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Application form

Is the application form the same as it was in the first call for proposals?

No, please do not use documents published for the first call for proposals. Grant Application Form together with supporting documents published for this call for proposals are available on the website http://www.pl-by-ua.eu/en,4 

When the documents in national languages will be available on the website?

Please note that English version of the documents was approved by the Joint Monitoring Committee and take precedence over other language versions (Polish, Russian or Ukrainian). In the nearest future the Joint Technical Secretatiat will publish, for information purpose, the Polish, Ukrainian and Russian versions of: Guidelines for Applicants, Instruction for filling the application form, Instruction for preparation of brief feasibility study and Eligibility handbook.

In case of grants which exceeds EURO 500 000. What kind of applicant’s external audit report is required? For which period such report is required? 

For every project in which grant exceeds EURO 500 000, Applicant’s external audit reports for the last financial year available is needed (not applicable to international organisations nor to the public institutions). Is the applicant's declaration on ensuring the funds sufficient document on the stage of project submission?

On the stage of project submission applicant's declaration on ensuring the funds is a sufficient document.

What kind of applicant’s external audit report is required?

There is no required template for such report. These reports are prepared in Poland by expert auditors and in Ukraine and Belarus by proper institutions/persons with adequate authorizations. It is a financial report, required in order to check whether the applicant possess stable financial standing. Please provide a full report on the audit of financial reporting.

In how many copies the application form shall be submitted?

One original and two copies of application form shall be submitted (point 2.2 of Guidelines for Applicants). One digital version consisting of application form, budget, logical framework and project description in English shall be submitted.

In which language the feasibility study should be prepared?

In one of the national languages (Polish, Russian or Ukrainian) with brief summary in English.

In which language the feasibility study should be prepared in case when the project is filled in English?

In one of the national languages (Polish, Russian or Ukrainian) with brief summary in English.

When the building permission should be submitted?

On the stage of submission of the application form please attach all the documents you posses. The applications with all necessary attachments will be better scored. The building permission should be provided no later than before signing of the grant contract.

What to focus on (what should be included in the proposal) and what is absolutelly not allowed to write in the application form?

The assistance in preparing of the project proposal are the checklists (administrative compliance, eligibility verification and assessment quality evaluation) placed in the point 2.3 of the Guidelines for Applicants. The checklists used for assessment of the proposal "suggest" the applicant what information is taken into account when assessing eligibility, administrative and quality of the project, and thus indicate to what special attention while filling in the various parts of the application should be paid. For information purposes, JTS also published "instructions for filling in the application," which is available on the Program website at http://www.pl-by-ua.eu/page.php?page_group=4&page_id=33

What are the consequences of giving a positive answer to the point 7 in the Application Form regarding the case when the project constitutes State aid?

 

The Programme does not envision the financing of projects to which State aid regulations apply. In the framework of the Programme, there are no rules, allowing for example for applying for a lower level of financing of the above-mentioned project. The consequence of submitting a project, which satisfies the criterion of state aid recipient (the affirmative answer to the question in point 7 of the Application Form) will be the rejection of the project proposal. The analysis of this point is conducted at the stage of administrative and eligibility criteria on the basis of point 11 of the Checklist (eligibility verification) - point 2.3 of the Guidelines for Applicants. At the same time, in accordance with the Guidelines for the Applicants it is stated explicitly: The Full Application Form must satisfy all the criteria specified in the Checklist. Thus, the choice of the positive response by the Beneficiary to the point 7 confirming the fact that the project constitutes State aid serves as ground for project rejection. The full analysis of occurrence of state aid will take place only at the stage of the full application evaluation submitted to the JTS; at the same time the Applicant bares fully responsibility  for the occurrence of state aid in the submitted application.  In case of any sort of doubts, the JTS will turn for clarifications, in accordance with point 2.3 of the Guidelines for Applicants.

 

According to the Guidelines for Applicants the Ukrainian public bodies should submit as Annex A6 a copy of the Certificate of state registration of legal person certified as a true to the original by the relevant issuing authority or by a notary. However, on 06.06.2011  amendments to the Law of Ukraine "On state registration of legal entities and individual entrepreneurs", entered into force, according to which the certificate of registration of legal persons has been canceled. Instead it the Extract from Unified State Register is issuing. Regarding this fact, what document should we submit as Annex A6?

Programme requirements relating to the Annex A6 for Ukrainian applicants/partners will be as following: Ukrainian organizations registered as legal entities before the 7th April, 2011 should submit (according to the Guidelines for Applicants) as Annex A6 a copy of the Certificate of state registration of legal person certified as a true to the original by the relevant issuing authority or by a notary. However, Ukrainian organizations registered as legal entities after the 7th April, 2011 should submit as Annex A6 one of the following documents: 1.  Notarized copy or the original of an extract (витяг) from the Unified State Register of legal entities and individuals or 2. Notarized copy or the original of excerpt (виписка) from the Unified State Register of legal entities and individuals.

How to correctly complete the table 3.2.1. : Financial data in the Application form (point 3.2 Resources)? Following the description, one should enter financial data for the years N-1, N-2 and N-3 where N stands for the previous financial year (namely 2010). Does it mean one should enter the data for the years 2009-2007 then? Another doubt arises together with the fact, that in the financial tables for the partners (part III.1 of the Application form) the obligatory years are N, N-1 and N-2.

In the table 3.2.1 with the financial data of the Applicant there is an inaccuracy, thereby we kindly ask to follow the template of the table for the financial data of the partners, that is to enter data for the last 3 years: N, N-1 and N-2 (years 2010, 2009 and 2008).

Does the requirement of developing full cost-benefit analysis of projects covering both financial and economic analyses (including designation of indicators ENPV/C,  EIRR/C and B/C) apply to all projects applying for funding under the PL-BY-UA Programme, irrespective of the value of the total costs?

In the Brief Feasibility study in Section 6 there are examples for preparing a financial analysis. In the given Brief Feasibility study there must necessarily be a financial analysis. With regard to the economic analysis it is possible to draw up a simplified economic analysis of the project in the form of quantitative and qualitative description of the effects of the project.