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international grants

1. General principles

General information on grants is provided in different languages under http://ec.europa.eu/contracts_grants/index_en.htm ; detailed information on joint financial support to training in conference interpretation is contained in the ad hoc work programme of the European Commission.

  • An application for a grant will not automatically be successful.
  • A grant is a form of complementary funding, to promote European Union objectives, based on the co-financing principle and may not finance the entire costs of the action.
  • The expenditure and income of the proposed budget must be detailed and in balance and may not have the purpose or effect of producing a profit for the beneficiary. If the total amount paid as pre-financing by the European Institutions exceeds the final amount of the grant determined at the end of the action, any amounts overpaid by the European Institutions have to be paid back by the universities (recovery).
  • Only costs directly related and necessary to the action may be co-financed.
  • The EU Institutions’ co-financing level of actions under this scheme is subject to a ceiling of maximum 75% of the eligible costs. The overall (EC and EP) average co-financing level of the last three completed years is 37.45% of the total eligible final costs.
  • As a rule, projects for which an application is made must not have started. Grants cannot be awarded retroactively. However, should a grant be awarded, the costs incurred by the applicants before the signature of the agreement are eligible for co-funding (e.g. aptitude tests, preparation of the course) provided that they are included in the agreement. Costs incurred prior to the submission date of the application are not eligible for co-funding.
  • The Financial Regulation and its amendments for the grant scheme can be consulted under TITLE VI/ GRANTS CHAPTER 1-CHAPTER 5 (Article 108 – Article 120) via web-site on: http://ec.europa.eu/budget/library/documents/implement_control/fin_rules/syn_pub_rf_modex_en.pdf


2. Objectives

As an inter-institutional service provider, the objective of the DG for Interpretation is to ensure that a sufficient number of qualified conference interpreters are available to enable the European Union institutions to function properly.

Within the general context of the European Union objectives, the main objectives are:

This action is closely coordinated and jointly managed with the European Parliament’s DG for Interpretation and Conferences which has a similar programme and faces similar needs.



3. General publicity

To make sure that potential candidates are aware of the possibility of obtaining grants and, in particular, to promote the establishment of networks of international partners, both DGs for Interpretation provide relevant information directly on their own web-site and on the EU grants website: http://ec.europa.eu/grants/index_en.htm.

Ex-post publication by the European Institutions will include: name of grant recipients, geographical location, subject of the grant, amount awarded and co-financing rate.

Beneficiaries of the grant must also ensure that the contribution by the European Union is publicly and visibly acknowledged


4. Eligibility requirements

To be eligible for a grant, the universities or institutes in question must be legally constituted and be approved by their national authorities as public or private bodies charged with a public task of teaching and organising courses at professional and post-graduate level in the field of conference interpreting.




5. Selection criteria



6. Submission of grant applications

A privacy statement applies to personal information transmitted with the application form. By applying you consent to the processing of personal data. An original complete set of the completed and signed application form 2010-2011 and its annexes should be sent by registered mail or special delivery service by 5 May 2010 (as per postmark) at the latest to each of the addresses indicated on the application form.

Any changes to the application after submission must be notified immediately, this might lead to a revision of the decision of the Evaluation Committee (cfr. point 8).


7. Grant award criteria



8. Evaluation of proposals and awarding of grant

Proposals will be evaluated (in June/July 2010) by an inter-institutional committee composed of at least three officials from different units/departments of the financing Institutions. The recommendations of the committee, properly documented, will be submitted, within each Institution to the authorising officer by delegation for authorisation.

The committee may decide not to co-finance your project or some items of expenditure in your proposed budget, where these are considered excessive compared to the nature of the project and/or the volume of work.

Please note that you should prepare a realistic budget forecast. If the budget is over-estimated and you spend much less than foreseen in the agreement, the grant will decrease accordingly.

The grant agreement specifies the total approved (eligible) budget for the project, the maximum amount of the grant and the percentage of the approved eligible budget which is to be co-financed by EU Institutions.



9. Information



10. Grant agreement



11. Payment arrangements / reporting – transparency of accounting – currency (for non-Euro-Zone-countries) – amendments

a) payment arrangements :

Once the grant agreement is signed by both parties, the grant will be paid as follows:

The final reports of the academic year 2010/2011 must be handed in after the end of the action at the date specified in your agreement (before end of 2011).
A recovery order may be issued where the total amount of earlier payments is higherthan the amount of the final grant determined.

NB. The amount of the grant does not become final until the operation is completed and a final statement is presented and accepted.

The final and exact amount of the grant awarded is calculated after European Institutions’ approval of the final report on the implementation of the project. It is calculated by applying the grant percentage specified in the agreement to the final eligible (approved) expenditure on the project, and can never exceed the maximum amount set out in the agreement nor have the purpose or effect of producing a profit for the beneficiary (income and expenditure must be in balance).

The beneficiaries have to provide evidence in the final report of the interest generated by the pre-financings received from the European institutions (see also paragraph b). If the pre-financings received by the European Institutions are higher than 50.000 euros, the interest generated will be deducted from the final grant as it can not be part of the revenue.

All report forms to be completed are annexed to the agreement and sent to the beneficiary in electronic form.

The beneficiary should not send in any individual copies or original invoices unless specifically requested by us. The invoices must be kept by the beneficiary for 5 years after the last payment by the European Institutions and should be available on request.

Unless remuneration is provided by the applicant explicitly for the action and/or a contract has been entered into for the staff to carry out the work, time sheets must be maintained during the course of the action showing the names of those involved, their roles, the number of hours per month and normal hourly market rate for this type of work.

These sheets should be validated by signature of the persons involved and counter-signed by the university. They should be retained as for invoices (see above).

b) transparency of accounting :

In order that the European Institutions may undertake payments, it is important that the beneficiary

1) opens a separate bank account (to allow easy establishment of a financial statement with interests generated);

or

2) is able to claim a statement from the bank on the interest rate applied for the period of the pre-financing and keeps separate accounting for the project, detailing sources of funding, expenditures and interests generated.

c) currency (for non-Euro-Zone-countries) :

Only the budget forecast in the application form should always be completed in EURO.

For the financial reports, please submit in every case the currency in which payments are made. The European Institutions will convert these amounts into euros using the average exchange rate (please refer to http://ec.europa.eu/budget/inforeuro/ of the payment dates of the different grant instalments. Where however you have received revenue in euros (the bank receipts stipulate an amount in euros), then please indicate in euros.

Organisations established in countries outside the Euro-zone should be aware that they fully carry the exchange rate risk.

d) VAT :

The budget forecast and financial reports should exclude  VAT unless the applicant can demonstrate by an official document from the national tax authority that VAT cannot be recovered (see also point 1.6 on page 3 of the application form). To be noted that in case the applicant cannot (totally or partially) recover VAT to be refunded for VAT paid for purchases linked to the grant, an evidence must be provided in relation to each single expenditure for which VAT cannot be recovered; such an evidence can only take the form of an official document from the national tax authority (making clear reference to the specific concerned expenditure), or in case of total impossibility to recover VAT of a copy of the national legislation stating that the beneficiary is not entitled to recover V.A.T.

e) amendments:

Modifications requested after signature of the agreement, must be submitted and authorised in writing “in good time before it is due to take effect, and in all cases at latest one month before the closing date of the action, except in cases duly substantiated by the beneficiary and accepted by the Institutions” (Agreement II.13.3.). Otherwise expenditure that was not foreseen in the beneficiary’s initial budget (annex II of the agreement) cannot be considered as eligible and will not be taken into consideration in the final calculation of the grant. This applies to transfers of over 10% of the expenditure from one chapter to another (see also I.3.4 of the agreement).

Please note that when the amendment is in force, the beneficiary will receive amended report forms.


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