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Questions on Regional Framework Operations
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What shall be the procedure for payments from Regional Partners to Project Participants in the RFO?
It is up to the partnership to establish these procedures. There are two potential models, which you can find in the Programme Manual. Both have their pros and cons so it is suggested that the involved regions discuss them and find the most efficient and satisfactory solution.
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| 2. |
Is it allowed to have participants outside the RFO regions?
No, it is not. It is only possible to co-finance participants that are located within the RFO regions. Each institution situated outside these regions - being it national, international or whatsoever - is not allowed to take part as Lead participants or participant in RFO sub-projects.
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| 3. |
Who contributes with national co-financing, the RFO level or the participants in the RFO sub-projects?
In the first instance it is the regional partner who guarantees that there will be national co-financing to the amount indicated in Annex 1 of the Application Form. This guarantee is provided by means of a signed co-financing statement attached to the Application Form. Part of this co-financing can be the envisaged co-financing to be provided by participants in projects funded internally within the RFO. The rate of co-financing to be requested from the project participants shall be decided by the regional partners.
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| 4. |
Which regions are eligible to be Lead partner or partner in an RFO?
The terrritorial units forming a region eligible to be Lead partner or partner in an RFO are defined in Annex B of the Community Initiative Programme (CIP) North or Annex C of the CIP East, West and South. Maps are available for download in the 'Downloads' section of this website. Please note that also institutions on a lower geographical level than the regions defined in the Programme can apply for an RFO.
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| 5. |
Can the involvement of private participants, NGOs or educational institutions in RFO sub-projects fully be financed from the RFO's budget?
If private partners are involved in RFO sub-projects no public funding can be allocated without co-financing from the private partners. Please consult EU regulations on state aid to find out more detailed rules concerning co-financing activities aimed at private sector. In case RFO sub-projects involve public institutions or NGOs, the projects can be fully financed from the RFO budget or may involve co-financing from them. The decision on this must be taken by the involved regions.
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| 6. |
When should RFO sub-projects be finalised?
It is recommended to finalize RFO sub-projects in due time before closing the RFO. The time period needed for closing the RFO depends on the internal reporting and payment procedures.
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| 7. |
Which procedures are to be followed with regard to the selection of sub-projects in RFOs?
Within RFOs, calls for proposals are expected for project selection: As the CIP states, an RFO is "a self-standing strategic framework which is a kind of 'mini programme'". Taking this into account, an RFO operates like a mini - programme in which projects are selected based on fair and transparent selection procedures. The Regional partners at RFO level are, therefore, expected to develop suitable procedures for calls of proposals to ensure fair and transparent competition within the RFO framework.
To guarantee fair competition and impartiality within an RFO, the regional partners should also develop rules of procedure for the Steering Committee at RFO level. This may, for example, include procedures on how to ensure fair competition and avoid conflict of interests. All activities within RFOs that will not be subject to calls for proposals (e.g., the development of a common strategy for activities at the RFO level) should be laid down and specified in the Application Form.
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| 8. |
What does regional partnership in the RFO mean?
"Regional partnerships" are groups of bodies, organisations, social groupings, etc. representing the sector or area of intervention affected by the RFO, which are consulted in the process of drafting the RFO and which may become potential beneficiaries in the sub-projects funded within the RFO (RFO-internal projects). The description of the regional partnership is required under question 1.1.1 of the Application Form to verify that the potential beneficiaries are aware of the upcoming opportunities and have been involved and/or consulted during the design process. Participation in RFO-internal projects is not limited to the regional partnership defined in the Application Form.
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| 9. |
How many countries have to be involved in an RFO-sub project?
An RFO sub-project must - according to chapter 2.3.1 of the Community Initiative Programme – involve participants from RFO-regions representing at least two different countries, meaning that bilateral RFO-sub projects are possible.
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| 10. |
How to organise the selection of RFO sub-projects?
RFO sub-projects are to be selected by the RFO Steering Group based on clearly defined criteria and aid rates established by the RFO. It is up to each RFO to define the procedures for the selection. These procedures have to be described under question 3.2.1. in the Application Form.
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| 11. |
What has to be delivered as proof if an institution on a lower geographical level than the regions defined in the Programme applies for an RFO?
Referring to the Programme Manual (page 17, EN version) the procedure is the following: In cases when regional authorities at a geographically lower level or bodies other than the governing authority of the respective region shall represent the territorial unit listed in CIP, a written authorisation of the governing authority of the respective region is required. In countries where the territorial units listed in CIP do not correspond to administrative units and have no governing authority (e.g. Denmark, Sweden), two ways for authorisation are possible: (1) by means of agreed minutes of a joint meeting of authorised representatives of all territorial units (on an immediate administrative level below) composing the territorial unit listed in CIP, or (2) by means of a letter co-signed by authorised representatives of all territorial units (on an immediate administrative level below) composing the larger territorial until listed in CIP. The authorisation has to be attached to the Application Form.
In case an institution on a geographical lower level wants to be partner in an RFO, this institution (and not the defined region) has to be listed as partner in the Application form (Partnership list - Annex I) and the co-financing statement has to be submitted by this institution as well.
A model authorisation letter is available for download on the programme’s website (“How to apply” section).
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| 12. |
Shall the reports submitted by RFO sub-projects be audited?
The audit scheme has been described in the Programme Manual (page 45) as well as in separate Audit Guidelines published on the programme’s website (“How to implement” section). An audit on all levels is required prior to submitting the reports to the Joint Technical Secretariat. RFO's are advised to select one independent body per region for audit purposes. As it stands now, the independent auditor must not necessarily be an institution sub-contracted outside. The audit can be carried out by an internal structure or individual of the regional partner's institution being independent from the operation's activities. The auditor shall verify the reports submitted by the participants of the RFO sub-projects coming from the respective region, as well as the reports submitted by the regional partner itself. The auditor shall also verify that the financial management requirements have been observed, that an adequate audit trail exists and that actual activities have taken place, services and supplies have been delivered and works have been carried out. Note that once the auditor's on regional level have verified the information submitted by the regional partners or project participants, the Lead Partner's auditor shall not go into verifying this information again as it has already been proved by a body competent to do so. Please note that there may be further indications issued by the representatives of the EU Member States concerning what audit bodies shall be involved in auditing the operations, which will be published on the Programme's website. Note also that the audit costs are eligible for co-financing from the ERDF.
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| 13. |
Which institutions can participate in RFO sub-projects?
Any public or private institution situated in the participating regions can be involved in RFO sub-projects. Please note that it is the task of the RFO’s Lead Partner and regional partners to ensure that the relevant EU legislation with respect to, for instance, state aids is observed. Lead Partner and regional partners shall also hold full financial responsibility for private project participants in their regions.
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© 2002 INTERREG IIIC
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