Creation date: March 20, 2020
Dear H2020 beneficiaries,
As you may already know, as of 16 March 2020 the Commission has put in place precautionary measures against the spread of the coronavirus Covid-19, including that almost all staff is currently teleworking. These measures also apply to INEA. We are aware that similar measures have also been implemented in many other organisations across Europe, and maybe in yours as well.
Despite this extraordinary situation, we are making every effort to ensure business continuity. We would like to provide you with information on certain aspects that are relevant for your work with us.
Communication via the regular channels continues without any change. Even though not physically in the office, INEA staff continue their work remotely, therefore you should be able to contact us as before. We count on your understanding for the cases, where you receive a response with a slightly longer delay than usual.
INEA H2020 open calls have their deadline on 21 April 2020 and no extensions are currently planned. Potential applicants should organise themselves through remote communication facilities and plan to submit on time. Decisions on possible call extensions are taken centrally by DG RTD and relevant information will be published on the Funding and Tenders Portal.
Reporting deadlines as defined in the Grant Agreements remain valid. The timely submission of the technical and financial period reports is directly linked to the respective payment. However, INEA will show flexibility in cases where submission is delayed due to the extraordinary circumstances. Please inform your INEA project manager well in advance if you will not be able to meet a deadline. Project review meetings should continue and can be organised via "video" or web conference.
Regarding eligibility of costs for travel and events, Article 51 of the H2020 MGA sets out the conditions in which the force majeure clause can be applied. If such a situation occurs, you must immediately inform INEA. Beneficiaries must immediately take all the necessary steps to limit any damage due to force majeure (e.g. cancel tickets and reservations, claim possible cost reimbursements). At the moment of the periodic payment, based on the information provided in the periodic report, INEA will examine for each individual case the possible eligibility of costs based on the application of Article 51.
Ongoing and potential future amendments should continue to be prepared as usual. We invite you to contact your project manager to discuss the desirability of integrating unavoidable updates to timings of deliverables and milestones along with other changes requiring an amendment. In well justified cases, INEA will show the necessary flexibility when reviewing your requests.
If the exceptional circumstances mean that implementing your project – or any part of it - becomes impossible or excessively difficult, particularly because of force majeure, then your consortium can immediately suspend under Article 49.1 of the Grant Agreement by following the procedure set out here. If this situation applies to your project, you should first discuss this with your INEA project officer, who can guide you, if necessary.
Lastly, please visit regularly the Funding and Tenders Portal where Frequently Asked Questions related to impacts of the spread of the coronavirus Covid-19 for H2020 programme implementation can be found. National Contact Points are regularly updated with relevant information.
On behalf of all INEA staff, we would like to wish you all the best under these difficult circumstances.