List of mandatory documents to provide
In order to apply for the signature of the FPA 2008, a number of documents are necessary. The complete and final application file to be sent to DG ECHO shall be composed of:
- Copy of the legal registration with the national authorities in its original language (public registry, official publication or any other relevant procedure), and a translation in English or French. Translations do not have to be certified.
NB - For Belgium, Italy, Spain, Greece and Portugal: Copy of the registration with the Ministry of Foreign Affairs and a translation in English or French. For the UK: Copy of the act of incorporation of the organisation.
- Statute or bylaws in its original language, and a translation of the relevant provisions relating to the object of the organisation in English or French. Translations do not have to be certified.
- Annual activity report of the last three fully revolved years.
- Annual statutory accounts of the last two fully revolved financial years, certified by an external professional auditor. The auditor's certification report should be signed by the auditors and provided in its original language; the translation in English or French of the report does not need to be certified or signed.
This requirement is based on article 173.4 of the Financial Regulation's Implementing Rules (Commission Regulation (EC, Euratom) No 2342/2002 of 23 December 2002, Official Journal L357 of 31/12/2002), as subsequently amended, which introduced this requirement in order to sign an FPA with the European Commission. Audit certification corresponds to a statutory audit (full scope audit), having due regard to the International Standards on Auditing (ISAs) and International Auditing Practice Statements (IAPSs) set under the auspices of the International Federation of Accountants (IFAC), which outlines the basic requirements to which auditors should adhere. Annual statutory accounts are at least composed of a profit and loss account and a balance sheet, and generally notes to the accounts.
- Up-to-date organisation chart for headquarters and field offices, with names of managers, and also names of staff members for the headquarters.
- Up-to-date and detailed list of members of the board with names and reference to the duties assigned.
- Formal declaration signed by the legal representative of the NGO (e.g. President of the Board) - -
- Declaration that the organisation subscribed a code of conduct stating the principles of humanity, neutrality, impartiality and independence (with indication or copy of the code subscribed). Please fill in the following table Implementation of Humanitarian Principles-
- Table indicating ALL the sectors of intervention of the organisation per financial year (humanitarian and non-humanitarian, irrespective whether ECHO-funded or not) and the percentage of the total annual budget devoted to each sector. The table should indicate in separate colums humanitarian and non-humanitarian sectors of intervention, with the budget percentage devoted to each of them from the total budget of the organisation.
- APPEL questionnaire – validated, printed and signed
- A and P Control Mechanism Questionnaire - -
- Further documents may be provided by the applicant or requested by DG ECHO in support of the applicant's declarations. In particular, upon completion of the on-line questionnaire in APPEL, the applicant will need to send supporting documents for questions number: 5, 6, 8, 9, 12, 21, 22, 27, 38, 51, 52, 54, 55, 57, 58, 59, if the answer to these questions is YES.
Note: Please note that the APPEL application tool has been modified on 10 March 2011. Applicants that started the procedure before 10 March 2011 can fill in the APPEL questionnaire in its former version. In that case, please note that the question numbers indicated under point 12 are different. For applicants having applied before 10 March 2011, supporting documents need to be sent for questions number: 5, 6, 8, 9, 12, 25, 26, 34, 35, 41, 42, 43, 55, 56, 58, 59, if the answer to these questions is YES.