In the event of a disaster, either within or outside the European Union, the Commission supports Participating States of the Union Civil Protection Mechanism (UCPM) by co-financing transportation costs (see Commission Decision 1313/2013/EU). Examples consist of the mobilisation of equipment and personnel deployed in humanitarian crises and natural disasters, such as aircrafts to help fighting forest fires.
The first step in the transport co-financing procedure is to notify all Participating States about the need for transport support. This should be done by sending to the ERCC the "part A" document following the template presented in Annex VIII of the implementing rules. The ERCC will immediately notify all competent authorities.
Remember that only upon this notification the requested transport support could become eligible for Union co-financing. Consequently this step should be done before the transport operation starts.
Procedures to apply for Commission co-financing (in short a grant for transport) have now been simplified to allow for a more rapid response to disaster. To apply for co-financing of transport costs please follow these steps:
1. Grant Application:
After you have identified a transport solution (truck, aircraft, boat) for which Union funding is requested, please send in the following mandatory forms to apply for the Commission grant:
- A1 (Activity, applicant, budget)
- A3 (Description of the activity)
- F0 and F1 (Budgetary annexes)
These forms need to be submitted as soon as possible to the Commission to allow to start the grant application. We recommend sending these forms immediately after the "part A" document mentioned above. At this stage the application does not require a signature from the Participating State representative.
The grant application can be completed on the next working day by sending in the remaining documents:
- A2 (Applicant declaration) Make sure it is signed and dated!
- A4 (Applicant profile information)
- A5 (Financial identification form)
2. Preparing the Grant Agreement
The Commission starts to assess the grant application.
Once the Commission has agreed on co-financing of transportation costs the applicant State will receive the following documents (in hard copy) for signature:
- the special conditions of the Grant Agreement
- the description of the action (Full Grant Application)
- the budget of the Action
All remaining annexes to the Grant Agreement (i.e. Annex II – General Conditions, Annex IV – Model technical report, Annex V – Model financial statement and payment request) are available for your reference in the document section below.
The full template of the grant agreement can also be found in the document section below.
In addition, all documents are available in CECIS in the section 'Administrative/Documents'.
3. Signing the Grant Agreement
At the stage of the grant agreement signature, please return the signed documents to the Commission's Emergency Response Coordination Centre (ERCC). Note that – although not physically attached to the grant agreement – all remaining annexes are considered as integral part of the agreement and need to be used at final reporting stage.
The signed grant application forms can be submitted electronically to our functional mailbox ECHO-TRANSPORT-COFINANCING@ec.europa.eu
We kindly request to include the following information in the subject of your e-mail:
REFERENCE NUMBER OF TRANSPORT GRANT – FINAL PAYMENT REQUEST – CRISIS – YEAR.
Further questions related to the grant application procedure for transport co-financing, please direct to: ECHO-TRANSPORT-COFINANCING@ec.europa.eu
- Part A
- Grant Application (A1, A2, A3, A4 and A5)
- The budget of the Action (F0 and F1)
- Model template for grant agreement
(Annex I – the Special conditions; Annex II – the General conditions)
- Model technical report (Annex IV)
- Model financial statement and payment request (Annex V)