1. What kind of documents should be uploaded in eMS during submission Progress report?
The progress report submitted at every 4 months of implementation must be submitted only outside eMS application form. The documents that must be attached at the progress report are: an updated procurement plan; promotional materials; photos of equipment/supplies.
2. The progress report has to be signed by legal representative or by project manager?
The progress report must be signed by the legal representative. The project manager can sign the report only if she/he has been empowered by the legal representative and in this case, the empowerment decision must be attached to the progress report.
3. Why the submission of progress reports applicable for the 2nd call beneficiaries is different to the one applicable to beneficiaries of the 1st call? For example, beneficiaries of the 2nd call have to fill in a word report for progress instead of using eMS as in the case of the first call.
With this modification, the management structures intended to simplify the process and to avoid the delays in reporting (reverting due to repeating mistakes done in reports, as it happened with reports submitted by projects contracted under the 1st call for proposals). This approach, decided for the 2nd call beneficiaries, comes following the feedback received from beneficiaries in regard to reporting.
4. Do the project partners (PPs) need to print and sign the progress report and then scan it and send to the LP or it is not needed for the progress report and PPs only need to submit the progress report as doc file?
There is no specific obligation regarding the approach used for collecting the contribution to project reports by the Lead Beneficiary from the partners. It is up to the partners to decide on the appropriate mechanism.
5. Are the projects from the Second Call expected to submit the Progress Reports through the eMS or only via e-mails in the eMS?
The beneficiaries of the second call will not submit the progress report through eMS. They will only send the already elaborated reports to the Lead Beneficiary/JTS via eMS Mailbox.
6. How do we need to treat the delays of in-person events and meetings due to COVID19 pandemic? It is not possible to make prognoses now on the how many months to include in extension requests. Is there a general rule/requirement for all projects in this regard?
There is no general approach on how the projects to respond to the COVID 19 challenges. The cases will be analysed one by one and the solutions will have the purpose of decreasing as much as possible the delays or other negative effects on the project results. However, please consider the Information for Beneficiaries of the ENI CBC Black Sea Basin Programme regarding project implementation in the context of coronavirus disease COVID-19 issued by the Managing Authority and published on the programme website in March 2020.
7. Regarding the number of stakeholders, if we have contacted different participants from the same organisations that had been attended in project events in the previous reporting period (e.g. period 1), how shall we calculate the number of stakeholders for the 2nd period? Shall we write zero (as no organisation is added)? Shall we add the number of participants though they are coming from the same organisations which participated in the 1st period?
Please remember that the progress described in each 4 months progress reports is related strictly to the reporting period. Therefore, you will report the same organisations that have been involved in the previous periods, but, when you will prepare the interim report (where you have the obligation to report the progress from the beginning of the project) you will count the organisations only once.
8. How do we proceed with the project open conferences? It is sufficient to make a press release and consider it project opening conference from a project partner – not lead partner?
When deciding to reorganise an activity, please make sure you will achieve the same expected results as in the original version of the application.
9. Is there a Programme email where any beneficiary could address questions during implementation period?
A JTS officer is assigned for each project. All beneficiaries can contact the JTS project officer any time by using their email address or telephone, as communicated by JTS or according to the information published on the programme website.
10. Please clarify whether the original financial documents need to be translated in English?
The original financial documents do not need to be translated in English. They have to be uploaded in eMS in scan version of the original documents and named in English.
In case during the verification process of the interim/final report the Managing Authority, will need clarification regarding certain documents, it may ask for a translation in English of the respective documents or parts of them.
11. Do we need to translate appointment decisions for staff (project management team) into English?
The appointment decisions for staff (project management team) does not have to be translated into English, considering the fact that is going to be verified by the controllers of each partner.
Information related to the Project Management team are going to be introduced in the Supplementary Information section.
12. Regarding translation of all documents into English: what translation is required for all documents – explanations in English, or an official translation of the document. For example, should the invoice for the equipment be provided in English?
The documents do not have to be translated in English. They have to be uploaded in eMS in scan version and named in English. If, during reporting or verification of reports translation into English of a document is required, the beneficiary shall submit an unofficial translation in English signed by the legal representative of the respective partner.
Also, for projects with an investment component that have the obligation to submit technical documentation connected with the investment, they will send the documents in national language, accompanied by an English short description of their content.
13. Is it possible to get the projects final budgets in excel format? We have them in PDF format and it would be very kind of you if you could share with us the excel files.
In eMS, in the section “Project Budget Overview” you can find different formats/tables of the project budget.
Under each format/table you have the option “Export”.
This will allow you exporting the table in Excel format.
14. With Reference to cases where expenditure has to be linked to work provided and can’t be registered under the “Management” WP. So, staff is involved in multiple Work Packages. It looks that expenditure Reporting is based on the WORKPACKAGE and NOT on the person/Staff. So, for ONE staff member who is involved and paid from many Work Packages, there have to be multiple Expenditure Reporting lines as per Work Package. Is this correct or is there another way to Report in such a case?
In principle, all staff costs, irrespective of the project activity they are linked to (management or implementation), shall be reported under the Group of Activities management (Work package Management in eMS) if not in contradiction with the provisions of the national legislation or internal requirements of the organization.
If budgeted under other Group of Activities (not Management), as to comply with the provisions of the national legislation or with the organisation’ internal rules, they shall be reported under the respective Group of Activities.
15. Would you object paying staff cost (manager and researchers) in one instalment for few months but not in monthly instalments?
The method of payment of staff costs must be fully in compliance with the applicable national legislation and with the provisions of the employment contract. The supporting documents for the payments made must reflect the above mentioned approach.
16. If the procurement plan had to be changed, how long we have to wait until we start the procurement according to the new plan?
If the procurement plan was revised due to the modification of the budget there are two situations:
– a modification of the budget through a notification. The notification should be submitted with at least 10 days before the date on which the changes should be implemented. The procurement should start after the notification is accepted.
– a modification of the budget through an addendum. The addendum should be submitted 45 days before the date on which the amendment should enter into force. So, the modification requested through the addendum will enter into force after the signature of the both parties (MA and LB) and the procurement should start after the addendum has entered into force.
If the modification to the procurement plan is not related to the budget values, you can submit an updated procurement plan with every progress report.
The procurement could start according to the needs and the schedule.
17. If I am in charge of financial management of the project, who gives me access to the eMS and how will I be notified?
In order to be assigned as a “User” in eMS you have to be registered in the eMS. The assignment of the users is done by the Lead Partner. Please check section “2.4 User Assignment” from Annex 5 – Guide on reporting in the eMS
18. In progress report there is section to provide Cumulated costs from start of implementation to present report, if we can correctly provide the funds used in actual euro figure, should we although show the amounts in the original currency and then convert in euro in accordance with the mentioned link?
In order to calculate the spent amount in euro you will have to have a situation of the expenditure paid in the reporting period, in original currency, then you will convert this amount using the monthly euro exchange rate of the European Commission, from the month when the progress report is submitted to JTS. There is no need to insert the amounts in national currency in the progress report.
19. During reporting of salary costs related to own staff, costs which should be considered as co-financing, how do we indicate them as “co-finance” in ems?
You have to report the staff costs in the same manner as the other costs. The co-financing will be established by the MA when authorizing the report.
20. Regarding ‘national contribution’, Is it eligible to allocate a part of the main salary (specific paid hours or let say 10%) of the staff (budgeted from University/ ministry) to cover the National contribution? If so, what kind of documents should be produced and submitted from the University?
Yes, you can consider financing a part of the staff’s salary with your own contribution/ national contribution, within the limits of the total amount of national contribution.
If the eligible costs of the project at the end of the project are less than the estimated eligible costs, the grant co-financing shall be limited to the amount obtained by applying the percentage of 8% to the eligible costs of the project approved by the MA, at the final financial report.
The supporting documents you need to submit for verification are the same as for all declared expenditures. An indicative list is available in the Project Implementation Manual, section 6.5.3 “Supporting documents required for expenditure verification”.
21. As regards reporting of staff costs, please clarify if we should fill in information and upload documents for every person/month or can we upload a file with information concerning all of the staff/month?
According to the provisions of Annex 5 – Guide on reporting in the eMS – for “Staff costs” each item in the List of Expenditure needs to be separated per person per month (as staff employed are paid on a monthly basis – full or part time).
22. In Greece we can hire personnel with a works contract, paid by issuing monthly invoices, according to the national legislation. Is there a problem with this?
In accordance with the Joint Ministerial Decision of the MCS of ETC Programmes no. 300488/ΥΔ1244/06.04.2016:
The staff cost of the Greek beneficiaries of the Joint Operational Programme Black Sea Basin 2014-2020 (BSB) corresponds to the gross cost of the persons employed by the beneficiary in any of the following ways:
a) Full time employment
b) Reduced time employment under a fixed monthly rate (percentage of time) – According to ENI CBC Black Sea Basin, this option is not applicable for projects funded under the BSB Programme
c) Reduced time employment with flexible number of hours per month
d) On an hourly basis
The gross staff cost includes the salary or fee paid to the staff and all the related payments, i.e. taxes and social security contribution.
In accordance with the Law of State Accounting no. 4270 of 2014, the documents supporting the staff cost expenditure may have any of the following 4 forms:
1. Payroll (In Greek: “μισθοδοτική κατάσταση”)
2. Service Invoice – including the Social Contribution – issued to 1 or 2 employers (In Greek: “Τιμολόγιο Παροχής Υπηρεσιών”)
3. Service Invoice – not including the Social Contribution – issued to more than 2 employers (In Greek: “Τιμολόγιο Παροχής Υπηρεσιών”)
Receipt of Professional Expenses (In Greek: “Τίτλος Κτήσης”. Previously known as “Απόδειξη Επαγγελματικής Δαπάνης”)
23. What is the role of the project assistant in the interim report?
The role of each team member must be defined within the partnership and must correspond with the roles and responsibilities of each partner, in order to ensure the coverage of the expertise necessary for the implementation of project activities.
24. What is the real possibility that the progress reports will return to the initial format of eMS?
Until now the Programme structures did not take into consideration this option.
25. In case if the term of implementation of the project changes (extends by 6 months) does the term of preparation and submission of the interim report change?
If a duly justified project’s extension is approved by the Managing Authority, then the deadline for submission of the interim report will be updated in accordance with the new project duration.
26. Please provide more information on the Lead Beneficiary’s obligations related to the interim report.
The Lead Beneficiary will ensure the coordination between partners in order to make sure that the deadline for submission of the consolidated report is met; LB is responsible for consolidating information at project level and uploading all FLC Certificates; LB will receive the potential clarifications from JTS and must share the information with partners; in order to respond to clarifications, the LB might need to revert the reports to partners (action made in eMS); LB has to communicate to JTS any issues that might delay the submission of the report
27. How is the quality of deliverables assessed during the verification of the interim report?
The JTS verifies if the evidences provided are sufficient to prove the deliverables obtained, if the content of deliverables correspond with the application form; e.g. for events organised
– it is verified if the agenda of the events contain all topics described in the application form, if the target group corresponds and is relevant for the event, if number of participants corresponds with the number indicated in AF, if the submitted photos demonstrate that the event was organised
28. How detailed should be the interim report?
The level of details must be sufficient in order to clearly demonstrate the progress for each deliverable and the results achieved.
29. How can be defined the Project Output Indicator and Targets Level of Achievement in the interim report?
The description of the progress of Project Output Indicators must correspond with the information in the application form and with their contribution to the already preselected Programme Output Indicator. In order to better understand how to quantify and report the target value reached, please see the following example: if a project plans to deliver 5 products to promote tourism (i.e. project output = Products promoting tourism / target value = 5) and 2 such products are completed by the time a certain Progress Report is submitted, then the beneficiary will indicate “2” under “Achieved in this report”. If, by the time the next Progress Report is submitted, the remaining 3 products are also completed then the beneficiary will indicate “2” under “Achieved so far” and “3” under “Achieved in this report”. Under the “level of achievement” the appropriate status shall be indicated (e.g., proceeding according to workplan – if under preparation; behind schedule – if delayed as compared to the due date, etc.)
30. How can we proceed when the size of the deliverable are exceeding the maximum size accepted by the eMS system?
In case the evidence exceeds the limit of 20 Mb, the partners should create .rar or .zip packages of no more than 20 Mb of each and upload them in more parts.
31. Should all partners upload on eMS the deliverables that are involved in (along with submitting the description of their contribution), or the WP leader only to avoid duplications?
The partners will describe their contribution in each GA and will upload the documents for which they were responsible; the LB will consolidate the information, describing the progress at project level, but with references to the partners involved
32. Who will sign the interim report?
The interim report is prepared in electronic version and is submitted via eMS; therefore, the report cannot be technically signed; all other supporting documents to be uploaded should be signed by the legal representative of the LB/beneficiaries.
33. Regarding the interim report, is it possible to access the eMS platform for initialization?
Yes, you can start writing reports, but please be aware that no request for notification/addendum are submitted during this process; the report will be linked to the version of the application form valid at the moment of creation of the report.
34. The Lead Beneficiary will have to submit an Interim report as Lead partner and as project partner as well?
The Lead Beneficiary will submit its interim partner report and the consolidated project report.
35. Are there any differences regarding the preparation of the interim report, between the 1st and the 2nd Call for proposals?
For the financial part of the interim report there are no major differences. Please be informed that the Instruction 15 laying down specific provisions for the expenditure and revenue verification of a Grant Contract funded under the JOP BSB 2014-2020 and its Annexes were revised, as to:
– simplify the control work and remove the identified overlaps. In this respect, the former Annex 6 – Template of report on expenditure and revenue verification and Annex 7 – list of factual findings to the instruction have been removed;
-respond to the Beneficiaries’ needs and bring a solution to mitigate the potential losses due to exchange rate variations. Consequently, the Instruction includes (see section 2.7) the option for Beneficiaries to submit financial reports in the eMS, prior to the submission of the Interim/Final Reports.
– clarify, or detail some of its provisions.
Also, in Project Implementation Manual revision 3 some aspects related to the reporting process were clarified of described in a more detailed way and Annex 9 and 10 (Checklist for narrative and financial interim/final report) were introduced in order to support the beneficiaries.
36. What is the most efficient way to combine the submission of the interim report and a request for an addendum? (i.e., would it help to have a common date reference, so as not to provide twice some paperwork that may refer to slightly different time periods?)
Please take into consideration the provisions of the Project Implementation Manual which specifies that ‘’throughout the process of expenditure verification of the Interim Report until the approval by the controllers/MA of the report, Beneficiaries shall not make or request budgetary modifications to the sub-budget lines included in the report for which verification is ongoing’’.
37. Is it possible to have a user manual explaining step by step how to upload the information in the eMS?
Please check, in this respect, sections 2.5, 4.3.2 and 4.3.4 from Annex 5 – Guide on reporting in the eMS.
38. Are we supposed to prepare a 3rd Progress Report apart from Interim Report?
For those projects for which the reporting period coincides you will submit only interim report within 3 months after end date of reporting period. The 3rd progress report will be related to the period that will include also the preparation period for the interim report (the 3 months to which we make reference). For example: if the end date of the reporting period for interim report is March, 30, you will submit interim report until June, 29 and the 3rd progress report (for period March, 30 – July, 29st) will be submitted until August, 30th.
39. Following an approved addendum, should the partner and consolidated interim reports be re-created (in case some of them had been already created previously), so as all reports are linked to the same (latest) approved version of the AF?
Depends on the changes requested through Notification or addendum. If they include changes related to the reporting period of the interim report, you will have to delete the reports created prior to these changes. If not, then is not necessary to delete the reports. Still, please remember that all changes requested through addendum don’t have to be retroactively applied. We also do not recommend submission of addendum during preparation of interim report. Please coordinate all activities (analysis of the necessity to change activities/budget and reporting tasks) in order to ensure an efficient and smooth project implementation. Being involved in making changes in the application form and in drafting the interim report will be challenging. Also, deleting the reports already created will take time for saving first the information already filled in and then recreating the reports. Please be aware of your obligation to follow programme deadlines. Any delay will lead to delays in receiving the second installment and this might affect the financial resources of some partners.