Important information regarding amendments Requesting the electronic-only submission and signature for C Forms.
Following the New Financial Regulations introduces January 1 2013:
Consortia working on projects which were on-going on January 1 2013, may, by means of an amendment, request to use the electronic signature method.
All projects for which the Grant Agreement was signed after January 1 2013, must submit costs using an electronic signature. Paper C forms are no longer required.
NEF Transactions - Amendments
This section describes the specifications in NEF regarding Amendments. Below is a summary of the purpose of a NEF Amendment session and its specifications.
Table of contents:
Purpose of NEF in Amendments
When a Project Officer and a Coordinator agree to process an amendment, the Commission needs to exchange information with the consortium. Therefore, the Commission launches a NEF Exercise. A NEF Exercise is composed of a series of NEF Sessions, which contain all the exchanges necessary to gather information in relation to an amendment.
The Commission launches as many NEF Sessions as necessary to finalise a NEF Exercise.
The Commission starts a NEF exercise for an Amendment. The coordinator is given access to a first session in the exercise to which he is invited to respond and implement the changes necessary to process the amendment. If the information provided by the coordinator is incomplete or if the Project Officer would like the coordinator to adjust the information, the Project Officer opens a new session within the same exercise. This process goes on until the information is sufficient to proceed with the Amendment.
NEF generates a new Grant Preparation Form (GPF), and reflects the changes introduced by the coordinator. A copy of the DoW provided during the negotiation is now available for the coordinators to update accordingly.
Specifics of NEF in Amendments
NEF behaves differently depending on the transaction being processed. The following table summarises the differences.
Enables generation of Part A of the GPF, form A.2.5 for new beneficiaries joining the project, if required. Allows generation of a new Description of Work, if necessary.
Fields which are not present in negotiation appear: Date of Entry and Date of Termination.
Partners can be added, deleted or terminated. A PIC is mandatory to add a new partner. A deleted partner simply disappears from the project.
Data is mostly read-only and all beneficiaries must have a PIC. This data comes from a central database of legal data, and is refreshed manually by the Commission. Therefore if discrepancies occur related to the project, contact the Commission and the proper action can be taken.
Finalisation for partners is available on the main screen of NEF through a check-box beside the partner reference.
The NEF application cannot keep open an amendment session and a cost claim session simultaneously.
Should you need an amendment, in order to avoid getting into this situation:
Remember also that amendments do not always require the support of NEF.