Common use of Reporting and Applications for Reimbursement Clause in Contracts

Reporting and Applications for Reimbursement. 1. The Lead Beneficiary receives the reimbursement based on the submitted and approved Application for Reimbursement. 2. The Application for Reimbursement must be accompanied by a Project Report which contains proof of progress of the Project. Project Report must contain the description of the implemented activities and their outputs and results and must also contain information about financial progress of the Project. The Lead Beneficiary submits the Project Report even if no expenditures incurred in a reporting period. The Project Report and the Application for Reimbursement together with supporting documents shall be submitted electronically via the Monitoring System of the Programme to the Joint Secretariat. 3. The Lead Beneficiary submits the Project Report, including the Final Report, and the Application for Reimbursement within 90 (ninety) calendar days from the end date of each reporting period. The reporting periods and the deadlines for submission of Project Reports and Applications for Reimbursement are defined in Annex I. 4. The Lead Beneficiary has the possibility to deviate from the indicative spending forecast considering that in case of n+3 decommitment resulting from underspending compared to the spending forecast specified in Annex I., the Managing Authority is entitled to decommit the Project by reducing the original project budget and the corresponding EU contribution. In that case, the Managing Authority initiates the amendment of the present Contract. The Addendum to the Subsidy Contract has to be signed by both Parties. 5. The Managing Authority may set additional obligatory deadlines for submission of an Application for Reimbursement in order to avoid decommitment of EU contribution at Programme level. 6. The applicable template of the Project Report, Application for Reimbursement and the Declaration on validation of expenditure are defined for the Programme and are obligatory to use. The Lead Beneficiary has to complete and submit the Project Report and the Application for Reimbursement online through the electronic monitoring and information system of the Programme, in English language. 7. The Lead Beneficiary ensures that the expenditure presented by the Beneficiaries is incurred for the purpose of implementing the Project and that it corresponds to the activities defined and described in Annex I. The Lead Beneficiary ensures that the submitted Application for Reimbursement contains only validated expenditures supported by the Declarations on validation of expenditure issued by the designated Control Bodies. The designated Control Bodies and the national level control requirements for each Participating Country are defined and regulated in the respective national eligibility guidelines. 8. The Lead Beneficiary shall not submit the Project Report unless they have collected the Declaration on validation of expenditures of each Beneficiary, or at least a document proving that a Beneficiary did not have any costs validated for the given reporting period (the document can be ‘The rejection of late submitted documents’, ‘ZERO DOVE’, ‘Notification about the Beneficiary Report closure without declaration’, or similar) issued by the designated Control Bodies. 9. The Lead Beneficiary submits the Application for Reimbursement in Euros, based on the Euro amounts verified in the Declarations on validation of expenditure issued by the designated Control Bodies. 10. The expenditures must be converted into Euro using the monthly accounting exchange rate in force of the European Commission in the month in which the Beneficiary submits the expenditure for validation to the Control Body. Procedure is specified in the national eligibility guidelines. 11. The exchange rate risk is borne by the Beneficiaries. 12. The Lead Beneficiary has to immediately inform the Joint Secretariat about circumstances which delay, hinder or make impossible the implementation of the Project, as well as circumstances which represent a change of the reimbursement conditions and frameworks as laid down in the present Contract or which entitle the Managing Authority to reduce or demand repayment of the EU contribution entirely or in part. 13. The project is considered as fully implemented if the planned activities are carried out and finalized and 80% of the total sum of all planned quantifiable outputs of the project is reached and the planned results are achieved. In case the Project has not been or cannot be fully implemented or if the Project cannot or could not be implemented in due time, the Lead Beneficiary has to immediately inform the Joint Secretariat. The deviations from any aspect of project implementation defined in Annex I. have to be immediately reported to the Joint Secretariat in order to seek written approval for changes. The request for approval does not imply the approval. The Lead Beneficiary has to adhere to the rules and procedures for requesting project changes which are defined in in the Project Implementation Handbook. 14. The Lead Beneficiary upon request by the Joint Secretariat shall submit Project Follow-up Reports, proving the sustenance of the project outputs. Follow-up Reports cover 12 (twelve)- month periods, the first period beginning at the first day after the end date of the Project. Details about the content and submission of Follow-up Reports are regulated in the Project Implementation Handbook valid for the given Call for Proposals. Lead Beneficiary has to adhere to the rules, procedures and fully observe the list of documents as well as supporting documents for reporting which are defined in the Project Implementation Handbook.

Reporting and Applications for Reimbursement. 1. The Lead Beneficiary receives the reimbursement based on the submitted and approved Application for Reimbursement. 2. The Application for Reimbursement must be accompanied by a Project Report which contains proof of progress of the Project. Project Report must contain the description of the implemented activities and their outputs and results and must also contain information about financial progress of the Project. The Lead Beneficiary submits the Project Report even if no expenditures incurred in a reporting period. The Project Report and the Application for Reimbursement together with supporting documents shall be submitted electronically via the Monitoring System of the Programme or, upon request, in printed version to the Joint Secretariat. 3. The Lead Beneficiary submits the Project Report, including the Final Report, and the Application for Reimbursement within 90 (ninety) calendar days from the end date of each reporting period. The reporting periods and the deadlines for submission of Project Reports and Applications for Reimbursement are defined in Annex I. 4. The Lead Beneficiary has the possibility to deviate from the indicative spending forecast considering that in case of n+3 decommitment resulting from underspending compared to the spending forecast specified in Annex I., the Managing Authority is entitled to decommit the Project by reducing the original project budget and the corresponding EU contribution. In that case, the Managing Authority initiates the amendment of the present Contract. The Addendum to the Subsidy Contract has to be signed by both Parties. 5. The Managing Authority may set additional obligatory deadlines for submission of an Application for Reimbursement in order to avoid decommitment of EU contribution at Programme level. 6. The applicable template of the Project Report, Application for Reimbursement and the Declaration on validation of expenditure are defined for the Programme and are obligatory to use. The Lead Beneficiary has to complete and submit the Project Report and the Application for Reimbursement online through the electronic monitoring and information system of the Programme, in English language. 7. The Lead Beneficiary ensures that the expenditure presented by the Beneficiaries is incurred for the purpose of implementing the Project and that it corresponds to the activities defined and described in Annex I. The Lead Beneficiary ensures that the submitted Application for Reimbursement contains only validated expenditures supported by the Declarations on validation of expenditure issued by the designated Control Bodies. The designated Control Bodies and the national level control requirements for each Participating Country are defined and regulated in the respective national eligibility guidelines. 8. The Lead Beneficiary shall not submit the Project Report unless they have collected the Declaration on validation of expenditures of each Beneficiary, or at least a document proving that a Beneficiary did not have any costs validated for the given reporting period (the document can be ‘The rejection of late submitted documents’, ‘ZERO DOVE’, ‘Notification about the Beneficiary Report closure without declaration’, or similar) issued by the designated Control Bodies. 9. The Lead Beneficiary submits the Application for Reimbursement in Euros, based on the Euro amounts verified in the Declarations on validation of expenditure issued by the designated Control Bodies. 10. The expenditures must be converted into Euro using the monthly accounting exchange rate in force of the European Commission in the month in which the Beneficiary submits the expenditure for validation to the Control Body. Procedure is specified in the national eligibility guidelines. 11. The exchange rate risk is borne by the Beneficiaries. 12. The Lead Beneficiary has to immediately inform the Joint Secretariat about circumstances which delay, hinder or make impossible the implementation of the Project, as well as circumstances which represent a change of the reimbursement conditions and frameworks as laid down in the present Contract or which entitle the Managing Authority to reduce or demand repayment of the EU contribution entirely or in part. 13. The project is considered as fully implemented if the planned activities are carried out and finalized and 80% of the total sum of all planned quantifiable outputs of the project is reached and the planned results are achieved. In case the Project has not been or cannot be fully implemented or if the Project cannot or could not be implemented in due time, the Lead Beneficiary has to immediately inform the Joint Secretariat. The deviations from any aspect of project implementation defined in Annex I. I have to be immediately reported to the Joint Secretariat in order to seek written approval for changes. The request for approval does not imply the approval. The Lead Beneficiary has to adhere to the rules and procedures for requesting project changes which are defined in in the Project Implementation Handbook. 14. The Lead Beneficiary upon request by the Joint Secretariat shall submit Project Follow-up Reports, proving the sustenance of the project outputs. Follow-up Reports cover 12 (twelve)- month periods, the first period beginning at the first day after the end date of the Project. Details about the content and submission of Follow-up Reports are regulated in the Project Implementation Handbook valid for the given Call for Proposals. Lead Beneficiary has to adhere to the rules, procedures and fully observe the list of documents as well as supporting documents for reporting which are defined in the Project Implementation Handbook.

Reporting and Applications for Reimbursement. 1. The Lead Beneficiary receives the reimbursement based on the submitted and approved Application for Reimbursement. 2. The can only submit an Application for Reimbursement must be to the Joint Secretariat if it is accompanied by a Project Report which contains proof of progress of the Project. Therefore, the Lead Beneficiary has to submit a Report (means Project Report must contain report or Final project report) alongside each Application for Reimbursement, consisting of the description of the implemented activities carried out and their outputs and results and must also contain information about during the reporting period, further consisting of a financial report presenting the financial progress of the ProjectProject compared to the Application form. The Lead Beneficiary submits the Project Report even Even if no expenditures were incurred in a reporting period. The , the Project Report report (and the Application for Reimbursement together with supporting documents Final project report) shall be submitted electronically via the Monitoring System of the Programme in due time to the Joint Secretariat. 32. The Lead Beneficiary submits has to submit the Project Report, including the Final Report, report and the Application for Reimbursement for each four-month reporting period from the project starting date indicated in Article 2.1. The Reports and the Applications for Reimbursement have to be submitted to the Joint Secretariat within 90 (ninety) calendar days from the end date of each reporting period. The reporting periods and the actual deadlines for submission of Project Reports and Applications for Reimbursement are defined indicated in Annex I. 4. The Lead Beneficiary has the possibility to deviate from the indicative spending forecast considering that in case of n+3 decommitment resulting from underspending compared to the spending forecast specified in Annex I., the Managing Authority is entitled to decommit the Project by reducing the original project budget and the corresponding EU contribution. In that case, the Managing Authority initiates the amendment of the present Contract. The Addendum to the Subsidy Contract has to be signed by both PartiesArticle 4.13. 53. The Managing Authority may set additional Additional obligatory deadlines for submission of to submit an Application for Reimbursement may be set by the Managing Authority in order to avoid decommitment of EU contribution at Programme programme level. 4. The first Project report and Application for Reimbursement have to cover the preparation costs of the Project as well as the first reporting period as indicated in Article 4. 13. Only budget lines foreseen in the present Contract and only Project partners involved according to the Application form can be considered for Application for Reimbursement. 5. The Final project report and Application for Reimbursement have to be submitted to the Joint Secretariat within 90 calendar days after the end date of the Project as indicated in Article 2.2. 6. The applicable template language of each report is English. The forms and tools of the Project Report, Application for Reimbursement and the Declaration on validation Validation of expenditure Expenditure are defined for the Programme and are obligatory to use. The Lead Beneficiary has to complete and submit the Project Report Reports and the Application Applications for Reimbursement online through the electronic monitoring and information system of the Programme, . Access to the system is only permitted by means of an individual username and password. Further rules on reporting – including the documents to be submitted with the Reports – are set in English languagethe Beneficiary’s manual. 7. The Application for Reimbursement submitted by the Lead Beneficiary ensures shall contain only validated expenditure and shall be supported by the Declarations on Validation of Expenditure issued by the designated Control Bodies. The Lead Beneficiary shall ensure that the expenditure presented by the Beneficiaries is Project partners has been incurred for the purpose of implementing the Project and that it corresponds to the activities defined and agreed between the Project partners as described in Annex I. The I. 8. In compliance with Point 2 (d) of Article 13 of the ETC Regulation, the Lead Beneficiary ensures shall ensure that the submitted Application for Reimbursement contains only expenditure presented by each Beneficiary has been validated expenditures supported by the Declarations on validation of expenditure issued by the designated Control BodiesBody. The designated Control Bodies and the base for national level control requirements for each Participating Country both Member States are defined and regulated available in the respective national eligibility guidelinesGuide on eligible expenditures. 89. In case the Declarations on Validation of Expenditure are not received from each Beneficiary for a given reporting period, the Lead Beneficiary shall submit the Application for Reimbursement on the basis of the Declarations on Validation of Expenditure available for the reporting deadline. The expenditures of the Project partners not submitted for validation for the given reporting period within the deadline can be requested only for the next reporting deadline to the reporting period concerned, with the exception of preparation costs. Preparation costs can be requested only in the first reporting period. In other case the decision of the Monitoring Committee is needed. 10. The Lead Beneficiary shall not submit the Project Report unless they have collected the Declaration on validation of expenditures of each Beneficiary, or at least a document proving that a Beneficiary did not have any costs validated for the given reporting period (the document can be ‘The rejection of late submitted documents’, ‘ZERO DOVE’, ‘Notification about the Beneficiary Report closure without declaration’, or similar) issued by the designated Control Bodies. 9. The Lead Beneficiary submits the Application for Reimbursement in EurosEUR, based on the Euro amounts verified in the Declarations on validation Validation of expenditure Expenditure issued in EUR by the designated Control BodiesBodies of the Project partners. 1011. Project partners from Member States which have not adopted the EUR as their currency shall convert into EUR the amounts of expenditure in the list of invoices incurred in national/or other currency before submission for validation to the responsible Control Body of the Member State. The expenditures must shall be converted into Euro EUR using the monthly accounting exchange rate in force of the European Commission in force in the month during which that expenditure is firstly submitted in which the Beneficiary submits the expenditure given reporting period for validation by the Project partners to the Control Body. Procedure is specified in Body.1 1 The monthly exchange rates of the national eligibility guidelinesEuropean Commission are available at the website of the European Commission: xxxx://xx.xxxxxx.xx/budget/contracts_grants/info_contracts/inforeuro/index_en.cfm. 1112. The exchange rate risk is borne by the Beneficiaries. 12. The Lead Beneficiary has to immediately inform the Joint Secretariat about circumstances which delay, hinder or make impossible the implementation of the Project, as well as circumstances which represent a change of the reimbursement conditions and frameworks as laid down in the present Contract or which entitle the Managing Authority to reduce or demand repayment of the EU contribution entirely or in partBeneficiary concerned. 13. The project is considered as fully implemented if Lead Beneficiary shall request the planned activities are carried out and finalized and 80% reimbursement of the total sum of all planned quantifiable outputs EU contribution on the basis of the project is reached and the planned results are achieved. In case following table: Reporting period Deadline for submission of the Project has not been or cannot be fully implemented or if the Project cannot or could not be implemented in due time, the Lead Beneficiary has to immediately inform the Joint Secretariat. The deviations from any aspect reports and Applications for Reimbursement Indicative spending forecast of project implementation defined in Annex I. have to be immediately reported to the Joint Secretariat in order to seek written approval for changes. The request for approval does not imply the approval. The Lead Beneficiary has to adhere to the rules and procedures for requesting project changes which are defined in in the Project Implementation Handbook. 14. The Lead Beneficiary upon request by the Joint Secretariat shall submit Project Follow-up Reports, proving the sustenance of the project outputs. Follow-up Reports cover 12 ERDF contribution (twelve)- month periods, the first period beginning at the first day after the end date of the Project. Details about the content and submission of Follow-up Reports are regulated in the Project Implementation Handbook valid for the given Call for Proposals. Lead Beneficiary has to adhere to the rules, procedures and fully observe the list of documents as well as supporting documents for reporting which are defined in the Project Implementation Handbook.EUR)

Reporting and Applications for Reimbursement. 117. The Lead Beneficiary receives the reimbursement based on the submitted and approved Application for Reimbursement. 2. The can only submit an Application for Reimbursement must be to the Joint Technical Secretariat if it is accompanied by a Project Report which contains proof of progress of the Project. Therefore the Lead Beneficiary has to submit a Project Progress Report must contain alongside each Application for Reimbursement, consisting of the description of the implemented activities carried out and their outputs and results and must also contain information about during the reporting period, further consisting of a financial report presenting the financial progress of the ProjectProject compared to the approved Application Form. The Lead Beneficiary submits the Project Report even Even if no expenditures were incurred in a reporting period, the Project Progress Report shall be submitted in due time to the Joint Technical Secretariat. 18. The Lead Beneficiary has to submit the Project Progress Report and the Application for Reimbursement together with supporting documents shall be submitted electronically via for each four-month reporting period from the Monitoring System of the Programme to the Joint Secretariat.project starting date indicated in Article 32.1. The Lead Beneficiary submits is entitled to submit a Start-up Project Progress Report within 90 calendar days from the conclusion of the Subsidy Contract, in case the Project Report, including was approved with preparation costs to be co-financed or if the Final Report, starting date of the Project precedes the conclusion date of the present Contract. In this case the first Project Progress Report shall cover the period between the signature of the Contract and the Application end of the first four-month reporting period. The Project Progress Reports and the Applications for Reimbursement have to be submitted to the Joint Technical Secretariat within 90 (ninety) calendar days from the end date of each reporting period. The reporting periods and the actual deadlines for submission of Project Reports and Applications are indicated in Article 4.13. 19. Additional obligatory deadlines to submit an Application for Reimbursement may be set by the Managing Authority in order to avoid decommitment of Community contribution at programme level. 20. The Start-up Project Progress Report and Application for Reimbursement (if any) have to cover the preparation costs of the Project and/or the project expenditure incurred between the starting date of the Project and the conclusion date of the present Contract. In case no Start-up Project Progress Report and Application for Reimbursement is submitted, the abovementioned costs have to be included in the first Project Progress Report and Application for Reimbursement at the latest, covering the first reporting period as indicated in Article 5.13. 21. The Final Project Progress Report and Application for Reimbursement have to be submitted to the Joint Technical Secretariat within 90 calendar days after the end date of the Project as indicated in Article 2.2. 22. The language of each report is English. The applicable format of the Project Progress Report, Application for Reimbursement and the Declarations on validation of expenditure are defined for the Programme and are obligatory to use. The Lead Beneficiary has to complete and submit the Project Progress Report and the Application for Reimbursement online through the Front Office surface of the XXXX 0000-0000 (the monitoring and information system of the Programme; hereinafter referred to as the system). Access to the system is only permitted by means of an individual username and password. The Rules of Use of the system are set in Annex V. of this contract. Further rules on reporting – including the documents to be submitted with the Project Progress Report – are set in the Project Implementation Handbook. 23. The Application for Reimbursement submitted by the Lead Beneficiary shall contain only validated expenditure and shall be supported by the Declarations on validation of expenditure issued by the designated Control Bodies. The Lead Beneficiary shall ensure that the expenditure presented by the Project Partners participating in the Project has been incurred for the purpose of implementing the Project and that it corresponds to the activities agreed between the Project Partners described in the Application Form in Annex I. 424. In compliance with point e) of Article 96(1) of the IPA Implementing Regulation, the Lead Beneficiary shall verify that the expenditure presented by each of its Project Partners has been validated by the designated Control Body of the Project Partner. The designated Control Bodies and the national level control requirements for each Participating Country are available in the Control Guidelines for Project Partners. 25. In case the Declarations on validation of expenditure are not received from each Project Partner for a given reporting period, the Lead Beneficiary shall submit the Application for Reimbursement on the basis of the Declarations on validation of expenditure available for the reporting deadline. The expenditures of the Project Partner not validated for the given reporting period within the deadline can be requested only for the next reporting deadline to the reporting period concerned. 26. The Lead Beneficiary shall submit the Application for Reimbursement in Euro, based on the Declarations on validation of expenditure issued in Euro by the designated Control Bodies. 27. Project Partners from Participating Countries which have not adopted the Euro as their currency shall convert into Euro the amounts of expenditure in the list of invoices incurred in national currency before submission for validation to the responsible Control Body of the Participating Country. The expenditures shall be converted into Euro using the monthly accounting exchange rate of the European Commission in force in the month in which the expenditure is submitted by the Project Partner to the Control Body. 28. The exchange rate risk is borne by the Lead Beneficiary or Project Partner concerned. 29. The Lead Beneficiary shall request the reimbursement of the Community contribution on the basis of the following table: Reporting period (dd/mm/yyyy) Deadline for submission of the Project Progress Report and Application for Reimbursement (dd/mm/yyyy) Indicative spending forecast EUR 4 5 Total 30. The indicative spending forecasts of the Project as set out in point 13. above remain unchanged for the whole project implementation period. The Lead Beneficiary has the possibility to deviate from the indicative spending forecast forecasts considering that in case of n+3 decommitment resulting from underspending underspedings compared to the spending forecast specified in Annex I.forecast, the Managing Authority is entitled to decommit the Project by reducing the original project budget and the corresponding EU Community contribution. 31. In that casecase of a decision on the decommitment of the Project, the Managing Authority initiates the amendment of the present Contract. The Addendum to the Subsidy Contract has to be signed by both Parties. 532. The Managing Authority may set additional obligatory deadlines for submission Lead Beneficiary upon request by the Joint Technical Secretariat shall submit Project Follow-up Reports, proving the sustenance of an Application for Reimbursement in order to avoid decommitment of EU contribution at Programme level. 6the project outputs. The applicable template Follow-up reports shall cover 12-month periods from the end date of the Project Report, Application for Reimbursement and shall be submitted to the Declaration on validation Joint Technical Secretariat within 15 calendar days from the end of expenditure are defined for the Programme and are obligatory to usereporting periods. 33. The Lead Beneficiary has to complete and submit the Project Report and the Application for Reimbursement online through the electronic monitoring and provide immediate information system of the Programme, in English language. 7. The Lead Beneficiary ensures that the expenditure presented by the Beneficiaries is incurred for the purpose of implementing the Project and that it corresponds to the activities defined and described in Annex I. The Lead Beneficiary ensures that the submitted Application for Reimbursement contains only validated expenditures supported by the Declarations on validation of expenditure issued by the designated Control Bodies. The designated Control Bodies and the national level control requirements for each Participating Country are defined and regulated in the respective national eligibility guidelines. 8. The Lead Beneficiary shall not submit the Project Report unless they have collected the Declaration on validation of expenditures of each Beneficiary, or at least a document proving that a Beneficiary did not have any costs validated for the given reporting period (the document can be ‘The rejection of late submitted documents’, ‘ZERO DOVE’, ‘Notification about the Beneficiary Report closure without declaration’, or similar) issued by the designated Control Bodies. 9. The Lead Beneficiary submits the Application for Reimbursement in Euros, based on the Euro amounts verified in the Declarations on validation of expenditure issued by the designated Control Bodies. 10. The expenditures must be converted into Euro using the monthly accounting exchange rate in force of the European Commission in the month in which the Beneficiary submits the expenditure for validation to the Control Body. Procedure is specified in the national eligibility guidelines. 11. The exchange rate risk is borne by the Beneficiaries. 12. The Lead Beneficiary has to immediately inform the Joint Technical Secretariat about circumstances which delay, hinder or make impossible the implementation of the Project, as well as about any circumstances which represent a change of the reimbursement conditions and frameworks as laid down in the present Contract or which entitle the Managing Authority to reduce or demand repayment of the EU Community contribution entirely or in part. 13. The project is considered as fully implemented if the planned activities are carried out and finalized and 80% of the total sum of all planned quantifiable outputs of the project is reached and the planned results are achieved. In Immediate information shall also be provided in case the Project has not been or cannot be fully implemented by carrying out the planned activities, the planned outputs and results or by achieving at least 80 % of the quantifiable outputs, or if the Project cannot or could not be implemented in due time. In case that the Project cannot be implemented in line with the time schedule determined in the Application Form and in Annex I, as well as in line with the payment schedule specified in point 13. of the present Article, the Lead Beneficiary fact has to be reported immediately inform the Joint Secretariat. The deviations from any aspect of project implementation defined in Annex I. have to be immediately reported to the Joint Technical Secretariat in order to seek written approval for changesapproval. The request for approval does not imply the approval. The Lead Beneficiary has to adhere to the rules and procedures for requesting project changes which are defined in in the Project Implementation Handbook. 14. The Lead Beneficiary upon request by the Joint Secretariat shall submit Project Follow-up Reports, proving the sustenance of the project outputs. Follow-up Reports cover 12 (twelve)- month periods, the first period beginning at the first day after the end date of the Project. Details about the content and submission of Follow-up Reports are regulated in the Project Implementation Handbook valid for the given Call for Proposals. Lead Beneficiary has to adhere to the rules, procedures and fully observe the list of documents as well as supporting documents for reporting which are defined in the Project Implementation Handbook.