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Changes to implementation of the projects

Changes to projects implementation can be introduced on a basis of provisions of the Grant Contract and General Conditions (Annex II to the Grant Contract).

1. Changes below 15% of the concerned budget headings.

According to article 7.2.3 (projects from 1st call for proposals) or 7.2.6 (projects from 2nd call for proposals) of the Special Conditions where the amendment to the Budget or Description of the Action does not affect the basic purpose of the Action and the financial impact is limited to a transfer between items within the same main budget heading including cancellation or introduction of an item, or a transfer between main budget headings involving a variation of 15% or less of the amount originally entered (or as modified by addendum) in relation to each concerned main heading for eligible costs, the Beneficiary may amend the budget and inform the JTS in writing in 7 working days after the change was introduced. This method may not be used to amend the headings for administrative costs or the contingency reserve.
Introducing of above changes requires submission to the JTS the following documents:

  • Form 1 - Request for budget reallocations in the project (up to 15% of budget lines value)
  • Form 3 - Budget reallocation table
  • Amended budget of the action (annex III to the Grant Contract) with inscription in the headline of the table: Valid on: (the date when changes became valid).

The above documents shall be submitted to the JTS in 3 original versions signed by authorized representative of beneficiary. After the verification of submitted documents the beneficiary is informed (within three weeks from receiving of the request by the JTS) on the results of proceedings (acceptance or remarks to submitted documents).

2. Financial changes over 15% of the concerned budget headings.

According to article 9.1 of the General Conditions any amendment to the Contract, including the annexes thereto, must be set out in writing in an addendum. This Contract can be modified only during its execution period. If an amendment is requested by the Beneficiary, it must submit that request to the Contracting Authority thirty days before the date on which the amendment should enter into force, unless there are special circumstances duly substantiated by the Beneficiary and accepted by the Contracting Authority.
Introducing of above changes requires submission to the JTS the following documents:

  • Form 2 Request for changes in the project
  • Form 3 Budget reallocation table
  • Modified annexes III to the grant contract

The above documents shall be submitted to the JTS in 3 original versions signed by authorized representative of beneficiary. The JTS verifies submitted documents and prepares a draft of the contract's addendum to the Joint Managing Authority.
Please note that to increase the efficiency of the process of project modification all changes submitted within the request will be verified as a one package of changes without a division on changes which can be introduced individually in under 15% procedure and those which require a contract addendum.

3. Other Changes.

Other changes are implemented according to provisions of article 9.1 of the General Conditions and required an addendum to the contract.
Introducing of above changes requires submission to the JTS the following documents:

  • Form 2 Request for changes in the project
  • Form 3 Budget reallocation table (applicable if changes concern the project budget).
  • Modified annexes to the Grant Contract

The above documents shall be submitted to the JTS in 3 original versions signed by authorized representative of beneficiary. The JTS verifies submitted documents and prepares a draft of the contract's addendum to the Joint Managing Authority. The JTS verifies submitted documents and prepares a draft of the contract's addendum to the Joint Managing Authority.
Please note that to increase the efficiency of the process of project modification all changes submitted within the request will be verified as a one package of changes without a division on changes which can be introduced individually in under 15% procedure and those which require a contract addendum.

4. Changes of address, bank account or auditor.

According to article 9.2 of the General Conditions Changes of address, bank account or auditor may simply be notified, although this does not stop the Contracting Authority from opposing the Beneficiary's choice of bank account or auditor. The Contracting Authority reserves the right to require that the auditor referred to in Article 5.2 of the Special Conditions be replaced if considerations which were unknown when the Contract was signed cast doubt on the auditor's independence or professional standards.
To introduce the above changes the beneficiary shall submit to the JTS written information (letter) regarding changed data. To change the bank account also validated Financial Identification Form (in 3 originals) shall be submitted. JTS verifies submitted documents and informs Joint Managing Authority on the change.

THE TEMPLATES OF THE DOCUMENTS: