Frequently asked questions (FAQ)

• Language HUSRB/1203
• CBC criteria HUSRB/1203
• Financial issues HUSRB/1203
• Eligibility issues HUSRB/1203
• Application, practical information HUSRB/1203
• Implementation HUSRB/1203
• Procurement HUSRB/1203
• State Aid HUSRB/1203

Application, practical information HUSRB/1203

1. Should all Chapters of the Application Form be filled in and printed out including the Chapters which are not relevant to the project?

   No, if the given Chapter of the Application Form is not relevant to your project, then it should not be filled in and printed out. More specifically: Chapter 2. 'Project Partners data' (if you don't have 5 Project Partners, then the empty worksheets should not be printed), Chapter 10. 'Project budget per Partner' (if you don't have 5 Project Partners, then the empty worksheets should not be printed). Please note, that in any case the printed pages of the Application must be numbered continuously.

2. Is it enough to number the pages of the Application Form?

   According to the 'Guidelines for filling in the Application Form', after printing the Application form you should number the pages continuously and indicate the relevant page numbers in the Table of contents as well. Additionally, you must put together the annexes and supporting documents in the sequence as listed in the Chapter 3.4 of the Guidelines for Applicants. When compiling the Application for submission, you have to insert cover pages between the different types of annexes and supporting documents, indicating the content (if a supporting document is not relevant for a specific partner, it must be indicated on the cover page). As a consequence, all pages of your Application should be continuously numbered and the relevant page numbers should be indicated in the table of contents.

3. Should Hungarian Applicants submit a separate application to receive national state co-financing?

   No, the Hungarian Project Partners - to which IPA subsidy is awarded - will automatically receive national state contribution (10% or 15 % of the project budget according to the type of institution) having signed the Subsidy Contract for Community Funding, as well as a separate state co-financing contract.

4. What is the difference between ‘Action specific indicator’ and ‘Project specific indicator’?

   Action specific indicators are the ones which are linked to a certain Action chosen by the applicant in Chapter 1. of the Application Form (1. General data), whereas Project specific indicators are defined by the Applicant itself. Project specific indicators are especially important if no other action specific indicator listed in the AF is relevant to the project. It is compulsory to find at least one result and one output Action specific indicator from the given list (scroll down menu), which relates to your project and provide the base-line (the present) and the target (the planned) value. Project specific indicators (min. 3) are also obligatory.

5. How should we indicate the Project Acronym on the relevant documents?

   Chapter 3.4 of the Guidelines for Applicants provides the list of supporting documents where the Project Acronym has to be indicated. Indicating the Project Acronym on a document simply means writing the Project Acronym on the first page of the document and on the envelope.

6. How should we plan activities since there are only 20 fields for entering activities in the Chapter 5. of the Application Form (Activity plan)?

   The activities should be planned on the project level, as complex activities. More than one partner can be responsible for the same activity and more than one partner can finance one activity. For example, you can create a single entry Conferences/Seminars, for all conferences/seminars that will happen during the project implementation. Please note that, although the number of project activities is limited to a maximum of 20, experience shows that  defining  and describing 7 to 12 activities is sufficient.

7. In the 1st Call for Proposals we involved an Associated Partner organization, which did not receive any funding. How is it possible to involve it in the partnership in this Call for Proposal?

   The category of 'Associated Project Partner' does not exist in the present Call for Proposals of the Programme; however, you can mention professional contribution of other organizations to the project implementation in the narrative part of the Application Form (Chapters 3 and 4). Please note that during the Quality Assesment of the Applications, these organizations will not be evaluated.

8. According to the experience from the 1st and 2nd Calls for Proposals quality assessment, what is the average score of the projects which were selected for IPA co-financing?

   An average score cannot be identified as a "limit" since the ranking lists of the applications were established separately in each action of the 1st and 2nd Calls for Proposals. Chapter 4.1.2 of the Guidelines for Applicants contains the relevant information related to quality assessment and the scoring system.

9. Is it acceptable to submit the e-mail correspondence among Project Partners as a proof of 'joint development' of the project or is it necessary to organize project meetings?

   The submission of the correspondence among the Project Partners is accepted as an appropriate proof of 'Joint development' during the Formal Assessment. However, the content of the proof of Joint development submitted as part of the Application will be assessed by the independent assessors during the Quality Assessment.

10. How shall we fill in Chapter 10 - 2.2 Salary of staff if we have more than 4 people in our project team participating in the implementation of the project?

    In this case you have to group your team members and indicate an average salary in the cell \'Planned salary in the project\'. E.g. you plan with two technicians with different salaries, and both technicians are going to work for the project for 12 months. In this case you have to write into the cell \'Name of the item\' 2 technicians, in the cell \'Unit price\' the avarege of the two salaries and in the cell \'Number of items\' 24. You also have the opportunity to shortly explain in the cell \'If deemed necessary, use the cells bellow for more detailed description\' that one of the technicians is working for x € / month, and the other is working for y € / month. The only important thing is that the amounts you indicate in Chapter 10 shall be in coherence with the amounts indicated in Chapter 14 (\'Monthly salary related to the respective project part\' of each team member).

11. Is it possible to involve more than 24 persons into the implementation of the project as project team members?

    Yes, in justified cases it is possible to involve even more than 24 person into the project team. If you wish to involve more than 24 persons in the team, you have to download again an empty Application Form from the website and only fill in Chapter 14 of the second AF with data of the additional team members. After printing please insert the additional sheets of the Chapter 14 before Chapter 15 of the Application Form in order to put all members of the project at the same place within the Application. Please make sure before submission that Chapter 10 and the two Chapter 14 are coherent.

    Please note that you have to save both Application Forms on the electronic data device.
     

12. How can we indicate Project Acronym on the Extract from Register and Specimen of Signature? Are these documents accepted as original if we write on them?

    You can write the Project Acronym on the documents with a pen. We will accept these documents as originals even after you have written on them.

13. Declaration by the Applicant and Partnership Statement documents have Track changes option on. Can we turn it off?

    Yes. The Applicants are kindly asked to turn off the Track Changes option in the two Word documents from the Application package (AF Annex I Declaration by the Applicant 3rd CfP, AF Annex II Partnership Statement 3rd CfP). Please do not print and submit the documents with tracked changes.