SPECIFIC AGREEMENT No./.. ON A GRANT FOR AN ACTION

Transcription

1 ANNEX III MODEL SPECIFIC GRANT AGREEMENT FOR AN ACTION SPECIFIC AGREEMENT No./.. ON A GRANT FOR AN ACTION This specific agreement ("the agreement") is concluded between: The ECDC ("the ECDC"), represented by represented for the purposes of signature of this agreement by Zsuzsanna Jakab, Director, and Karl Ekdahl, head of the health communication Unit of the one part, and and, established in, represented by,, or his/her authorized representative the partner acting as coordinator of the consortium, (the coordinator ) and the other partners identified in Article I.1.3 of framework partnership agreement, of the other part, The following annexes form an integral part of the agreement: Annex I: Annex II: Annex III of the work package Estimated budget for the work package Technical implementation reports and financial statements to be submitted Article 1 Purpose of the agreement The agreement is concluded in the context of the partnership established between the parties. It is drawn up in accordance with the relevant terms of framework partnership agreement No FRAMEWORK PARTNERSHIP AGREEMENT/2008/XX signed between the ECDC and the consortium on date The ECDC has decided to award a grant, under the terms and conditions set out in this agreement and the framework agreement, which the consortium hereby declares that he has taken note of and accepts, for the action entitled: Work package 1. ("the work pachage"). The consortium accepts the grant and undertakes, acting on his own responsibility, to do everything in his power to carry out the work package as described in Annex I, in

2 accordance with the terms and conditions of the above-mentioned framework agreement applicable to the implementation of this agreement,. Article 2 Duration of the action The work package shall begin on [ ] ("starting date of the work package") The work package shall last for 12 months from the starting date. The period of implementation of the work package shall determine the period of eligibility for the ECDC grant. Article 3 - Financing the work package The total cost of the work package is estimated at EUR [ ], as shown in the estimated budget in Annex II. The estimated budget shall give a detailed breakdown of the costs that are eligible for ECDC funding under the terms of Article II.17 of the framework agreement, of any other costs that the work package may entail, and of all receipts, so that receipts and costs balance[, subject to provisions for possible variations in exchange rates]. The total eligible costs of the action for which the ECDC grant is awarded [are estimated at EUR [ ]] [equal the total cost of the action], as shown in the estimated budget in Annex II. [Indirect costs are eligible for flat-rate funding of [ ]of the total direct costs eligible, subject to the conditions laid down in Article II of the framework agreement.] The ECDC shall contribute a maximum of EUR [ ], equivalent to 90% of the estimated total eligible costs indicated above. The final amount of the grant shall be determined as specified in Article II.19 of the framework agreement, without prejudice to Article II.20 thereof. Article 4 Adjustment of the estimated budget By way of derogation from Article II.14 of the framework agreement, the consortium may, when carrying out the action, adjust the estimated budget by transfers between items of eligible costs, provided that this adjustment of expenditure does not affect the implementation of the a work package and the transfer between items does not exceed 10% of the amount of each item of estimated eligible costs for which the transfer is intended, and without exceeding the total eligible costs indicated in Article 3. He shall inform the ECDC in writing.

3 [Article 5 Payment arrangements] Pre-financing: Within 45 days of the date when the last of the two parties signs the agreement, upon receipt of the request for pre-financing a pre-financing payment of EUR [ ] shall be made to the partner, representing 45% of the maximum amount of the grant specified in Article 3. Interim payment: Any request for interim payment shall be accompanied by the interim technical implementation report and financial statement specified in Article II.18.3 of the framework agreement. The ECDC shall have 45 days to approve or reject the technical implementation report or to request additional supporting documents or information under the procedure laid down in Article II In that case, the partner shall have 30 days to submit the additional information requested or a new report. The amount of the interim payment shall be determined on the basis of the eligible costs actually incurred, as shown in the interim statement and approved by the ECDC, to which shall be applied the percentage of the ECDC grant specified in Article 3. In no circumstances may the interim payment exceed 30 % of the maximum amount of the grant specified in Article 3. The interim payment shall be made to the partner within 30 days following approval by the ECDC of the technical implementation report accompanying the request for interim payment. The ECDC may suspend the period for payment in accordance with the procedure in Article II.19.2 of the framework agreement. Payment of the balance The request for payment of the balance shall be accompanied by the final technical implementation report and financial statement specified in Article II.18.4 of the framework agreement. The ECDC shall have 45 days to approve or reject the technical implementation report or to request additional supporting documents or information under the procedure laid down

4 in Article II In that case, the partner shall have 30 days to submit the additional information or a new report. A payment representing the balance of the grant determined in accordance with Article II.20 of the framework agreement shall be made to the partner within 30 days following approval by the ECDC of the implementation report accompanying the request for payment of the balance. Article 6 Submission of reports and other documents The provisions relating to the submission of the technical implementation reports, financial statements and other documents referred to in Article 5 (Payment arrangements) are contained in Annex III The technical implementation reports, financial statements and other documents referred to in Article 5 (Payment arrangements) or the equivalent article in the framework agreement must be submitted in 3 copies in English on the following dates: - interim technical implementation report and financial statement: [within [ ] months following [insert date]] [or before [insert date]], covering the period [insert dates]] [ ] - final technical implementation report and financial statement: [within [ ] months following the closing date of the action specified in Article 2] [or before [insert date]], covering the period [insert dates]. Article 7 Bank account Payments shall be made to the partner s bank account or sub-account denominated in euros as indicated below Name of bank: [ ] Address of branch: [ ] Precise denomination of the account holder: [ ] Full account number (including bank codes): [ ] [IBAN account code: [ ]] This account or sub-account [must identify the payments made by the ECDC. If the funds paid to this account or sub-account yield interest or equivalent benefits under the law of the State on whose territory the account or sub-account is opened, such interest or benefits shall, if they are generated by pre-financing payments, be recovered by the ECDC as specified in Article II.21 of the framework agreement.

5 SIGNATURES For the consortium [name / forename / function] For ECDC [name /forename] [signature] Done at [place], [date] [signature] Done at Stockholm, [date] In duplicate in English

6 ANNEX II: ESTIMATED BUDGET FOR THE WORK PACKAGE ESTIMATED BUDGET IN EURO EXPENDITURE Direct Eligible Costs Personnel Costs (1) Travel/Accommodation/Subsistence (2) Miscellaneous services (3) Administration (4) Indirect Eligible Costs General costs 7 % of direct eligible costs ( ) TOTAL EXPENDITURE INCOME ECDC funding request Maximum 90 % of eligible costs Applicant s financial contribution Income generated by the project Other external resources Other current funding applications TOTAL INCOME

7 DETAILS OF ESTIMATED EXPENDITURE IN EURO DIRECT ELIGIBLE COSTS: costs directly linked to the project PERSONNEL COSTS Fees Function Number of persons Number of days Daily cost Secretarial costs Function Number of persons Number of days Daily cost Other personnel costs Function Number of persons Number of days Daily cost TOTAL PERSONNEL COSTS

8 TRAVEL/ACCOMMODATION/SUBSISTENCE Travel expenses (each journey) Purpose Means of Transport Place of Departure Destination Number of persons Cost Accommodation & Subsistence (per trip) Purpose Place Number of days Daily rate Number of persons Cost TOTAL TRAVEL/ACCOMMODATION/SUBSISTENCE

9 MISCELLANEOUS SERVICES Subcontracting costs Other (please specify) TOTAL MISCELLANEOUS SERVICES PROJECT ADMINISTRATION Equipment (purchase, rent or leasing) Cost of financial services (cost of banking transactions, insurance) Cost of certificates/sureties (bank guarantee) TOTAL PROJECT ADMINISTRATION

10 INDIRECT ELIGIBLE COSTS GENERAL COSTS Maximum 7% of direct eligible costs (personnel costs + travel/subsistence + miscellaneous services + project administration) TOTAL GENERAL COSTS TOTAL EXPENDITURE

11 DETAILS OF ESTIMATED INCOME IN EURO ECDC FUNDING REQUEST (maximum 90% of eligible costs 1 ) APPLICANT'S FINANCIAL CONTRIBUTION INCOME GENERATED BY THE PROJECT TOTAL INCOME GENERATED BY THE PROJECT OTHER EXTERNAL RESOURCES (financial support already obtained) TOTAL OTHER EXTERNAL RESOURCES OTHER CURRENT FUNDING APPLICATIONS TOTAL OTHER CURRENT FUNDING APPLICATION TOTAL INCOME The amount of days and euros indicated in the budget represents maximums Before proceeding to any substantial adjustment in the budget implementation, the consortium should inform ECDC by writing. The consortium may, when carrying out the work package, adjust the elements of the work package as the estimated number of days the number and /or the place of the meetings, the number of participants, the

12 number of travels, provided that this adjustment does not affect the estimated total amount of the categories of costs nor the implementation of the action. Before proceeding to any adjustment the partner should inform ECDC by writing and if the adjustment is higher than 10% he should have the approval of ECDC. Apply rules on the eligibility of costs

13 ANNEX III TECHNICAL IMPLEMENTATION REPORTS AND FINANCIAL STATEMENTS TO BE SUBMITTED 1. INTERIM IMPLEMENTATION REPORT The interim technical implementation report will describe the work carried out and the results obtained during the period indicated in article 6 of this grant agreement and state in particular: o the results obtained to date and an indication of any deviation from the initial work programme set out in Annex I to the grant agreement that has occurred or is likely to occur o the comparison between the expenditure incurred during the first period and the foreseen budget stated in annex II of this grant agreement; o the work programme planned for the following period. The interim implementation report and any other documents referred to, must be sent to ECDC before the closing date indicated in article FINAL IMPLEMENTATION REPORT The final technical implementation report referred to in Article 6 should include in particular the following information, presented as specific sections of the report a. Detailed description of all the activities conducted The description should relate to the activities specifically foreseen in Annex I. This section of the report should summarise the activities specifically foreseen and those directly related to the objectives of the project and present and explain the activity actually done, their correspondence to the foreseen programme and objectives, and show how each activity has contributed to the stated objectives. Any difference between the programme and objectives foreseen and those actually conducted and achieved must be highlighted and explained. b. Manpower for the execution of the activities This section of the report should present a complete list of all the persons who have participated in the execution of the project and, for each of them, the man/days of work, the professional level or category and the corresponding unit and total cost. In the case of partner organisations or external bodies, the organisation to which each person belongs should be clearly identified. The activities conducted by each person

14 involved will be described and it will be explained how they relate to the various activities and objectives of the project. They should naturally correspond to the details provided in the financial report. c. Partners involved This section should present how the work has been distributed among the various partners (if any). It will explain which activities the various partners have conducted, how they have been co-ordinated and how they have contributed to the set objectives. d. Countries involved This section should explain what activities have been conducted in each of the countries involved and how the results have been made available in each country. e. Achievement of the objectives This section should explain how the objectives have been achieved. It should present an evaluation of the results achieved and explain on what monitoring, assessment or relevant evidence the conclusions presented on the results achieved are based. Any problem in achieving the objectives must be highlighted and explained. f. Financial report The beneficiaries should respect the following rules: The financial report must be signed. The budget must be consistent with the estimated budget and must be balanced (expenses = incomes). The payment request (dated and signed) must be jointed to this report. IMPORTANT: The absence of complete, clear and structured information and data as described in this annex will be a reason for non acceptance of the activity report.