Προκειμένου να γίνονται αποδεκτές οι δαπάνες ακυρωμένων μετακινήσεων, οι δυνητικοί μετακινούμενοι θα πρέπει να υποβάλλουν:
1. Σύμφωνη γνώμη του Project Officer για την αποδοχή των δαπανών.
2. Υπεύθυνη Δήλωση περί μη επιστροφής των ποσών που καταβλήθηκαν από τους μετακινούμενους.
3. Αποδεικτικά επικοινωνίας από τα οποία να προκύπτει ότι δεν κατέστη δυνατή η επιστροφή μέρους ή του συνόλου των πληρωμών που πραγματοποιήθηκαν.
Σχετικά, εφιστούμε την προσοχή σας σε νεότερη ανακοίνωση (FAQ) που δημοσιεύτηκε στην ιστοσελίδα Funding & Tenders Portal και αφορά στα έργα που χρηματοδοτούνται είτε απευθείας από την Ευρωπαϊκή Επιτροπή είτε μέσω των Εκτελεστικών οργανισμών ERCEA, CHAFFEA, INEA, EASME, κλπ.
What supporting documentation must beneficiaries of Horizon 2020 grants keep to prove the impact of ‘force majeure’ or delays in the submission of deliverables, reports or implementation of the action due to COVID-19 outbreak?
Published on : 08-04-2020 11:40 PM
FAQ ID : 13239
Beneficiaries must keep appropriate and sufficient evidence to prove the eligibility of all cost declared, proper implementation of the action and compliance with all the other obligations under the grant in accordance with Article 18 of the H2020 general model grant agreement. Given these exceptional circumstances, beneficiaries might have to depart from their usual records or supporting documents.
Examples:
In case of force majeure (see FAQ on Force majeure) beneficiaries must keep all documents necessary to prove the eligibility of the costs incurred (like any other costs incurred under the action) as well as all documents proving that they have taken all necessary steps to limit any damage due to force majeure. For instance, emails aiming at cancelling the train/flight ticket, claiming the reimbursement from the cancellation insurance (if applicable), changing the flight/train ticket (if possible), etc.
For personnel costs, in case of difficulties to get the timesheets counter-signed monthly by the supervisor due to the Covid-19 outbreak, an electronic version of the timesheet (scan or photo) can be sent by e-mail to the supervisor who approves it by replying by e-mail to the person (see
FAQ on timesheets). In such cases, the beneficiaries must keep the original timesheet with the signature of the person plus the acceptance e-mail of the supervisor.
As regards the action implementation, beneficiaries must keep all documents necessary to support the explanations included in their scientific report. For instance, emails exchanged during teleworking period; other paper or electronic documents used instead of the laboratory notebook usually in place at the beneficiary’s premises, etc.
Αναφορικά με τα έργα ERASMUS+, σε συνέχεια επικοινωνίας με τον Εκτελεστικό Οργανισμό Εκπαίδευσης, Οπτικοακουστικών Θεμάτων και Πολιτισμού (EACEA), λάβαμε την ακόλουθη ενημέρωση:
Message to the attention of beneficiaries/contractors/experts
If the implementation of the project or contracts are impeded by the spread of Corona Virus COVID-19, as a first step the beneficiaries/contractors/experts must inform the Executive Agency (EACEA) by e-mail to the responsible project officer you are usually in contact with or the functional mailbox of the Action and describe in detail the issue and its impact on the project implementation.
In any case, the following flexibility measures will apply:
1) Eligibility of costs in ongoing actions or contracts
Where individuals who were to take part in mobilities, meetings or events are prevented from doing so, for example owing to their recent contact with someone suffering from the virus or their presence in an area considered to be at high risk, EACEA may consider as eligible* expenses of travel or accommodation that could not be cancelled and which are not reimbursed from other sources provided that the beneficiaries/contractors/experts submit relevant supporting documents in this sense (in particular that they have claimed reimbursement and that it was denied).
2) Where COVID-19 prevents implementation of action or contract
Where the execution of contracts is impeded because of COVID-19 (for example due to unavailability of key staff, the impossibility of carrying on work in a zone affected by the virus or any other case which can be regarded as force majeure), EACEA may accept replacement activities or delayed performance. This could be done following a justified request by the beneficiary/contractor/expert to amend the contract including by extending the period of its implementation/ performance.
Documentation
Beneficiaries/contractors/experts must collect and keep the relevant documentation which might be needed at a later stage to prove/justify any decision taken having an impact on the implementation of the project (notably from a financial point of view). Other updates may follow as the situation evolves.
* if they fulfill the general eligibility conditions set out in the grant agreement/decision, or contract
Σύμφωνα με τις ανωτέρω ανακοινώσεις είναι φανερό ότι, πέραν της άμεσης επικοινωνίας των Συντονιστών των έργων με τον αρμόδιο Project Officer για επίκληση «Ανωτέρας Βίας», ο πλέον καθοριστικός παράγοντας προκειμένου οι σχετικές με μη πραγματοποιηθείσες δράσεις προβολής των έργων δαπάνες (π.χ., αεροπορικά εισιτήρια, ξενοδοχεία, έξοδα διοργάνωσης εκδηλώσεων, κλπ.) να κριθούν ως επιλέξιμες για χρηματοδότηση είναι η προσκόμιση ικανού αποδεικτικού υλικού ότι έγιναν όλες οι απαραίτητες ενέργειες προκειμένου να μεγιστοποιηθεί -κατά το δυνατόν- η επιστροφή των χρημάτων.
Επισημαίνουμε ότι στην αντίθετη περίπτωση, μόνο η πανδημία και η ακύρωση της συνάντησης, συνεδρίου κλπ. δεν επαρκούν προκειμένου να θεωρηθούν επιλέξιμες οι σχετικές δαπάνες. Ως εκ τούτου, δε θα γίνονται αποδεκτές.