EUStrategyforthe DanubeRegion

STARTDanubeRegionProjectFund

GuidelinesforApplicants
Call1

Tableofcontents

1. Background.....................................................................................................................................................3
2. Objectiveandmainprinciples........................................................................................................................3
3. SetupofaSTARTProject...............................................................................................................................4
3.1 Sizeofprojects.......................................................................................................................................4
3.2 Typesofactivities..................................................................................................................................5
3.3 Projectduration.....................................................................................................................................5
3.4 Budgetandfinancingsupport...............................................................................................................6
3.5 Officiallanguage....................................................................................................................................6
3.6 Mainconditionstobefulfilled...............................................................................................................6
3.6.1 Basiceligibilitycriteria.......................................................................................................................6
3.6.2 Qualitycriteria...................................................................................................................................7
4. ApplicationProcedure....................................................................................................................................8
5. FormalcheckbytheIB...................................................................................................................................8
6. PreselectionofapplicationsbythePACsandtheirSteeringGroup.............................................................8
7. Finalplausibilitycheckofpreselectedapplications......................................................................................9
8. Selection.........................................................................................................................................................9
9. Contracting...................................................................................................................................................10
10. ProjectImplementation...........................................................................................................................10
10.1 Mainconditions...................................................................................................................................10
10.2 Reporting.............................................................................................................................................10
10.3 Payments.............................................................................................................................................11
10.4 Recovery..............................................................................................................................................11
10.5 Modifications.......................................................................................................................................11
10.6 Controlandaudit.................................................................................................................................11
EUStrategyforthe DanubeRegion
STARTDanubeRegionProjectFund

10.7 Expostavailabilityofdocuments........................................................................................................12
11. Eligibilityofcosts......................................................................................................................................12
11.1 Basiceligibilityrules.............................................................................................................................12
11.2 Durationofeligibility...........................................................................................................................12
11.3 Publicityandinformationrequirements.............................................................................................13
12. Budgetlines.............................................................................................................................................13
12.1 Personnelcosts(incl.generalcosts/overheads)................................................................................13
12.2 Travelandaccommodationcosts........................................................................................................14
12.3 Meetingandeventcosts.....................................................................................................................16
12.4 Externalservices..................................................................................................................................16
13. Followupandmonitoring.......................................................................................................................17

EUStrategyforthe DanubeRegion
STARTDanubeRegionProjectFund

1. Background
The National Contact Points of the EU Strategy for the Danube Region (EUSDR) agreed on 8 July 2013 on the
needtoprovidefinancialsupporttofacilitatetheimplementationoftheEUStrategyfortheDanubeRegion.
Atthemoment,projectideaownersaresufferingfromalackoffundingtoinitiateandtoimplementprojects
with relevance for the Danube Region. Priority Area 10: Institutional Capacity and Cooperation (PA 10)
coordinated by the City of Vienna, has been entrusted by the European Commission to set up a new pilot
initiative,STARTDanubeRegionProjectFund,(hereinafterreferredtoasSTART)inordertoaddressthis
need. The operational implementation of START is ensured by EuroVienna EUconsulting & management
GmbH,affiliatedentityoftheCityofVienna(hereinafterreferredtoasImplementingBodyIB).
2. Objectiveandmainprinciples
Objective
TheobjectiveofSTART,inaccordancewithCommissionDecisionC(2013)6180of27.09.2013,istokick
startprojectdevelopmentintheDanubeRegionandtofacilitatethefinancingoftransnationalprojects.
START is to help organisations and institutions in the Danube Region to develop and implement their
projectideas.TheprovidedsupportisintheformofSeedMoney,meaningthatbeneficiariesreceivean
earlyprefinancingfortheirprojects.
AninstrumentfortheEUSDR
STARTaimstosupportprojects:
From the entire Danube Region which covers 9 EU Member States (Germany (Bavaria and Baden
Wrttemberg), Austria, Hungary, the Czech Republic, the Slovak Republic, Slovenia, Bulgaria, Romania,
Croatia), 3 EU Accession Countries (Serbia, Bosnia and Herzegovina and Montenegro) and 2 NonEU
MemberStates(MoldovaandUkraine(partofUkrainelocatedintheDanubeRegion)).
AddressingissuesfromallPriorityAreas(PA)oftheEUSDR:
Pillars PriorityArea
ConnectingtheRegion
PA1A MobilityWaterways
PA1B MobilityRailRoadAir
PA02 Energy
PA03 Culture&Tourism
ProtectingtheEnvironment
PA04 WaterQuality
PA05 EnvironmentalRisks
PA06 Biodiversity,landscapes,qualityofairandsoil
BuildingProsperity
PA07 KnowledgeSociety
PA08 Competitiveness
PA09 People&Skills
StrengtheningtheRegion
PA10 InstitutionalCapacityandCooperation
PA11 Security

For more information about the priorities and main targets of each area, please visit the EUSDR webpage:
www.danuberegion.eu/about/priorities.

EUStrategyforthe DanubeRegion
STARTDanubeRegionProjectFund

Budget
ThetotalSTARTbudgetamountsto900.000,00.95%ofthebudgetisfinancedbytheEuropeanCommission,
5%bytheCityofVienna.
Duration
TheSTARTinitiativeisrunninguntiltheendof2016,2callsforprojectproposalsareforeseen.
Apilotinitiative
AsSTARTisapilotinitiative,aflexibleapproachisusedandadaptationsmaybebroughtbetweenthefirstand
secondcall,tobestreflecttheneedsthatmayoccurandprovidethemostappropriatesupport.
Complementarywithothersupportinginstruments
START is a new type of support, which complements existing instruments in the Danube Region such as the
Technical Assistance Facility for Danube Region Projects TAFDRP (technical assistance in the preparation
phaseofaprojectprovisionbyexternalexperts)andtheDanubeFinancingDialogueDFD(supportinmatch
makingbetweenprojectpromotersandpotentialfinanciers).
3. SetupofaSTARTProject
3.1 Sizeofprojects
STARTisdesignedtosupporttwodifferenttypesofprojects:
A. Aspecificpartofalargerproject:
For larger projects, whose total value and duration goes
beyondtheframeworkofSTART(yetbelow25M),theFund
supports the implementation of a specific phase or work
package(s) of the project.Bythe end of the START support,
these work packages are completed. In such cases, the
applicantwillbeaskedtojustifythatSTARTsupportswould
bring a major step forward for the project implementation.
Whethertheremainingpartoftheprojectistobefinanced
from EU, national, private donors or own resources, is not
relevantfortheSTARTapplication.

B. Theimplementationofasmallproject:
For small projects, START cofinances implementation of
theentireproject(incl.preparationactivities,ifany).Bythe
end of the START support, all project activities are
completed and project objectives are reached. The Seed
Money character of START will enable especially
organisations which have limited financial resources, like
NGOsorlocalassociations,toimplementtheirprojectideas.

EUStrategyforthe DanubeRegion
STARTDanubeRegionProjectFund

3.2 Typesofactivities
Withinthetwotypesofprojectsmentionedabove(AandB),STARTcansupporttwotypesofactivities:

The application form provides a set of predefined indicators, corresponding to the types of activities
supportedbySTART:
N
o
of project concepts this applies to preparation activities e.g. a project strategy, action plan,
projectdescription
N
o
ofprojectbudgetplans
N
o
of project applications this applies to applications for funding (e.g. from EU or other sources)
submitted
N
o
ofmeetingsandtotalmeetinghours(forallmeetings)thisappliese.g.topartnermeetings,other
workingmeetings
N
o
ofseminarsandtotalseminarhours(forallseminars)thisappliese.g.toworkshops,trainingsetc
organisedbytheprojectpartners
N
o
of events and total number of participants (for all events) this applies to larger events e.g.
conferences,networkingeventsorganisedbytheprojectpartners
N
o
of studies/publications and total pages of all publications this applies e.g. to surveys, studies,
reports,positionpapers,PRpublications.Thenumberofcopiesdistributedisnotrequested.
N
o
ofITToolsthisappliese.g.toawebsite/homepage,adatabase,etc.
Additional;projectspecificindicatorsandcorrespondingtargetscanbedefinedbyeachproject.
The implementation of planned indicators and targets must be documented in the midterm and final report
(seealsoSection10).
3.3 Projectduration
Projectdurationisminimum6months,maximum1year.
S
T
A
R
T

p
r
o
j
e
c
t

a
c
t
i
v
i
t
i
e
s
projectdevelopmentactivities:
preparetheprojectconcept/actionplan,followupsteps,a
communicationstrategy,etc.
definingthebudgetforprojectimpelementation
findingfundingoptions
prepareandsubmitanapplicationforfunding
buildingstrategicpartnerships,networking
projectimplementationactivities:
organisespecificworkshops,seminars,trainings,networking
eventsetc.
organise/takepartinpublicevents,paneldiscussions,etc.
conductresearchstudies,evaluations,surveys,etc
conductpilotactionsrelevantfortheSTARTproject
EUStrategyforthe DanubeRegion
STARTDanubeRegionProjectFund

3.4 Budgetandfinancingsupport
TheallocationofSTARTtoanindividualprojectcanrangefrom10.000toamaximumof40.000.
STARTcofinancesupto90%oftheprojectsbudget.
Theremainingminimum10%mustbeprovidedbytheprojectpartners(fundsmustcomefromown
resourcesorfromotherdonors)andcannotcomefromotherEUsources.
Forprovisionsregardingpayments,seeSection9.3.
ProjectbudgetExample1:

ProjectbudgetExample2:

3.5 Officiallanguage
The official language of START is English. The application documents, reports and other documents are to be
completedinEnglish.ThesubsidycontractwillalsobeinEnglish.
3.6 Mainconditionstobefulfilled
3.6.1 Basiceligibilitycriteria
Eligible
applicants
Eligibleapplicantsare:
Bodiesestablishedunderpublicorprivatelaw,nothavingapredominantindustrialor
commercialcharacter,andhavinglegalpersonalityincludingsmallorganisations,non
governmental and civil society organisations. International organisations are also
eligible.
Organisations located in the Danube Region (seat or department dealing with the
project)
Preference is given to applicants from nongovernmental and nonprofit
organisations,municipalitiesandlocalgovernments
Noteligibleare:
Individualpersons
EUStrategyforthe DanubeRegion
STARTDanubeRegionProjectFund

Project
partnership
The project partnership must consist of at least two partners from two countries of
theDanubeRegion.
Indulyjustifiedcases,organisationsfromothercountriesmayalsobecomepartners
In exceptional and duly justified cases, projects with only one partner can also be
supported, if the activities and/or results are relevant for the Danube Region.
Justificationmustbeprovidedintheapplicationform.
One partner has to take the lead and acts as the Applicant; this must be clearly
indicated in the application form. The maximum number of partners is limited to 6
(incl.applicant).
Upon selection of the project the applicant will act as Lead partner; the lead
partner is the contractual partner of the IB and is responsible for management,
communication,implementationandcoordinationofactivitiesamongthepartners.
Geographicscope
oftheproject
ProjectactivitiesmusttakeplaceintheDanubeRegion.
Travel/meetings outside the Danube Region are only eligible if necessary to implement
theprojectactivities.
Publicinterest
Projects have to reveal public interest. START does not support projects with a
predominantcommercialinterest.
Connectionto
othersupport
schemes
Access to START is not solely opened for projects that have received support from the
TAFDRP or DFD (see Section 2), nor is it excluded to combine support from these
differentschemes.
Doublefundingisexcluded!

3.6.2 Qualitycriteria
Relevanceforthe
EUSDRandthe
PriorityArea
Projectsneedtocontributetotheobjective(s)and/oraction(s)ofoneormorePriority
Areas, as defined in the EUSDR Action Plan: http://www.danube
region.eu/component/edocman/actionplaneusdrpdf.
Macroregional
dimensionofthe
project
Supported projects shall have a macroregional dimension (in terms of
partnership/locationofactivities)and/orimpact.
Aprojectimplementedlocallycanalsobeconsideredasrelevant,e.g.cleaningactionon
theriverbedwillhaveanimpactontheriverstransnationalenvironment.
AddedvalueofSTART
Expectedchangeto
thestatusquo
START support is aimed at projects which could not be implemented without START
funding.
Projectactivitiesneedtoimprovethestatusquoofasituation.
If the project is a specific part of a larger project or at its preparatory stage, the
partnershipshouldprovidedetailsontheoverallproject.
Beside the basic eligibility and quality criteria the IB will ensure as far as possible that selected projects are
from all Danube Region countries and address all Priority Areas of the EUSDR. Details of the assessment
procedureseealsoinSection6.
EUStrategyforthe DanubeRegion
STARTDanubeRegionProjectFund

4. ApplicationProcedure
Theapplicationprocedurerunsasfollows:
The application form is available for download on the homepage of PA 10 Institutional capacity and
cooperation: http://www.danubecapacitycooperation.eu from the 18
th
of July until the 17
th
of September
2014.
Tobeconsideredforselection,theapplicationformmustbecompleted,signedbythelegalrepresentativeof
theapplicantsorganisationandsubmittedthroughanonlineapplicationtool,whichwillonlybeopenedfrom
15
th
to17
th
ofSeptember,24:00CET.Thelinktotheonlinetoolcanbefoundintheapplicationform.
Theapplicationformmustbeuploadedtotheonlineapplicationtool,bothassignedscanandasopenWord
file. No additional documents are requested. Hard copies of the application documents will be required at a
later stage, for selected projects only. Belated applications, or applications not submitted through the online
toolwillnotbeassessed.
Timelinefortheapplicationprocedure
18
th
July2014
Launchofthe1stCall applicationformcanbefoundat:www.danube
capacitycooperation.eu
Until14
th
September2014
Preparation ofapplications.Ifquestionsarise,PACscanbecontacted
www.danuberegion.eu/contact/contactpacsncps.
15
th
to17
th
September2014
(until24:00CET)
Onlinesubmissionofapplications:Applicantsmust registerfortheonline
applicationtoolanduploadthecompletedapplicationform(signedscan+
openWordversion)
5. FormalcheckbytheIB
AllapplicationssubmittedviatheonlineapplicationtoolwillbeformallycheckedbytheIB.
Thefollowingcriteriawillbechecked:
Istheapplicationcompleteandsubmittedcorrectly?
Istheapplicant(partnership)eligible?
Istheprojecteligible?(location,requestedamount)
Incomplete applications or applications where formal criteria are not fulfilled will not be subject to further
assessment.Applicantsconcernedwillbeinformed.
6. PreselectionofapplicationsbythePACsandtheirSteeringGroup
PACsreceiveallapplicationsrelevantfortheirPriorityArea(PA)andconductthepreselectionprocedurewith
theirSteeringGroupaccordingtofollowingcriteria:
Relevanceofthepartnership
RelevanceoftheprojectfortheEUSDRandtheidentifiedPriorityArea
Macroregionaldimensionorimpactoftheproject
EUStrategyforthe DanubeRegion
STARTDanubeRegionProjectFund

Qualityoftheapplication(consistency,clarity,feasibilityoftheproject)
PACs inform the IB about the results of their preselection and forward a ranking list of the preselected
projectsforfinalcheck.
Applicationprocedure:

7. Finalplausibilitycheckofpreselectedapplications
TheplausibilitycheckisconductedjointlybyPAC10andtheIB.
Theapplicationsareassessedinrelationtofollowingplausibilityelements:
Adequacybetweenprojectobjectives,plannedactivitiesandbudget
Expectedchangeofthestatusquo
Aretheplannedindicatorsandthetargetsrealistic?
Isthetimelineforimplementationofactivitiesplausible?
AsSTARTistargetedattheentireDanubeRegionandallPriorityAreas,thegeographicandthematicbalance
willbeconsideredwithintheassessments,aswellasthebudgetavailableforthecall.
8. Selection
After final consultation with the PACs, PAC 10 will send a decision letter to each applicant until the end of
November2014.
Thedecisioncanbe:
Approval
Approvalunderconditions
Nonapproval
Iftheprojectisapprovedunderconditions,either:
The conditions for approval are indicated in the decision letter, (the applicant can reject the offer of
supportiftherequiredconditionsarenotacceptable)
TheapplicationformisadoptedbytheIB,accordingtotheconditionsindicatedinthedecisionletter
(approvedversionoftheapplicationform).Thisdocumentwillbepartofthesubsidycontract.
Thelistofselectedprojectswillbepublishedat:http://www.danubecapacitycooperation.eu/pages/start.
EUStrategyforthe DanubeRegion
STARTDanubeRegionProjectFund

10

9. Contracting
Subsidycontract
A subsidy contract will be concluded between the IB and the selected applicant (lead partner, in case of
projectswithseveralpartners)afteralloutstandingaspectshavebeenclarified.
This subsidy contract confirms the final commitment of the EU grant to the project and forms the legal and
financialframeworkfortheimplementationoftheprojectactivities.
Adraftsubsidycontractwillbesenttotheleadpartnerforsignature.Theapprovedversionoftheapplication
formisanintegralpartofthesubsidycontract.Thecontractmustbesignedandreturnedwithinfourweeksto
theIB.Incasethesubsidycontractisnotreturnedinduetime,thefundswillbereleasedandusedtofinance
otherprojects.
PartnershipAgreement
Theprojectpartnershavetoprovidefullsupporttotheleadpartnertoensurethesuccessfulimplementation
oftheproject.Inordertoensurehighqualityandfulfilmentofprojectobjectivesitisrecommended,butnot
required,toconcludeaPartnershipAgreementbetweentheleadpartnerandprojectpartners.ThePartnership
Agreementformalisesthedivisionofmutualresponsibilitiesandrightsofpartners.
10. ProjectImplementation
10.1 Mainconditions
Theprojectpartnersmustimplementtheactivitiesforeseenintheapplicationformaccordingtotheconditions
setinthesubsidycontract.
10.2 Reporting
The documentation of the project activities and project costs (real costs and unit costs) is conducted via an
onlinereportingtool.
Twomandatoryreportsarerequired:
Midtermreport:halfwaythroughtheimplementationoftheproject(exactdatewillbedefinedinthe
subsidy contract), the lead partner has to deliver a midterm report. The report outlines the project
activities, outputs and incurred expenses for the reporting period. The report is due within 4 weeks
aftertheendofthereportingperiod.
Finalreport:onemonthaftertheprojectiscompleted(exactdatedefinedinthesubsidycontract),a
finalreporthastobesubmitted.Thefinalreportsummarisestheprojectactivities,outputsandtotal
expensesincurredfortheentireprojectperiod.
A copy of each report will be forwarded by the IB to the supporting PAC. Project partners are expected to
provide any information requested by the PACs during and or after the project implementation. This is
specifiedinthesubsidycontract.
Each report must be documented (activities and costs) via the online reporting tool. In addition, required
originals (e.g. invoices, timesheets see detailed requirements in Sections 10 and11) must be sent by postal
mailtogetherwiththefinalreport.
EUStrategyforthe DanubeRegion
STARTDanubeRegionProjectFund

11

10.3 Payments
Thepaymenttotheleadpartnerswillbecomposedofoneortwoprefinancingpaymentsandafinalpayment
asfollows:
Aprepaymentof50%oftheEUgrantwillbepaidaftersigningthesubsidycontractbytheIBandthe
leadpartner.Thisprepaymentprovidesthecashflownecessarytobeginprojectactivities.
Asecondprepaymentof25%canberequestedbytheleadpartneraftersubmissionofthemidterm
implementation report. The second prepayment will only be paid, if at least 30% of the approved
budget has been spent and declared. The IB reserves the right to conduct sample or detailed checks
oninvoicesanddocumentationofunitcosts,beforereleasingthesecondprepayment.
The balance will be paid after validation of the final implementation report and related expenses by
theIB.Thevalueoftheprepayment(s)willbedeductedfromthefinalpayment.
In any case, it is not possible to receive a higher amount than approved in the subsidy contract, even if the
projectdeclareshighertotalcosts.
10.4 Recovery
TheIBreservestherightnottopaythegrantorpartofthegrantand/ortorequestreimbursementofamounts
undulypaid,especiallyinfollowingcases:
ifnoexpensesareprovenatthemidtermreportandnoexplanationisprovidedbytheleadpartner,
theIBreservestherighttostoptheprojectandtorequestreimbursementoftheprepayment;
ifthefinaleligiblecostsarelowerthantheprepayments,thedifferencemustbereimbursedbythe
leadpartnertotheIB.
Incaseofrecoveryprocedure,theleadpartnermustreimbursetotheIBtheundulyspentfunds,nomatterby
whichprojectpartner(s)thesefundshas/haveincurred.
10.5 Modifications
Modificationsinthecontentandthedurationoftheprojectaswellasabudgetincreasearenotforeseen.
Incasetheprojectleadpartnerencountersanydifficultiesintheimplementationphase,he/sheshouldcontact
theIBassoonaspossible.
10.6 Controlandaudit
Project partners do not need to have their costs certified by a controller or auditor. The IB verifies the
activitiesandexpensesreportedbyleadpartnersintheonlinereportingtoolbeforeproceedingtothe2
nd
pre
paymentandfinalpayment.
Aftertheprojectisconcludedandthefinalreportisdelivered,theIBwillcheckthefinalreportandverifythe
reportedoutputsandthedeclaredcostsaccordingtotheeligibilityrulesspecifiedbelow.Theleadpartnerwill
becontactedifclarificationsregardingtheoutcomesoftheprojectortheprojectcostsareneeded.Ifthelead
partner fails to bring clarification, the IB reserves the right todetermine the final amountof the grant andto
reimbursesolelythedocumentedcostsaccordingtothereportedactivitiesandtheeligibilityrules.
InadditiontothecontrolsbytheIB,projectreportsandexpenditurewillbeverified,atleastonasamplebasis,
byanexternalauditorcontractedbytheIBforthispurpose.
FurtherinformationabouttheeligibilityofcostsisprovidedinSection10.
EUStrategyforthe DanubeRegion
STARTDanubeRegionProjectFund

12

10.7 Expostavailabilityofdocuments
After validation of costs, the IB will return the original documents to the lead partner. The originals of all
financial and accounting documents concerning the activities financed under the Facility need to be kept
availableuntilsevenyearsafterthedateofthefinalpayment,e.g.incaseofauditsandverificationsbytheIB,
theEuropeanCommissionortheEuropeanCourtofAuditors.
11. Eligibilityofcosts
Inordertosimplifythemanagementofprojectsforboth,theleadpartnerandtheIB,tothehighestpossible
degree, unit costs are used for most types of costs (personnel, meetings & events, accommodation, partly
travelcosts).Thepotentialdifferencebetweentherealcostsandtheunitcostsisnotconsideredasareceipt
anddoesnothavetobedeclared.
11.1 Basiceligibilityrules
Followingrulesapply:
Projectexpendituremustbelinkedtoprojectactivitiesandneedstobenecessarytoreachtheproject
objectives.
Theamountsclaimed(realcostsorunitcosts)areadequateforachievingthepurposeoftheproject.
Expenditure need to respect general principles of sound financial management (i.e., economy,
efficiencyandeffectiveness).
For real costs, the amounts claimed must have been incurred and paid, exclusively by one of the
project partners listed in the validated application. This must be documented by the provision of a
proof of payment. The expenditure must be included in the general accountancy of the concerned
partner.
All expenditure must be supported by documents directly attributable to the START project and
projectpartner.
All original documents necessary for the declaration of costs need to be sent to the IB with the
projectsfinalreport.
Expendituremustnotstandincontradictiontoeligibilitycriteriaspecifiedbelow.
ActivitiesandcostsreportedwereneitherinwholenorinpartfinancedbyanyotherEUcofinancing.
VATisnoteligible,whetheritisrecoverableornotfortheprojectorganisation.
11.2 Durationofeligibility
Projectactivitiesandrelatedcostsareconsideredeligiblefromthedayofthenotificationofsupport(decision
letter), if the subsidy contract is signed by both sides within the projects duration. The eligibility ends one
month after the project activities are concluded, to cover final reporting activities. The exact dates will be
indicatedinthesubsidycontract.
EUStrategyforthe DanubeRegion
STARTDanubeRegionProjectFund

13

11.3 Publicityandinformationrequirements
Project partners must ensure that suitable publicity is given to inform the public about the funding received
fromSTART.TheSTARTlogo,theEUemblemandthetextualreference:PartfinancedbytheEuropeanUnion
mustbedisplayedonalloutputsandpublicitymaterials.Thelogoswillbeprovidedtothefinalbeneficiaries.
12. Budgetlines
Eligible expenditure covers the budget lines detailed hereafter. Any direct or indirect costs which are not
includedinanyofthesebudgetlines(e.g.equipment,investmentetc.)arenoteligible.
Budget
Line1 Personnelcosts
Line2 Travelandaccommodationcosts
Line3 Meetingandeventcosts
Line4 Externalservices
Flexibility rule: The total amount of each budget line may be exceeded by 20% as long as the total project
budgetisnotexceeded.Nospecificrequestprocedureisneeded.Changesabovethe20%limitareexcluded.
12.1 Personnelcosts(incl.generalcosts/overheads)
Personnel employed by project partners are staff, having either a permanent or a temporary individual
contractwithaprojectpartnerlistedintheapprovedversionoftheapplicationform.
Costs related to staff working on the basis of service contracts / invoices (e.g. freelancers) shall be included
underthebudgetlineExternalservices(seebelow).
Staffmembersofprojectpartnersarenotallowedtooperateasexternalserviceprovidersfortheproject.
Thestandardhourlyratesaredefinedpercountryinthetablebelow.Theapplicableratesrefertothecountry
ofemployment:

Ifstandardratesforanyothercountriesareneeded,theywillbeintroducedbytheIB.
The standardhourly rate is a lumpsum covering all costs of one working hour spent on projectrelated work
(salary,taxes,socialandhealthcharges,anygeneralcosts/overheadsofficerent,heating,electricity,phone,
copyservices,stationary/officesupplyaswellasanyotherofficerunningcostormanagementcost).Thehourly
rate can be reported for productive working hours only, any nonworking hours (weekends, vacation, public
holidays,sickleave,maternityleaveetc.)arenoteligible.
Country
Standard
hourlyrate
(EUR)
Country
Standard
hourlyrate
(EUR)
Austria 47 BosniaandHerzegovina 10
Bulgaria 8 Montenegro 10
CzechRepublic 15 Serbia 10
Germany 46 Moldova 9
Croatia 25 Ukraine 17
Hungary 12
Romania 14
Slovenia 26
Slovakia 14
EUStrategyforthe DanubeRegion
STARTDanubeRegionProjectFund

14

Theemployerofconcernedstaffremainsresponsibleforcompliancewithapplicablelabourlaw.
Documentationandreporting
Inordertodeclarepersonnelcosts,finalbeneficiariesneedtofilloutatimesheetforeachemployeeworking
fortheproject,listingallprojectrelevantworkinghours.Thetimesheetfortherelevantreportingperiodmust
be signed by the employee and the direct supervisor. A mandatory template for the timesheets will be
providedbytheIBtothebeneficiaries.
The total working hours andthe actual staff and overhead costs will not be checked by the IB. Totalworking
hoursneedtobedocumentedincaseofaudit.
Theonlinereportingtoolmustbeusedtouploadthetimesheetsandtodeclaretotalprojectworkinghours.
12.2 Travelandaccommodationcosts
The project may report costs related to business trips directly connected to specific and clearly identifiable
projectrelatedactivitiesandoutsideofthecityofemployment.Ingeneral,destinationsintheDanubeRegion
areeligible.AnyotherlocationmustbeapprovedbytheIBinadvance.
Costscanbeclaimedasfollows:
Travellingperson
A. Intercitytravel:
real costs (train,
flight,bus,boat,car)
B. Hotelallowance:
flatrate
C. Subsistenceallowance:
flatrate
Staff employed by a
projectpartner
Eligible Eligible Eligible
Third persons (experts,
guestspeakers,etc)
Eligible Eligible Noteligible
A. Intercitytravel
Costsforintercitytravel(i.e.travelgoingbeyondthecityborders)usingrail,bus,airlineorferryservices,can
bereportedasrealcosts.Themosteconomicalwayoftransportmustbeused.Travelinfirstorbusinessclass
is not eligible, unless it is clearly proven that there was no other option or that this was the most
economic/lessexpensiveoption(documentationofthejustificationisrequired).
Intercitytravelbycarispossibleonlyifpublictransportisnotavailableorisnotthemosteconomicaloption
(e.g.additionalovernightstaywouldberequired).Inthiscasethecarusecanbereportedbasedonamileage
of0.22EUR/km(coveringallrelatedcostssuchashighwayfees,parking,etc);realcostsarenotchecked.
Innercity travel costs (metro, bus, tram, taxi, etc) cannot be reported as real costs, they are deemed to be
coveredbythesubsistenceallowance!
Documentationandreporting
After each travel, a travel report indicating the purpose of travel, duration (justification for overnight stay if
applicable),location,projectrelevanceandrelatedcostsmustbefilledintheonlinereportingtool.
Inaddition,allrelateddocumentationmustbeuploadedtotheonlinereportingtool:
Forrealcosts:scansoforiginalinvoices,tickets,boardingpasses.Iftravelcostsexceed300,00(incl.
taxes)perperson,pricecomparisonsmustbeprovided(e.g.screenshotsofalternativeflightcosts)to
provethatthemosteconomicaloptionwasused.
Forcarmileage:distancesmustbedocumented(e.g.googlemaps).
EUStrategyforthe DanubeRegion
STARTDanubeRegionProjectFund

15

B. Hotelallowances
Thehotelallowancesaresetoutinthetablebelow.Theapplicableratesrefertothecountryofdestination:

Theallowanceisdeemedtocoverhotelexpenses(incl.breakfastandanytaxes).
Documentationandreporting
Thetravelreport(seeabove)mustindicatetheovernightstay.Noadditionaldocumentationisrequired.Real
costswillnotbechecked.
A. Subsistenceallowances
The subsistence allowances are set out in the table below. The applicable rates refer to the country of
destination:

The subsistence allowance aims to cover daily subsistence costs such as meals, local transport (metro, bus,
taxi,etc),anyotherexpensessuchastelephonecalls,internet,etc.
Dailysubsistenceallowancesarecalculatedaccordingtothedurationofthetravel:
Lessthan12hours:50%ofthedailyallowance;
Between12and24hours:100%ofthedailyallowance;
Eachsuccessive12hourperiod:50%ofthedailyallowance.
Countryofdestination
Hotel
allowanceper
night(EUR) Countryofdestination
Hotel
allowanceper
night(EUR)
Austria 130 BosniaandHerzegovina 135
Bulgaria 169 Montenegro 140
CzechRepublic 155 Serbia 140
Germany 115 Moldova 170
Croatia 120 Ukraine 190
Hungary 150
Romania 170
Slovenia 110
Slovakia 125
Countryofdestination
Subsistence
allowanceper
day(EUR)* Countryofdestination
Subsistenceallowance
perday(EUR)*
Austria 95 BosniaandHerzegovina 65
Bulgaria 58 Montenegro 80
CzechRepublic 75 Serbia 80
Germany 93 Moldova 80
Croatia 60 Ukraine 80
Hungary 72
Romania 52
Slovenia 70
Slovakia 80
*Subsistanceallowancescanbereportedforemployeesoftheprojectpartnersonly.
EUStrategyforthe DanubeRegion
STARTDanubeRegionProjectFund

16

The duration of the travel is calculated from the time of departure of the transport used to the time of its
arrivalonreturntotheplaceofemployment.
Solelyforthepurposeofsettlingexpenses:
30minutescanbeaddedtothedepartureandarrivaltimesfortravelbytrainandbus
2hourscanbeaddedbeforetakeoffandafterlandingfortravelbyplane.
Travelmustbeorganisedsothatthetimeneededisasshortaspossiblegiventhemeansoftransport,andthat
itisascosteffectiveaspossible.
Documentationandreporting
Thetravelreport(seeabove)mustindicatethedurationofthetravel.Theonlinereportingtoolmustbeused
toenterthetraveldata.Noadditionaldocumentationisrequired,realcostswillnotbechecked.
12.3 Meetingandeventcosts
For meetingsand events with more than five participants, meeting and event costs for external participants
onlycanbereportedusingthefollowingunitcosts:
Placeofthe
meeting/event
Durationofthemeeting/event
Halfday
(upto4hours)
Fullday
(morethan4hours)
at the premises of a
projectpartner
7,50EURperexternal
participant*
15EURperexternal
participant*
outside the premises of
any partner (e.g. hotel,
conferencecentre)
25EURperexternal
participant*
50EURperexternal
participant*
*Unit costs cannot be accounted for the staff members of the project partners. If only project partners take
partinameeting/event,nocostscanbeclaimed.
Documentationandreporting
Each event/meeting for which unit costs are claimed must be entered into the online reporting tool (date,
duration,location,numberofinternal/externalparticipants,objectiveandoutcomes,etc).Inaddition,thelist
ofparticipantsincl.signaturesmustbeuploaded.Realcostsofthemeetingsandeventsarenotchecked.
12.4 Externalservices
Externalservicesnecessaryforimplementingtheprojectactivitiescanbereportedbasedonrealcosts.
Inordertomaintainownershipoftheprojectbythepartners,themanagementandgeneraladministrationof
the project cannot be contracted. Furthermore, project partners as well as their employees cannot be
contractedasexternalserviceproviders.
The beneficiary must select the most economically advantageous offer (not necessarily the cheapest), in
compliance with the principles of transparency and equal treatment for potential contractors. Any conflict of
interestmustbeavoided.
Thefollowingspecificruleswithregardtoprocurementapply:
Contractswithavaluebelow500EUR(excludingVAT)canbepaidonpresentationofaninvoice;
EUStrategyforthe DanubeRegion
STARTDanubeRegionProjectFund

17

Contracts with a value between 500 EUR and 5,000 EUR (excluding VAT) are subject to a procedure
involvingatleastthreeoffersorpricecomparisons;
Contractsabove5,000EUR(excludingVAT)aresubjecttoaprocedureinvolvingatleastthreeoffers.
Each partner remains responsible to observe any stricter national public procurement rules. Compliance with
suchrulesisnotcheckedbytheIBbecausetheydonotinfluencetheeligibilityofcosts.
Documentationandreporting
In order to declare costs for external services, project partners need to enter the declared costs and upload
scansoforiginalinvoicesanddocumentsrelatedtotheselectionandcontractingprocedure,whereapplicable.
13. Followupandmonitoring
The lead partner needs to ensure the sustainability of the project activities. If deemed necessary, PACs may
requestleadpartnerstoprovideafollowupreport.