CHECKLIST
CIPS/ISEC2013 Action Grants
ALL FORMS AND DOCUMENTS TO BE UPLOADED IN PRIAMOS / Included in the application/ verified by APPLICANTThe following documents must be submitted together with the application
and numbered as indicated in this checklist.
The use of ALL the standard CIPS/ISEC2013forms is compulsory
WHEN PREPARING YOUR APPLICATION, YOU ARE STRONGLY ENCOURAGED TO FOLLOW THE DETAILED SPECIFIC GUIDELINES GIVEN IN SECTION 4 OF THE GUIDE FOR APPLICANTS CIPS/ISEC 2013
Please do not upload any jpg/tif/htm files - scanned documents should be in pdf formatDOCUMENTS for the Applicant organisation/Coordinator
Part A - The Application Form for CIPS/ISEC 2013 Action Grants(Adobe Acrobat (.pdf) document),duly completed
Declaration in Section 5 of the form, duly dated and signed by the authorised signatory (scanned version)
Part B - The Project Description and Implementation form (MS Word document) specific for this Call for Proposals, duly completed
Part C - The dulycompleted Budget Form for CIPS/ISEC 2013 Action Grants (Sheets 1 "ID Form", 2 "Partnership" and3 "Forecast Budget Calculation") (Excel), including a detailed breakdown of expected expenditure and revenue. All pagesmust be submitted. The Forecast Budget on Sheet 3must be in Euro and in balance / CompletedSheets 1,2 and 3 of the Budget Form.
Relevant supporting documents (salary slips, employment contracts, offers/quotes, secondment letters, etc.) must be attached.
Only in EXCEL FORMAT
Part D - Timetable / CompletedTimetable for implementation. The Estimated/Indicative project start date must be completed.
Only in EXCEL FORMAT
Part E – Simplified balance and profit and loss1 / CompletedSimplified balance and profit and losssheets
Only in EXCEL FORMAT
PartJ. Anorganisation chart of the project andCVsof all key staff members involved inthe project / Organisation chart of the project
CVs- only in PDF or WORDformat (NO jpg/tif/htm)
Part K – VAT declaration / Duly completed, dated and signed by the authorised signatory (scanned version)
ANNEXES for the Applicant organisation/Coordinator
Annex 1: the Legal Entities Form (LEF), duly completed, dated and signed by the Authorised signatory(scanned version). All the required annexes mentioned on the Form must be attached (Annex 2).
Annex 2:evidence of legal status - depending on the legal status of the entity, this must include:
- the articles of association + a copy of any official document (e.g. Official Journal, Register of companies, etc.) showing the organisation’s name and address and the registration number given to it by the national authorities;
- a copy of the resolution, law, decree or decision establishing the entity in question, or any other official document attesting the establishment of the entity;
- in addition, the statute of the organisation – if applicable.
Annex 3: the Financial Identification Form (BAF), duly completed, dated and signed by the Authorised signatory, or a recent bank statement (scanned version)
Annex 4: a copy of the VAT registration document, if applicable and if the VAT number does not appear on the official documents referred to above.
Annex 5:For Universities (private and public): clear evidence that the Applicant organisation/Coordinatorand the Authorised signatory can enter into financial commitments on behalf of the University(scanned version)
Annex 6: the report or description of the activities carried out by the Applicant organisation/Coordinator in 2011 and 2012[1].No self-made word documents without authorised signature can be accepted(scanned version)
Annex 7: the latest signed financial statements of the Applicant organisation/Coordinator for the past three closed financial years (balance sheet, profit and loss account - in coherence with both simplified sheets completed in Part E), including audited accounts when required under the national law1. No self-made word documents without authorised signature can be accepted (scanned version)
Annex 8:an audit report produced by an approved external auditor if the total amount of grant requested exceeds 750 000 Euro. This audit report shall certify the Applicant organisation/ Coordinator's accounts of the last financial year available1.
DOCUMENTS and ANNEXES for EACH Co-Beneficiary (except the Applicant organisation/ Coordinator) which will receive a part of the EU grant
Part F –one Partnership Declaration for EACHCo-beneficiary duly completed, dated and signed by the Authorised signatory(scanned version)
Annex 9: the Legal Entities Form (LEF), duly completed,dated and signed by the Authorised signatory of each Co-beneficiary (scanned version). All the required annexes mentioned on the Form must be attached (Annex 10).
Annex 10: the scanned version of supporting documents to evidence the legal status of each Co-beneficiary –depending on the legal status of the entity, this must include:
- the articles of association + a copy of any official document (e.g. Official Journal, Register of companies, etc.) showing the organisation’s name and address and the registration number given to it by the national authorities;
- a copy of the resolution, law, decree or decision establishing the entity in question, or any other official document attesting the establishment of the entity;
- in addition, the statute of the organisation – if applicable.
Annex 11:For Universities (private and public): clear evidence that the Co-beneficiary and the Authorised signatory can enter into financial commitments on behalf of the University(scanned version)
Annex 12: an audit report produced by an approved external auditor if the total amount of grant requested exceeds 750.000 Euro; this audit report shall certify the concerned Co-beneficiary's accounts of the last financial year available1.
For EACH Associate Partner
Part G -one Associate Partnership Declaration for each Associate Partner duly completed, dated and signed by the Authorised signatory(scanned version)
For EACH DONOR ORGANISATION – if applicable
Part H - one Declaration of co-financing for each donor organisation/third partyduly completed, dated and signed by the Authorised signatory(scanned version)
Please verify ALL items below before sending the application package
ALL the pages of the Application Form(Part A), the Project Description and Implementation form(Part B), theBudget Form(Sheets 1, 2 and 3 of Part C) and the Timetable (Part D)are completed.
The financial information concerning the financing of the activities indicated in theApplication Form is identicalwith the information indicated in the BudgetForm.
Projects are scheduled to start once the grant agreement is signed. Mandatory estimated/indicative project start date is indicated.
The Forecast Budget(Sheet 3 of Part C - Budget Form)is in balance and in Euro. ALL relevant supporting documents (salary slips/secondment letters/quotes/offers) are attached.
The requested EU contribution does not exceed 90%of the total eligible costs of the project.
TheFinancial Identification Form is filled in, dated and signed by the Applicant organisation/Coordinator, or a recent bank statement(scanned version)
The Legal Entities Form is filled in, dated and signed by the Applicant organisation/Coordinator, together with all the required annexes mentioned on the form(scanned version)
The Legal Entities Formsare filled in, dated and signed by each Co-beneficiary, together with all the required annexes mentioned on the form(scanned version)
The Associate Partnership Declaration (Part G)is completed, dated and signed byeach Associate partner organisation (scanned version)
The Partnership Declaration (Part F)is completed, dated and signed byeach Co-beneficiary (scanned version)
ALL required documents listed in Section 6.2 of Calls for Proposals are uploaded in PRIAMOS
1
[1] Not applicable to Ministries, law enforcement and judicial authorities, public universities and other MS public authorities