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Beneficiaries space Tempus IV (2007-2013)

Projects submitted in 2009

Project contractual documents

NOTE: please be aware that there has been a change in terminology and that henceforth, the term «beneficiary» will be replaced by «co-ordinator» and the term «partner» will be replaced by «co-beneficiary».

Grant Agreement

• EU co-ordinator:
• Partner Country co-ordinator:

Annexes

• Annexes:

Guidelines

• Guidelines for the Use of the Grant:
• Staff Convention and Individual Mobility Report in Word Format

Mandate

The Grant Agreement is signed by the co-ordinator, who will be the contact person for the Agency concerning all project matters.

However, a multi-beneficiary Grant Agreement also establishes a legal relationship between:

• the Agency and each co-beneficiary and
• the co-ordinator and each co-beneficiary.

A mandate must therefore be signed between the co-ordinator and each co-beneficiary, thus binding the co-beneficiary to the legal provisions of the Grant Agreement and giving power of attorney to the co-ordinator to sign and act on their behalf.

In practice, the mandate means that:

• the co-ordinator has full financial responsibility for the project (including in the case of recovery);
• project accounts are maintained by the co-ordinator, drawing on the accounts of the co-beneficiaries. The co-beneficiaries agree to supply the necessary information and supporting documents;
• the total EU contribution passes through the co-ordinator, but expenditure made by the co-beneficiaries is also eligible, insofar as it is reflected in the project accounts and in the accounts of the co-beneficiaries (and that it respects all other rules on the eligibility of costs);
• Direct audits can be carried out on the co-ordinator and the co-beneficiaries.

A copy of this mandate must be filled-in and signed between the co-ordinator and each of the co-beneficiaries before the first pre-financing can be transferred. This mandate is required in addition to the endorsement letters that were submitted at the time of your application.

The original, signed mandates will ultimately form Annex III of your Grant Agreement (having the mandates signed by the respective parties is not a pre-condition to signing and returning the Grant Agreement).

Please find attached the mandate template to be filled in and sent to;

Education, Audiovisual & Culture Executive Agency
Tempus Programme
Avenue du Bourget 1 (BOUR 02/017)
B – 1140 Brussels Belgium

Mandate form:

Report forms

Once your project has been selected and funded, it is your contractual obligation to report on your activities regularly by using Tempus report forms, according to the conditions, dates and deadlines stipulated in your grant agreement.

Intermediate Report on the implementation of the project (IR) Statement of the costs incurred and Request for Payment

Final Report on Implementation of the Project (FR) 20/10/2011

and Financial Statement 21/11/2011
To make the file works properly, please save the file on your computer indicating "Excel 97-2003 Workbook (*.xls)" as file type

Frequently asked questions on project management

FAQs for JP and SM submitted in 2009: 15/11/2011

Further project management support

Please e mail EACEA-Tempus-Project-Management@ec.europa.eu for any contractual or financial issues.

Extensions of eligibility periods of Tempus projects

General rule

Tempus projects are time bound and activities must be completed and the related expenditure incurred by the end of the eligibility period indicated in the Grant Agreement.

Conditions for extending the eligibility period

Extensions to the eligibility period are foreseen by articles II.7.2 and II.13 of the Grant Agreement in the case of a suspension of activities under exceptional circumstances, notably force majeure. Extensions to the eligibility period for other reasons can be granted on an exceptional basis but delays that are inherent to the project and the implementation of the work-plan or its administration, are not considered as sufficient reasons for an extension of the duration of the eligibility period and are also not considered as cases of force majeure.
Projects that have not fulfilled all contractual requirements, in particular with regards to reporting, will not be granted extensions. The same applies for projects that do not submit their request in a timely manner. Projects should submit their request at least one month before the end of the eligibility period.

Recommendation and procedure

Extensions of the eligibility period will only be granted once. Projects are therefore strongly advised to plan taking into account sufficient time to face eventual last minute changes. Requests for extensions should be duly motivated, giving the reasons for the request, specifying the activities that are affected by delays and the consequences that this will have on the achievement of the objectives, and should include a concrete and detailed plan for the activities during the additional period requested.

An amendment to the Grant Agreement is necessary for the extension to enter into force. Projects carrying out activities after the end of the eligibility period and without an amendment to the Grant Agreement are doing so at their own risk. If the extension is not granted, the expenditure incurred after the end of the eligibility period will not be considered.

 

Last update: 26/01/2012

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