There is 10% flexibility of a cost category at the level of the total project budget. It is allowed to overspend a cost category up to 10% without submitting an official request for changes for budget re-allocations. LP must monitor the expenditure of all the partners to ensure that the project’s total budget and the partners’ total budgets are not exceeded.
The lead partner must submit an official change request:
The decision is taken by the Joint Secretariat in case of minor changes. The decision is taken by the Monitoring Committee if the request includes major changes (in activities, in partnership of the project, or in a partner’s total budget more than 50 %). Read more in the programme Manual.
In all other cases, if changes in project activities or budget are deemed necessary, the lead partner must contact the JS’s programme consultant. The LP must send an email with a copy to the project partner(s) affected by this change, with a description and justification of the changes. The programme consultant will communicate with the lead partner and inform, whether the changes can be accepted, or not. In case the changes are accepted, the JS uploads the email communication to the Jems for the official reference for the project, the JS and all the programme bodies. The application form will not be amended.
In case of changes in the official name of the lead partner or other project partners, the LP or respective project partners must notify the JS by sending a signed letter.
The approved changes will be inserted in the project application form in the Jems by the LP.
The prolongation request must be submitted to the JS at the latest one month before the end date of the project. All other requests can be submitted to the JS at the latest before approval of the last progress report by the JS.
According to the subsidy contract, the official valid version of the project application form is in the Jems. Thus, all changes that are approved via Request for Changes procedure must be inserted in the Jems and confirmed by the authorized person of the lead partner. The person authorised to sign documents on behalf of the Managing Authority confirms these changes in Jems, upon which the new version is valid.
The subsidy contract is amended only in case of the changes in the main part of the contract.
Last updated: 15.12.2023
