not exceed the maximum rate allowed at State level (75% or 85% for the ERDF countries, 85% for IPA countries)

• Overheads must not exceed 7% of the total eligible budget of the project (ERDF+IPA +public cofinancing)

Duration of the project

The maximum duration of the project is 18 months (excluding the period of preparation) and must finish on

the 30th June 2015 at the latest.

Modalities of submission

• PRESAGE CTE • hard copy by post • e-mail

31st October 2012, 8pm (GMT+1) at the latest

Most common causes of projects’ non-admissibility

• Amount of the national co-financing included into the partners’ commitment letter is not in line with the AF

• Budget thresholds calculation should be

based on the TOTAL ELIGIBLE BUDGET = ERDF + IPA + national cofinancing.

• ERDF allocation to the project is not between 300.000 € and 1M€

Most common causes of projects’ non-admissibility (2)

• Hard copy of the Application form: Missing documents or annexes; not duly filled in or signed

• Lack of original AF and LP documents

• Scanned, electronic or stamp signatures

• Application not validated correctly on Presage

Good things to do

• Read carefully the document « Procedures to respect for the submission of the final application file » and the Terms of Reference

• Use the « eligibility chart » to check your proposal, included on the Terms of Reference (Annex 1)

• Compare the amounts of the AF to partners’ Commitment letters

• Double check all documents sent and their content

• Do not leave things to the last minute

• In case of doubt, please contact the MED Programme structures

Thank you for your attention!

MED PROGRAMME JTS

Région Provence-Alpes-Côte d'Azur 27, Place Jules Guesde

13481 Marseille Cedex 20 - France

Tel: +33 4 91 57 - 52 96 or 51 33 Fax: +33 4 91 57 53 13

E-mail: stc-med@regionpaca.fr

http://www.programmemed.eu/