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Documents for projects 2014/20
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The main document that explains the rules of the Programme and gives guidance on all phases of the project cycle is the Programme Manual. It is the key document for projects under Priorities 1 (Innovation), 2 (Natural resources) and 3 (Transport) as well as Priority 4.1 (Seed Money). The rules of Priority 4.2 (support to PACs & HACs and targeted support to the EU Strategy for the Baltic Sea Region) are provided in a separate manual.
Who should know the content of the Programme Manual?
The Manual is addressed in particular to applicants and lead and project partners of approved projects, together with their first level controllers.
Lead partners (LP) are expected to be familiar with the overall content of the Manual, as they are responsible for all project phases from the development through to closure phases. Furthermore, lead partners should use the Manual for information purposes and distribute the information to the project partners to ensure the smooth and correct implementation of rules at all levels.
Project partners (PP) are expected to be acquainted with chapter B, chapter C, chapter F, chapter G, chapter H, chapter I and chapter K. The information addressed in these chapters should be known by the whole partnership.
First level controllers (FLCs) should at least be familiar with chapter F, chapter G and chapter I.
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The subsidy contract is a grant agreement between the contracting authority (Managing Authority/Joint Secretariat) and the lead partner. It sets up the legal framework for the commitment of funds and lays down the conditions for the project implementation.
During the contracting phase the conditions and recommendations of the Monitoring Committee in respect of the project application need to be answered. A subsidy contract can only be concluded once the contracting requirements are fulfilled.
After signature of the subsidy contract, but before the first payment request is submitted, an agreement between the lead partner and its project partners has to be concluded. In this partnership agreement, the project partners should give full support to the lead partner to ensure the successful implementation of the project, as well as a high quality and fulfilment of objectives. The partnership agreement formalises the division of mutual responsibilities and rights of partners.
An example of a partnership agreement is available for download on this website. It is not compulsory for the lead partner and its project partners to adopt the example clauses. Issues that are to be stipulated in the partnership agreement depend on the specific needs of each project. Therefore, the lead partner can negotiate the example of the partnership agreement with its project partners. However, the partnership agreement should fulfil the minimum requirements that are specified in the Programme Manual.
OBLIGATORY: Partner report & staff cost tool
Obligatory reporting tool for every project partner. The tool includes a list of expenditure (cost itemisation list). Data inserted into this form by project partners is needed for completing the progress report in the Programme’s electronic monitoring system (BAMOS).
Obligatory tool for calculation and documentation of staff costs. For calculation methods requiring a time registration system the tool includes an optional timesheet. Results of the calculation in the staff cost tool are needed for correct completion of the partner report.
Guidance on staff costs
Supporting question for staff costs: is a document for (potential) project partners and can be used to support budgeting and reporting staff costs and especially selecting suitable staff costs calculation method. The Programme Manual (Chapter F.3.1) defines different methods for calculation and documentation of staff costs. For each of these methods this document provides supporting questions and an example of how to calculate the staff costs correctly.
Staff task description: This optional template was prepared in order to provide an example of a job description/task description that could be used by the project partners to document the staff cost co-financed by the Programme.
The Managing Authority/Joint Secretariat (MA/JS) introduce the possibility to use the electronic signatures for partner reports, first level control reports and checklists.
The e-signatures must fulfil the standards of the EU regulation for
- Advanced electronic signature or
- Qualified electronic signature
Guidance for EU and Norwegian partners
Programme requirements regarding the procurement procedures for EU and Norwegian project partners are defined in the F.1.4 chapter of the Programme Manual.
Guidance for organisation not subject to public procurement law
To support the proper documentation of the procurement process a procurement protocol was designed to provide the minimum requirements for documentation of the tender for project partners not subject to public procurement legislation and must be accompanied with other documents on request (such as terms of references, proof of publication, copies of offers, etc.). Should any other protocol already be in use by the project partner, the same may be still used here, provided that it includes all the details stipulated in the Programme template.
Guidance for Russian partners (English)
Programme requirements regarding the procurement procedures for Russian project partners are defined in the F1.5 chapter of the Programme manual.
Public procurement for practicioners
The MA/JS recommends to get familiar with the Public procurement guidance for practitioners prepared by the European Commission.
This document contains guidance on how to avoid errors frequently seen in public procurement for projects co-financed by the European Structural and Investment Funds. It is intended to facilitate the implementation of operational programmes and to encourage good practice. It is not legally binding but aims to provide general recommendations and to reflect best practice. The concepts, ideas and solutions proposed in the guidance are without prejudice and national legislation and should be read and may be adapted taking into account the national legal framework.
Interreg Baltic Sea Region is bound to comply with the State aid rules which apply in the EU and the European Economic Area (EEA). Non-compliance with State aid rules leads to cuts of Programme co-financing to projects and project partners receiving State aid may receive only a lower Programme co-financing rate.
Therefore, organisations which intend to apply for funding from the Programme need to understand what State aid is and how the activities in the project can be carried out in line with the relevant rules.
What is State aid?
A company which receives support from public funding sources, such as Interreg Baltic Sea Region, may gain an advantage over its competitors through this support. Furthermore, the support can distort competition and affect trade between Member States. The EU Treaty wants to prevent such effects on the market and therefore generally prohibits State aid. However, in some circumstances such support is necessary for a well-functioning and equitable economy. Therefore, the Treaty leaves room for a number of policy objectives for which State aid can be considered compatible and stipulates exemptions.
How to comply?
In general, the MA/JS expect that only few projects in Interreg Baltic Sea Region will be State aid relevant – as in the past. However, as more private enterprises may participate in projects from 2014 until 2020, the likelihood of State aid relevant projects increases. If State aid relevant activities are part of a project proposal, the activities will not automatically be ineligible under Interreg Baltic Sea Region. A number of practical options are in place to enable projects to be supported in such a case, including the so-called De minimis support and the General Block Exemption Regulation (GBER).
Each partner must complete a State aid self-declaration as part of the application for the MA/JS to assess if a project is State-aid relevant. During project implementation those project partners that carry out State aid relevant activities need to provide further information and documents, as well as to follow specific monitoring and reporting requirements.
What to read?
Applicants and finance managers should familiarise themselves with the following documents, already before applying for a project:
The Programme manual provides an introduction to the State aid rules of the Programme in chapter F.1.6. For example: What is State aid? Which instruments exist? What to consider and what to submit at which project stage?
The State aid fact sheets provide detailed information, including: What steps have to be taken to identify State aid relevant activities? What is de minimis and how does it work? What is the General Block Exemption Regulation and how does it affect the co-financing rate?
Communication & visibility
Communications activities are considered an important and integral part of project implementation, and thus require thorough planning as well as adequate resources. Content-wise, projects are expected to concentrate on communicating thematic issues and solutions developed by project partners, while mere branding of the project is of lower importance.
At the project application stage, projects need to demonstrate how communication will help to implement the project successfully. It is crucial that projects identify their specific target groups and demonstrate how they plan to involve target groups in the production and/or use of the main outputs.
Refer to the funding: obligatory elements
All information and communication activities have to display the support from the Programme and EU funds as follows. We strongly recommend all project partners to familiarise themselves with the linked documents. Misuse (of the EU emblem, the reference or the Programme logo) may result in ineligibility of items produced for the project, i.e. the costs will not be fully refunded.
Obligatory elements to comply with visibility rules:
- The European Union emblem (“EU flag”) in accordance with the technical characteristics specified in the Commission Implementing Regulation (EU) No 821/2014, together with a reference to the European Union;
- A reference to the EU funding source. The reference shall read as follows: “European Union (European Regional Development Fund)” in English or respective national language;
- The Programme logo in accordance with the technical characteristics in the Corporate Design Manual for Interreg Baltic Sea Region Programme or the Programme logo with an integrated project acronym (“adapted project logo”) as described in the project design guide (example see below).
Example 1: Programme logo with the Union emblem (EU flag, including text “European Union”) and a reference to the fund, “European Regional Development Fund”.
In order to comply with the technical requirements of the information and communication measures, we strongly recommend to project lead partners to familiarise themselves with the following documents.
Programme Manual (chapter F.1.10)
Chapter F.1.10 of the Programme Manual provides specific information on the visibility rules, including the requirements to place a project poster in each partner’s premises, to publish a note about the project on each partner’s website, to mark equipment, infrastructure and constructions.
Regulation (EU) No 1303/2013
This regulation describes the legal basis and more general rules on visibility (i.e. towards beneficiaries). It is recommended that project lead partners get acquainted with chapter 2.2 of Annex XII of the document.
Implementing Regulation (EU) No. 821/2014
Here, the European Commission has defined the use of the EU emblem (“EU flag”) in great detail. In this regulation, the positioning and size of the EU Emblem and the reference to the fund are specified, e.g. for different media and in different contexts (such as combination with other logos). All project partners must be aware of Art (3), (4), (5), in particular and may want to pass this document on to service providers.
Persona (an archetypal user for whom the product or service is being designed)
Programme logos for acknowledging the funds
This file package provides different file versions of the Programme logo (solo), the EU flag (solo) and the combined Programme logo and EU flag. The MA/JS recommends to use the latter when possible. The package contains versions with solid and transparent backgrounds, and different file types (.jpg for office use, .png for web use and .ai for designers).
Note that there are very specific requirements which need to be taken into account when using the files (i.e. when positioning and sizing logos in a publication): make sure to apply the visibility rules.
Guidance on correct use of the EU emblem
This document aims at clarifying how the EU emblem (or „EU flag“) can be used correctly in communication of Interreg Baltic Sea Region projects. It is meant for communication managers and project partners as well as their service-providers. In the document, we point to where the rules can be found, we interpret the corresponding regulations in the context of our Programme and we provide examples from the projects. You can download the file or flip thorugh it below.
Guidance on correct use of the EU emblem (“EU flag”) »
Programme area map
This map can be useful on your website, in leaflets, presentations or elsewhere. The map comes in different versions with and without country and city labels.
Programme area map for screen & documents (png/zip) »
Programme area map for print design (ai/zip) »
We recommend to use the templates in the colour of the Programme priority your project belongs to (as defined in the Programme’s corporate design manual). Some help on how to add your project logo can be found in the project design guide:
Templates in priority 1 colour (R & I orange) – Power Point, Excel, Word »
Templates in priority 2 colour (seagass green) – Power Point, Excel, Word »
Templates in priority 3 colour (medium blue) – Power Point, Excel, Word »
Templates in neutral colour – Power Point, Excel, Word »
Persona (an archetypal user for whom the product or service is being designed)
Project poster template
Each project partner nneds to place at least one poster with information about the project (minimum size A3) at a location visible to the public, such as the entrance area of a building/office. The poster has to display the objective of the project and the amount of EU financial support. You can use this template to implement the poster, but you are also free to design your own.
Templates & guidance for project posters »
The Programme is closely interlinked with the EU Strategy for the Baltic Sea Region (EUSBSR). If your project is officially linked to the Strategy, these files may be of use to you.
Project design guide
If you do not want to develop your own visual identity, you are invited to make use of the project design guide. It provides the basic features such as a set of colours, font type, design grid and explains how to use the project logo and the templates provided by the MA/JS. It is also a document that can be readily passed on to project partners, graphic designers and others involved in implementing your project. With this guide, you do not need to lose time and money for visual identity development when you want to get your project started.
Project and Programme postcards
Use your project postcard in communications at events, in mailings. There is one postcard per project, and a couple of Programme postcards with an overview of the projects funded in the priorities: innovation, natural resources and transport. The postcards (front and back) are ready to be printed by any printing shop and can be used by projects. Interreg Baltic Sea Region grants the right to third parties to promote or illustrate Interreg, its projects or other topics related to the Baltic Sea region and its territorial development. The postcards may be used in an unchanged form for free. Once you change the text or image or if you would like to use the image only, you need to buy a license from the source stated.
Technicalities: information for the order/ printing house
Postcards 148 x 105 cm, printed on 300 gr/sqm paper, 4 coloured double sided print, Invercote G and dispersion varnish finish semimatte (on one side). The latter information describes the finish of the photo side, which gives it a matte look and makes it more durable. Please inform the printer that the pdf file has a bleed of 3 mm on every side.
Interreg BSR postcards – 1st call (pdf/zip) »
Interreg BSR postcards – 2nd call (pdf/zip) »
Interreg BSR postcards – 3rd call (pdf/zip) »
Interreg Baltic Sea Region Corporate Design Manual
Monitoring system of Interreg baltic Sea Region
Welcome to BAMOS, the monitoring system of the Interreg Baltic Sea Region. BAMOS is used to document the whole life cycle of our projects. Please find on this website usefull information regarding the system.