ACP-EU Co-operation Programme in Higher Education (EDULINK II)

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Participation in stakeholder meetingsFor stakeholder meetings organised by the Contracting Authority, an amount of EUR 10,000 must be enteredunder the budget heading 'Travel costs'.Contingency reserveA contingency reserve not exceeding 5% of the estimated direct eligible costs may be included in the Budgetof the Action. It can only be used with the prior written authorisation of the Contracting Authority.Eligible indirect costs (overheads)The indirect costs incurred in carrying out the action may be eligible for flat-rate funding fixed at not morethan 7% of the estimated total eligible direct costs. Indirect costs are eligible provided that they do notinclude costs assigned to another heading of the budget of the standard grant contract. The applicant may beasked to justify the requested percentage before contracting. However, once the flat-rate has been fixed in thespecial conditions of the standard grant contract, no supporting documents need to be provided.If the applicant is in receipt of an operating grant financed from the EU, no indirect costs may be claimedwithin the proposed budget for the action.Contributions in kindContributions in kind are not considered actual expenditure and are not eligible costs. The contributions inkind may not be treated as co-financing by the Beneficiary.The cost of staff assigned to the Action is not a contribution in kind.Notwithstanding the above, if the description of the action as proposed by the Beneficiary foresees thecontributions in kind, such contributions have to be provided.Ineligible costsThe following costs are not eligible:– debts and debt service charges– provisions for losses or potential future liabilities;– interest owed;– costs declared by the beneficiary and covered by another action or work programme;– purchases of land or buildings, except where necessary for the direct implementation of the action, inwhich case ownership must be transferred to the final beneficiaries and/or local partners, at the latest bythe end of the action;– currency exchange losses;– credit to third parties.January 2012 Page 14 of 23
2.2 HOW TO APPLY AND THE PROCEDURES TO FOLLOWPlease note that the prior registration in PADOR 8 for applicants and their partners for this Call for Proposalsis not obligatory. Information in PADOR will not be drawn in the present Call.2.2.1 Application formApplications must be submitted in accordance with the instructions on the Concept Note and the Fullapplication form included in the Grant Application Form annexes to these Guidelines (Annex A)Applicants must apply in English or in French.Any error or major discrepancy related to the points listed in the instructions on the Concept Note or anymajor inconsistency in the application form (e.g. the amounts mentioned in the budget worksheets areinconsistent) may lead to the rejection of the application.Clarifications will only be requested when information provided is unclear, thus preventing the ContractingAuthority from conducting an objective assessment.Hand-written applications will not be accepted.Please note that only the application form and the published annexes which have to be filled in (budget,logical framework) will be evaluated. It is therefore of utmost importance that these documents contain ALLrelevant information concerning the action. No additional annexes should be sent.2.2.2 Where and how to send the ApplicationsApplications must be submitted in one original and two copies in A4 size, each bound. The completeapplication form (Part A: concept note and Part B: full application form), budget and logical framework mustalso be supplied in electronic format (CD-Rom) in a separate and unique file (e.g. the application form mustnot be split into several different files). The electronic format must contain exactly the same application asthe paper version enclosed.The Checklist (Section 6 of Part B the grant application form) and the Declaration by the applicant (Section7 of Part B of the grant application form) must be stapled separately and enclosed in the envelopeWhere an applicant sends several different applications, each one has to be sent separately.The outer envelope must bear the reference number and the title of the Call for Proposals, together withthe title and number of the lot, the full name and address of the applicant, and the words "Not to be openedbefore the opening session".Applications must be submitted in a sealed envelope by registered mail, private courier service or by handdelivery(a signed and dated certificate of receipt will be given to the deliverer) at the address below:Postal addressEDULINKProgramme Management Unitc/o GOPA-CartermillRue de Trèves, 45B1040 BrusselsAddress for hand delivery or by private courier serviceEDULINKProgramme Management Unitc/o GOPA-CartermillRue de Trèves, 45B1040 Brussels8For further information on PADOR, please consult the following website:http://ec.europa.eu/europeaid/work/onlineservices/pador/index_en.htmHelpdesk for questions related to the functioning of PADOR:Europeaid-ON-LINE-REGISTRATION-HD@ec.europa.euJanuary 2012 Page 15 of 23
Page 3 and 4: Table of contentsDEFINITIONS 41. TH
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ACP-EU Co-operation Programme in Higher Education (EDULINK II)

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