Major changes are more complex adjustments that can have an impact (negative or positive) on the planned outputs and/or solutions, the partnership or the project budget. The list of major changes is described in the table below.
Lead partners should follow the below ‘to-do’ list for major changes:
Figure 6 Application for the change process
For certain type of changes the MA/JS will require lead partners to:
Submit a new partner declaration
Submit a copy of the official document stating the structural, legal etc. change
Submit a copy of the document proving that the name/legal statues/old organisation ceases to exist.
Submit the updated “Contact & bank information” via BAMOS+.
Table 20 Major changes
Changes in the partnership
I. Partner drop out
Description of change
One or more project partners drop out.
The partnership can replace the dropping out partners either:
1. Internally with an existing partner taking over the tasks and the budget; or
2. Externally, a new organisation becomes project partner and takes over the tasks and the budget; or
3. No other organisation takes over the tasks nor the budget.
Restrictions
1. In case there is no replacement the MA/JS can only accept the change if the activities which have been eliminated from the work plan, as well as the role of the partner, are not crucial for the implementation. The project outputs should be delivered as initially planned. In any other case, the project has to find a replacement either internally or externally for the partner leaving the consortium.
2. In case the partner dropping out already received Programme co-financing, this part of the project partner budget cannot be reallocated.
3. If the budget changes are due to the drop out, this must also be reflected in the spending plan. Please note, that the spending plan cannot be changed retrospectively.
4. The replacement can only be done by partners receiving funding from the same source as the partner dropping out (e.g. ERDF to ERDF). Reallocation between different funds is not allowed.
5. If any specific requirements for the partners were set in the announcement note to the call for proposals, they must be followed when a new partner enters the project.
Approval/Rejection
MA/JS
Or
MA/JS based on the confirmation of the eligibility of the new partner by the MC members of the country where the new partner is located.
Changes in the project partner organisations
Description of change
Structural or legal changes, such as legal status change, or the designation of a legal successor etc.
Restrictions
If the former project partner ceases to exist or does not take care of the obligations arising from the subsidy contract and partnership agreement, the legal successor has to assume responsibility for the entire project duration
Approval/Rejection
MA/JS based on the confirmation of the eligibility of the legal successor or of the new legal status by the MC members of the country where the partner/legal successor is located.
Changes in the budget
Description of change
The change can comprise a budget reallocation between cost categories beyond the flexibility rule and/or a reallocation of budget between project partners.
Restrictions
1. Only one budget change is allowed during the project implementation.
2. Reallocation between cost categories is only applicable to core projects.
3. The total programme co-financing committed to the project cannot be exceeded.
4. When project partners have already received Programme co-financing, this part of the project partner budget has to be kept.
5. If the total budget changes, this must also be reflected in the spending plan. Please note, that the spending plan cannot be changed retrospectively.
6. Reallocation between partners is only possible if they are receiving funding from the same source (e.g. from ERDF to ERDF only etc.). Reallocation between different funds is not allowed.
Approval/Rejection
MA/JS
Changes in the work plan
1. Work plan change
Description of change
The change may concern the following aspects:
- A project needs to re-structure its approach to delivering the outputs.
- A project needs to change a format, content and/or use of an output.
- A partial budget reallocation.
Restrictions
1. Projects cannot substantially decrease the quality of the outputs.
2. The request for change has to be submitted a minimum of one month before it is scheduled to take place.
3. In case the work plan change involves a budget reallocation, the restrictions relevant for budget reallocation listed above are also valid for this change.
Approval/Rejection
MA/JS
Example: Due to changes in national legislation in a partner country the initially planned investment is no longer possible. The investment is important for project results as it allowed the carrying out of pilots on exhaust gas control solutions in the transnational context. Consequently, the project decided to work with smaller scale laboratory pilots instead.
2. Reallocation of responsibilities within the partnership
Description of change:
The change comprises a reallocation of tasks within the partnership when one or more partners take over tasks from other partners and all involved partners continue their participation in the project. This change may also include a partial budget reallocation.
Restrictions:
In case a budget reallocation is included, the restrictions relevant for budget reallocation listed above are also valid for this change.
Approval/Rejection
MA/JS
Prolongation of the project duration
Description of change:
In exceptional cases the MA/JS can approve the extension of the project duration. Any prolongation must be justified by external factors hindering the timely closure of the project.
Restrictions:
1. The total co-financing of the project cannot be exceeded due to the prolongation.
2. The request for change has to be submitted as soon as possible after the project becomes aware of the external factor causing time constraints for the implementation, but no later than 6 months before the end date of the original implementation phase.
Approval/Rejection
MA/JS
