This page contains the general questions regarding the 2013 Calls submitted to the Calls Helpdesk.
This FAQ (Frequently Asked Questions) list is based on the rules and conditions contained in the legal documents relating to TEN-T Calls for Proposals. It is intended to ensure that the same guidance is provided to all potential applicants, and does not in itself have legal value.
This page and the individual FAQ pages per field are provided for reference purposes only.
The general FAQ may address issues not necessarily related to the specific priorities of the 2013 Call for proposals. For any questions related to specific priorities of the on-going Calls, please refer to the individual Call's website where the specific FAQs are published.
1.1 What is the current list of Priority Projects?
Priority Projects are defined in Article 23 and Annex III of the TEN-T Guidelines, which contain the list of Priority Projects. This is the only valid legal document that refers to the TEN-T Priority Projects and it also constitutes the legal basis for the projects eligibility under these calls for Proposals.
1.2 What is the distinction between a "global project" and a "proposed action"?
A Global Project is defined as a project in which several technically and financially separated parts (including one or more actions) contribute to the completion of a high, indivisible objective. For example, a railway line connecting two or more metropolitan areas can be composed of several sections which are technically and financially identifiable, but the line (i.e. the global project) cannot start operations until all of the sections are complete.
Similarly, an Action is defined as a set of activities for which Union funding is requested, by means of an individual financing Decision established following a call for proposals. It is possible in some cases that an Action coincides with the respective global project, depending on their nature and size.
1.3 Does the notification that an action has been/could be identified as a cross-border section, stated in section 3.7 H. of the Application Form B.2, only apply to TEN-T Priority Projects or also to projects on/along the conventional rail network of TEN-T which are related to Priority Projects?
1.4 What is the definition of "services" in the context of TEN-T Programme?
The TEN-T Regulation does not provide a definition of "service". In line with Directive 2004/18 of 31 March 2004 on the coordination of procedures for the award of public works contracts, public supply contracts and public service contracts (OJ L 134, 30.4.2004, p. 114), service contracts cover all intellectual and non-intellectual services other than those covered by supply contracts, works contracts and building contracts. Those services are listed in Annexes IIA and IIB to Directive 2004/18.
1.5 What is an "implementing body"?
An "implementing body" is a public or private undertaking or body designated by a Member State or an International Organisation, on its responsibility, to implement the Action. This decision is not mandatory (please refer to the provisions of Article III.5 of the model funding Decision.
If a Member State or an International Organisation choose to designate an implementing body, it is obligatory to fill in the Application Form, Part A2.4.
1.6 Is the testing and developing of tools considered to be a study in the context of the TEN-T Programme?
Indeed, studies that include pilot components and activities are considered to be studies in so far as they comply with the definition given under Article 2(8) of the TEN-T Regulation:
"Studies means activities needed to prepare project implementation, including preparatory, feasibility, evaluation and validation studies, and any other technical support measure, including prior action to define and develop a project fully and decide on its financing, such as reconnaissance of the sites concerned and preparation of the financial package".
The co-funding rate of maximum 50% applies.
1.7 What is the definition of "facilities"?
The Work Programmes and the Calls for Proposals do not provide a definition of "facilities".
1.8 What is a "conflict of interest"?
A conflict of interest can arise from economic interests, political or national affinity, family or emotional ties or any other relations or shared interest detected by the evaluation committee. One of the examples of potential conflict of interest is submitting a tender by an economic operator who was involved in the preparation of the tender specifications.
Any public or private undertaking or body applying for EU financial aid has to submit a declaration certifying, amongst others, it is not subject to a conflict of interest during the grant procedure (see Application Form, Part B.1, Annex I).
1.9 What is understood by "Member States" in the context of TEN-T calls for proposals?
While there is no legal definition of Member States, they are normally mentioned as those which have signed the Treaty on the Functioning of the European Union. In the context of the TEN-T calls for proposals, "Member States" are associated with Ministries (and not other national, regional or local public bodies or undertakings).
1.10 What are the criteria for projects of common interest?
The definition of projects of common interest is laid out in Article 7 of the TEN-T Guidelines.
1.11 Which criteria does a proposal have to meet to be considered to be part of a Priority Project?
In order for a proposal to be considered as part of a Priority Project it has to be located on an axis/project as stipulated in Annex III of the TEN-T Guidelines.
1.12 What is the definition of "Studies"?
Studies are defined in Article 2(8) of the TEN-T Regulation as follows activities needed to prepare project implementation, including preparatory, feasibility, evaluation and validation studies, and any other technical support measure, including prior action to define and develop a project fully and decide on its financing, such as reconnaissance of the sites concerned and preparation of the financial package.
1.13 What is the definition of "Works"?
Works are defined in Article 2(9) of the TEN-T Regulation as the purchase, supply and deployment of components, systems and services, the carrying out of construction and installation works relating to a project, the acceptance of installations and the launching of a project.
1.14 Could a proposal for works include studies related to the works?
The amended 2013 Work Programmes stipulate in their sections 6.2.4 that a proposal must address either works or studies, within the meaning of Article 2(8) and (9) of the TEN Regulation. This applies also in the area of Motorways of the Sea, unless it is clearly demonstrated that the undertaking of the works is not dependent on the execution and/or conclusion of the study.
1.15 What is the difference between a real-life trial and a demo?
Real-life trial is a pilot deployment of 'final to market' technologies in a part of the market, in view of their market take-up or full scale deployment. It may be seen as early implementation. A demo is a testing phase, prior to the "real-life trial" phase, aimed at potential users and done under a specific testing environment not fully covering a real-life situation, e.g. using a prototype.
1.16 What is the definition of a "study with physical intervention"?
Studies with physical interventions may include interventions aimed to define and develop a project fully and decide on its financing or final design, such as reconnaissance of the sites concerned (i.e. drilling for recognition of soil in in view of building permit request, etc.).
1.17 Where can I find the definition of "Co-ordinating Applicant"?
For a definition of "Co-ordinating Applicant" please refer to the Guide for Applicants, Glossary and Acronyms: "For multi-applicant proposals, the coordinating applicant leads and represents all of the applicants. He / she acts as the point of contact with the Commission in submitting the proposal. Unless specified otherwise by the applicant it is assumed that a proposal's coordinator becomes automatically the Action's coordinator if the proposal is selected for funding. The coordinator will perform the tasks described in Article I.4.2 of the model funding Decision."
1.18 What does the abbreviation NUTS II mean?
The NUTS classification (Nomenclature of territorial units for statistics) is a hierarchical system for dividing up the economic territory of the EU used by EUROSTAT. You can find more information on it at the following link: http://epp.eurostat.ec.europa.eu/portal/page/portal/nuts_nomenclature/introduction.
1.19 What is the co-funding rate for studies including pilot deployment of technologies?
Studies that include pilot deployment of technologies and/or of enabling infrastructure and facilities are considered to be studies in so far as they comply with the definition for "studies" given under Article 2(8) of the TEN-T Regulation. The co-funding rate of maximum 50% applies.
1.20 Could train station buildings also be considered eligible for funding?
There is no formal definition of station buildings used in the TEN-T Programme. In general, station buildings as such are not a priority of the 2013 calls for proposals and hence unlikely to receive TEN-T assistance. However, elements directly relating to rail transport infrastructure and/or rail transport operations (such as construction or upgrade of tracks, ERTMS track-side equipment etc. within a station's perimeter) are of higher priority.
Other elements indirectly relating to rail transport infrastructure and/or rail transport operations (for example platforms that have to be modified because of a new track or special constructions, e. g. an elevator to the platform that allow for interoperability between transport modes) could also be considered as a priority. However, decision on whether such elements are to receive TEN-T financing is subject to a case by case evaluation of the submitted proposals.
1.21 Does the concept of affiliated entities apply also to Member States, in particular to different levels of public authorities?
Member States do not have to list affiliated entities. The affiliated entity definition does not apply to a relationship between national administration and other (i.e. local) levels of public authorities.
1.22 What is the definition of "hinterland" in the context of the Motorways of the Sea multi-annual call?
Although the TEN-T Programme provides no specific definition for the term "hinterland" this usually refers to the geographical area where the majority of transport routes connecting with a specific port are located. In broad terms, it is the area with an immediate access to the port, serving the port in its operations and connecting it with the rest of the land transport network of the area. By way of non-exhaustive examples, it may concern an integrated connection in the door-to-door logistics chain based on a MoS link of a port, i.e. to/from a specific logistics centre or industrial cluster generating cargo for the MoS service, or a section constituting a transport bottleneck in the port's accessibility.
Depending on the port location and specificities, the modes of transport from the port and other factors, the extent of a port's hinterland may vary in geographical coverage and may also overlap with hinterland of other ports.
2.1 Are there any limits as to the financial size of private undertakings which can apply for funding?
There are no limits as to the size of private undertakings or bodies. However, please note that the applicant has to show that it has enough financial capacity (see Application Form part B.1, Annex III) to carry out the activities proposed.
2.2 Are universities (public or private) or businesses (SMEs, large enterprises, etc.) eligible to participate in these Calls?
Section 6.1 of the amended 2013 Annual and Multi-Annual Work Programmes specifies that only written applications submitted by legal persons of private or public law legally constituted and registered in a Member State are eligible for EU financial support. Applications must be presented by one or more Member States, and/or with the agreement of the Member States concerned, by international organisations, joint undertakings, or public or private undertakings.
Pursuant to this section, universities and SMEs are eligible to apply for funding. Nevertheless the university's or SME's participation would require the agreement of the Member State concerned to be provided in the Application Form, Part A2.4. The latter must be duly signed and stamped (see also Guide for Applicants, Section 5.1).
2.3 Could a regional authority submit a proposal on its own or should this be done via the central Ministry?
The calls for proposals are based on the TEN-T Regulation and its Article 4 stipulates that applications for Community financial aid shall be submitted to the Commission by one or more Member States or, with the agreement of the Member States concerned, by international organisations, joint undertakings, or public or private undertakings or bodies.
This implies that a regional authority (e.g. a German State/Land), as a public entity, may submit an application, but the official approval of the Member State (e.g. federal government) concerned would be required.
2.4 Could one of the partners in a proposal be from outside the EU? Would such a proposal be eligible?
A proposal may involve partners from outside the EU, however in no case third countries or legal or natural persons established outside EU countries can be beneficiaries of TEN-T funding.
This provision is set out in Article 4 of the TEN-T Regulation: "Applications for Community financial aid shall be submitted to the Commission by one or more Member States or, with the agreement of the Member States concerned, by international organisations, joint undertakings, or public or private undertakings or bodies."
2.5 Could applicants from European countries, which are not part of the EU or have only candidate status, e.g. Norway or Turkey receive funding from this programme while being part of a consortium consisting of other Member States?
In no case can third countries or legal or natural persons established outside EU countries be beneficiaries of the funds. This provision is set out in Article 4 of the TEN-T Regulation: "Countries that are not Member States are not prevented from being members of a consortium that undertakes a TEN-T funded project, but they cannot receive any TEN-T funds."
2.6 Could a non-EU legal entity with a branch office registered in one EU Member State apply for funding (e.g. a Norwegian entity established in Sweden)? If so, should it be the main office which applies or the branch office in the EU Member State?
Pursuant to section 6.1 of the amended 2013 Work Programmes concerning the eligibility of applicants, only written applications submitted by legal persons of private or public law legally constituted and registered in a Member State are eligible for EU financial support.
Therefore, on condition that the branch of a non-EU company has legal personality in the EU Member State where it is established (i.e. the Norwegian company in Sweden), it would be entitled to submit a proposal, provided that it obtains the support of the EU Member State of its establishment represented by the responsible ministry. The agreement of the Member State concerned is to be provided in the Application Form, Part A2.4. The form must be duly signed and stamped (see also Guide for Applicants, Section 5.1)..
2.7 Is it possible to award TEN-T funding to a large enterprise?
Private entities and undertakings are eligible to apply for funding, with the approval of the Member State as per Section 6.1 of the amended 2013 Work Programmes. The size of the enterprise is of no relevance to its eligibility.
2.8 Is there a limit to the number of applicants and Member States per proposal?
A proposal may be submitted by as many applicants as necessary for the implementation of the Action. In other words, there is no limit to the number of applicants per Action and/or per Member State.
Please note that all proposals in the areas of Motorways of the Sea (MoS) must include applicants from and be supported by a minimum of two different Member States and all proposals for works projects in the area of Intelligent Transport Systems (ITS) must include applicants from (and be supported by) a minimum of three different Member States, as specified in the Section 6.1 of the amended Multi-Annual Work Programme 2013.
Should the Action be selected, the applicants become automatically beneficiaries of the Action (Guide for Applicants, Section 5.1) and they are responsible for the implementation of the project.
2.9 Can projects that have started and are already being implemented apply for funding?
Projects that have already started can apply for funding. However, the eligibility period for the TEN-T funds is defined as follows:
2.10 Are joint ventures eligible to apply?
If the joint venture has the status of legal person under private or public law it may act as an applicant. The application would also be subject to agreement of the concerned Member State(s).
2.11 Would the costs incurred by an affiliated entity be considered eligible?
In accordance with Article 122 of the Regulation (EU, Euratom) No 966/2012 on the financial rules applicable to the EU budget, entities that satisfy the eligibility criteria and that do not fall within one of the exclusion situations referred to in the relevant Call text (Section 3.1) and Work Programme (section 6.3) and that have a link with the beneficiary, in particular a legal or capital link, which is neither limited to the Action nor established for the sole purpose of its implementation are to be considered as entities affiliated to the beneficiary.
Costs incurred by entities affiliated to a beneficiary may be accepted as eligible. In such a case, the following conditions shall apply cumulatively:
(a) the entities concerned are identified in the grant decision;
(b) the entities concerned abide by the rules applicable to the beneficiary under the grant decision with regard to eligibility of costs and rights of checks and audits by the Commission, European Anti-Fraud Office (OLAF) and the Court of Auditors.
Information on the involvement of such entities in the implementation of the proposed Action should be provided in the relevant sections of the Application Form.
2.12 Do proposals need to include more than one applicant to be eligible under the 2013 calls for proposals?
As specified in the Section 6.1 of the amended 2013 Multi-Annual Work Programme, proposals submitted under the 2013 MAP Call for proposals on Motorways of the Seas (MoS) must include applicants from at least two different Member States. Proposals submitted for works under the 2013 MAP Call for proposals on Intelligent Transport Systems (ITS) must include applicants from a minimum of three different Member States. Under all other 2013 Calls, a proposal may be submitted by a single applicant from a single Member State.
2.13 Could a non-profit organisation or an association designate its members as affiliated entities?
In Annex 5 of the Guide for Applicants affiliated entity is defined as follows:
"Affiliated entity" means any legal entity that is under the direct or indirect control of an applicant, or under the same direct or indirect control as the applicant, or directly or indirectly controls an applicant. Control may take any of the following forms:
(a) the direct or indirect holding of more than 50% of the nominal value of the issued share capital in the legal entity concerned, or of a majority of the voting rights of the shareholders or associates of that entity; or
(b) the direct or indirect holding, in fact or in law, of decision-making powers in the legal entity concerned.
In view of the above definition, a non-profit organisation or an association may not be in a position to list its members as its affiliated entities.
2.14 Our region is an owner of the port, which is managed through a concession. Is it possible for the concessionaire to receive payments directly from the TEN-T Programme? Or will payments have to go through the region?
The contribution could be paid directly to the concessionaire only if the concessionaire is designated as one of the beneficiaries in the Grant Decision and incurs costs in relation to the project. This implies that the concessionaire would be one of the applicants in the proposal submitted.
2.15 Is a trust eligible to apply for a grant under the TEN-T Programme?
A trust is eligible to apply for a grant under the TEN-T Programme, but it has to clearly identify itself as a public or a private entity. It is the responsibility of the applicants to verify their legal status against the applicable national legislation and the definition of public sector bodies provided in the Annex 5 of the Guide for Applicants.
2.16 Do we have to submit a partnership agreement at the time of the proposal submission? The consortium for the project is almost built but additional partners may be added at a later stage.
A partnership agreement is not required for a proposal's submission. However, it might help in demonstrating the proposal's maturity.
The selection of proposals is based on the consortia, activities and budgets as described in the proposals. Therefore a consortium should in principle be completed at the time of the submission of the application. Only in exceptional and unforeseeable circumstances and with approval of the Commission and the INEA can beneficiaries be replaced or complemented by other beneficiaries, provided that the action's initial scope and deliverables are still met.
Requests for such modifications have to be signed by all original applicants and are subject to the fulfilment of the eligibility and selection criteria. Under no circumstances may they lead to any substantial amendments which would change the nature of the original application evaluated and selected or to an increase in the TEN-T assistance initially requested.
 Established in line with Council Regulation (EEC) N° 2137/85 of 25 July 1985.
3.1 Could a legal entity from a Member State apply for funding for an Action to be implemented in a third country?
Without precluding the right of eligible legal entities from Member States to apply for funding, third countries or legal or natural persons established outside EU countries can in no case be beneficiaries of the funds (pursuant to section 6.1 of the amended 2013 Work Programmes).
Moreover, financial aid can only be awarded to projects of common interest, which contribute to the objectives and priorities defined in the framework of Decision 661/2010, i.e. to projects which are located on Member States territory.
3.2 Can a project with an end date after 31 December 2015 be funded?
A global project can end after 2015 and be partly funded under the 2013 Work Programmes, but only the eligible costs incurred until 31 December 2015 will be reimbursed in line with the Work Programmes, the call texts and Article III.3.16. of the model funding Decision, as long as the grant Decision includes clear information about which part of the global project will be funded until the end of 2015, with activities clearly identifiable at that moment. Please also note that the deadline of 31 December 2015 is final and cannot be extended. Therefore, no costs incurred beyond that date can be introduced in the Application Form (including the eSubmission module in TENtec).
3.3 Are activities concerning a section that is not included in the current TEN-T network, but is foreseen to be part of the future Core Network proposed in the recent revision of the TEN-T network eligible?
The legal basis for this call for proposals are Decision 661/2010, Regulation_680/2007 and the call texts. Therefore, proposals that are not covered by Article 7 of Decision 661/2010 cannot be considered eligible under the current call.
The recently adopted TEN-T (Regulation 1315/2013) and CEF (Regulation 1316/2013) regulations are not applicable as legal basis to the 2013 TEN-T calls for proposals. The current call, however, gives priority to those proposals which contribute to creating a mature project pipeline for 2014 and beyond, to be implemented under the Connecting Europe Facility (CEF).
3.4 Would it render a proposal ineligible if one activity among several included in this proposal is considered as not being eligible for funding?
Should such a situation occur, the Evaluation Committee will take the final decision on whether or not to support the proposal depending on:
However, if the proposal is selected for funding the costs of any ineligible activities are not considered as eligible or transferred to other activities.
3.5 Can an application include a number of investment projects provided that those are all related to the same global project?
Such activities can be part of the same proposal as long as studies and works are not mixed.
3.6 May proposals related to studies on Priority Projects be financed under Priority 1 of the 2013 Annual Programme?
The amended Annual Work Programme, Section 2, clearly states: "Actions linked to any priority project, in accordance with art. 23 of the TEN-T Guidelines may not be supported under this priority."
3.7 May proposals related to studies on projects of common interest (but not located on Priority Projects) be financed under the 2013 Multi-Annual Programme Calls for proposals?
Applications submitted under the Actions on Priority Projects call under the Multi-annual Work Programme should focus exclusively on the Priority Projects (cf. section 3.1.1 of the Multi-annual Work Programme).
3.8 May Private Public Partnership (PPP) proposals be submitted under the 2013 calls, even if support to PPPs is not an explicit priority under any of the calls?
Proposals aiming at preparing PPP projects are indeed eligible to apply under the 2013 call, provided they meet all the eligibility criteria and the specific objectives of the call under which they apply.
3.9 Could a proposal, which will not have obtained the relevant permits (e.g. building permits) before the submission deadline, be eligible? Could applicants supply instead copies of the requests submitted to the competent authorities?
Matters related to the maturity of an action, such as the availability of building permits, are not part of the eligibility criteria. Maturity is one of the award criteria against which proposals will be evaluated by external experts (please see the Guide for Applicants for further details on the evaluation procedure).
Applicants should describe the actual state of their project to the best of their knowledge within the Application Form. Additionally, they may choose to annex documents which support this description.
3.10 What is the maximum size of a project that can apply under the 2013 calls for proposals?
The 2013 work programmes and call texts do not specify a maximum level of EU contribution to the eligible costs of a proposed Action, only the maximum possible rates of co-funding. The applicable co-funding rates can be found in the section 9 of the respective work programme. The call texts in section 4.1 do however specify that the total requested contribution to the eligible costs of a proposed Action should not be less than €500,000.
For the field of innovation both the annual and the multi-annual calls provide the following indicative size of actions:
a) up to €0.5 million for studies without deployment
b) up to €5 million for studies with regional or local pilot deployment in at least one Member State
c) for more than €5 million, with an indicative max of €25 million, for studies with deployment on a scale of a trajectory/corridor of at least 500km serving at least two Member States
Please note that there are also specific funding conditions per Priority Area under the ERTMS multi-annual call for proposals.
3.11 How to interpret the formulation "Actions linked to any priority project, in accordance with Art. 23 of the TEN-T Guidelines shall not be supported under this priority” under heading 2.1. of the 2013 Annual Work Programme?
Actions that are located on a Priority Project as defined in the Article 23 and the Annex III of the TEN-T Guidelines, can only apply under the multi-annual call for proposals in the field of priority projects, provided of course they meet other eligibility criteria and address the objectives and priorities of the 2013 multi-annual work programme and the call for proposals in this field.
A proposed Action which is not located on a Priority Project but falls under the definition of a project of common interest, according to Article 7 of the TEN-T Guidelines, is eligible to apply under the 2013 annual call for proposals.
4.1 How should an applicant handle the electronic submission of the Member State's agreement?
Each applicant that is not a Member State needs to provide the agreement of the responsible Ministry. The latter needs to sign and stamp section A2.4 of the Application Form Part A (see also the Guide for Applicants, section 6.3.1). Normally, applicants scan the original A2.4 form (which has the final project code marked on it) and include it among the electronic version of the files, which are submitted together with the original hard copy.
It is no problem if the Ministry provides its validation to the draft version of Form A2.4. The applicant will then have the responsibility to submit the draft form in TENtec and obtain the final unique project code. The applicant will have to mark this code (by hand) on the A2.4 original hard copy to be submitted.
4.2 In case of multi-beneficiary proposals, could Application Form A2.4 be circulated to the concerned Member States in parallel, who would then sign it without the final TENtec number?
Yes, on condition that the final version of the Application Form Part A sent to the Agency contains the final TENtec number, which can be added by hand.
4.3 In case of a multi-beneficiary proposal involving several Member States, would it be possible to exempt private undertakings from the obligation to get the approval from all Member States (e.g. in case of a proposal concerning the retrofit or upgrade of multi country (corridor) locomotives with ERTMS).
No. The provision allowing the validation of a proposal by only one Member State is only applicable to proposals submitted by international organisations or European Economic Interest Groupings or other international bodies. It does not apply to private undertakings under any circumstances (please see section 6.3.1 of the Guide for Applicants).
4.4 What are the responsibilities of the Member States concerned during the implementation phase? Is there any description of such responsibilities (e.g. validation of ASR, validation of the final report, etc.)?
The obligations and responsibilities of the Member States are defined in Article 11 of the TEN Financial Regulation as well as in the model funding Decision. The model funding Decision is available for download on each of the call website:http://tentea.ec.europa.eu/en/apply_for_funding/follow_the_funding_proce....
4.5 Our proposal involves several partners from different areas of activities (e.g. university, port authority, private company). Should the application contain the approval of each Ministry concerned by the area of activity of each partner (e.g. Ministry of Education, Ministry of Transport, etc.)?
A Member State can be represented by any of its Ministries. However, current practice suggests that in the context of the TEN-T programme only one Ministry per Member State supports the applications for proposals and it is normally the Ministry in charge of managing the TEN-T Programme in the Member State concerned.
Please also note that the Ministry giving its approval should be fully aware of the responsibility this entails, and should be prepared to sign and validate the project reports in line with Article 11 of TEN-T Regulation.
Please also remember that for multi-applicant proposals, section A2.4 must be signed for each applicant (even if there is more than one applicant from a single Member State).
4.6 In case of a corridor study concerning several Member States, but with only one applicant in the proposal, how many A2.4 forms should be provided?
Only one A2.4 form per applicant and per Member State should be submitted. However, if the study concerns other Member States as well, please make sure that the study receives the necessary support from the other Member States concerned (i.e. Member States on the territory of which the action will be implemented).
4.7 What is the legal basis for the validation of proposals by Member States?
The legal base is the TEN-T Regulation, Article 4, "Submission of applications for Community financial aid": "Applications for Community financial aid shall be submitted to the Commission by one or more Member States or, with the agreement of the Member States concerned, by international organisations, joint undertakings, or public or private undertakings or bodies."
4.8 For purposes of validation by Member States, how should the applicant determine which Member State is concerned?
The practical steps to take are described in the Guide for Applicants, Section 6.3.1, "Conditions for Applicants", notably: "For the purposes of the validation provided in section A2.4 of the application form Part A, as 'Member States concerned' have to considered all Member States on the territory of which the action will be implemented."
4.9 Do public bodies also require the support of Member States?
Yes, as specified in the Guide for Applicants, Section 6.3.1, applications must be presented by one or more Member States, and/or with the agreement of the Member States concerned, by international organisations, joint undertakings, or public or private undertakings.
Therefore public bodies also require the support of Member States by filling in Form A2.4. In practice, agreement of the Member State(s) concerned is confirmed by the stamp and signature of section A2.4 of the Application Form Part A by the relevant Ministry(ies). It is not necessary to attach another declaration.
4.10 Is it possible to send the original hard copy of the Application Form Part A (section A2.4) with scanned signature and stamp of the responsible Member State?
As specified in the Guide for Applicants, Section 5.3.1, the printout of the Application Form Part A, generated by the TENtec eSubmission module after the electronic submission should be sent in one signed original and four additional copies if the proposal is submitted in English.
Therefore, the applicant needs to send in the Application Form Part A2.4 containing the original signatures and stamps.
4.11 How many Member States must validate an application submitted by an international body for an action to be implemented in several Member States?
In the case of a submission by an international organisation, as specified in section 6.3.1 of the Guide for Applicants, one Member State would be enough to validate the participation in the proposal of this organisation/entity by signing and stamping section A2.4 of the Application Form Part A2.4. This Member State should be fully aware of the responsibility of all the proposal's activities that this entails, and should be prepared to sign and validate the project reports, in line with Article 11 of TEN-T Regulation.
4.12 For a proposal including several applicants from several Member States, which Member State will be responsible for validation of the Action Status Reports (ASR) if the project is selected?
For multi-beneficiary actions, all the Member States that have validated the application are also responsible to validate the ASR, in line with Article 11 of the TEN-T Regulation, and other reports.
4.13 How to generate additional Forms A2.4 if there are more Member States concerned by the project that need to provide their approval than applicants?
It is not possible to generate additional A2.4 sections in the eSubmission Module, if there are more Member States concerned by the proposal than applicants in the same project. Therefore please use the application form Part A's MS-Word version that is available on each call page to obtain the approvals of additional Member States necessary for your proposal. Once the second (or any subsequent) Member State has provided completed, signed and stamped A2.4 form, please scan this form and upload it in the eSubmission Module as all parts of Part A have to be electronically submitted. Then, include the original version (with stamps and signatures) in the complete hard copy submission.
Moreover, do also add thescanned version to the application form files that have to be submitted on CD-Rom/DVD to ensure consistency of information between the hard copy and electronic version of your proposal.
4.14 A proposal is addressing ETCS equipment of locomotives which are in the ownership of a company in one Member State but will be rented to an affiliated entity in a second Member State. Furthermore these locomotives will be operating within this and also within a third Member State. Would the validation on Form A2.4 of any other Member State other than the one of the company owning the locomotives be required?
As explained Section 6.3 of the Guide for Applicants, all Member States concerned by the proposed Action must provide their validation of the proposal by signing the Form A2.4. Concerned Member States are considered all Member States on the territory of which the action will be implemented. In the case you describe we would assume only the member state of the organisation owning the locomotives to be concerned.
However, please be aware that the locos' owner would subsequently have to obtain the approval of the competent national railway authority in the respective Member State(s) in order to operate them on the respective railway network.
5.1 Is it mandatory to provide a cost-benefit analysis?
Although not mandatory, applicants are strongly encouraged to submit a cost-benefit analysis (or the respective executive summaries) of the proposed action should these be already available. This adds to the quality of the proposal and hence may increase the chances for better scoring against this award criterion. There are no guidelines for content or form of cost-benefit analysis, however best international practice is advised.
5.2 Is it preferable to attach a Gantt chart in Microsoft Project, or insert a concise .pdf version of it?
While other formats would also be acceptable, we recommend providing a Gantt chart in .pdf format.
5.3 Do supporting documents have to be official documents (e.g. consultants' reports) or is it possible to also submit internal documents as annexes to the application? Should supporting documents be translated into English?
There is no restriction as to which type of documents could be submitted as annexes to a proposal. Guidance on how to submit such documents is provided in Section 7 of Annex 3 to the Guide for Applicants. There is no obligation to translate such annexes into English.
6.I.1 Is it required for railway actions to fill in Application Form Part B1 point 2 "compatibility with EU policy on interoperability" already in the case of studies? A certification seems to be difficult in that stage of preparation.
The certification on interoperability is not applicable to studies. However, the study's anticipation of compatibility of future works with the EU policy on interoperability will be assessed/checked during the selection.
6.I.2 Section on compatibility with EU policy on interoperability in the Application Form Part B1 applies to rail actions only. If one of the activities of the Motorways of the Sea project includes construction of a railway terminal in a port, should this section of the Application Form be completed?
For any action involving, even only partly, the construction of railway infrastructure the section of Part B1 on compatibility with EU policy on interoperability needs to be completed.
6.II.1 If one of the applicants in a multi-applicant proposal is in one of the situations listed in the Application Form B1's Annex I, can the application still be eligible?
In accordance with section 6.3 "Grounds for exclusion" of the amended 2013 Work Programmes, each applicant, be it public or private, is requested to sign Annex I of the Application Form B1 to certify that it does not fall into one of the exclusion situations listed in this Annex. Please note that an applicant found to be in one of these situations (and thus not in the position to sign Annex I) will not be considered eligible for receiving Union financial assistance under this call.
For further details, please also refer to Articles 93, 94, 96 and 114 of the EU Financial Regulation, available here: http://ec.europa.eu/budget/biblio/documents/regulations/regulations_en.cfm#2.
6.II.2 Within a Global Project studies have received funding from the Structural Funds. Can we apply for TEN-T financial aid for subsequent activities?
In general, no double funding from Union sources is allowed for the same activity (section 6.2.3 of the Work Programmes): 'No Union financial aid shall be awarded for parts of projects receiving funds from other sources of Union financing.'
It is possible however that a global project receives funding from different EU instruments for different activities to implement the global project. However, such activities have to be operationally and financially managed and reported separately to exclude any ambiguity of double funding.
6.II.3 During the evaluation following the closure of the Call for Proposals, is it permissible for an applicant to change its legal status?
Each proposal is evaluated on the basis of the information submitted in the official application form. Changes in the legal status of an applicant would be considered in the case that a proposal would be retained for funding after the evaluation. These may occur at any moment of the project implementation and have to be duly notified in line with the provisions of the model funding Decision.
6.II.4 How does the "de minimis" rule apply to TEN-T?
The "de minimis" rule is a regulation that also applies to private enterprises operating in TEN-T funded projects. In this context, applicants have to provide information on their proposals' compatibility with EU law on state aids in the Application Form B.1's section 3.
Please refer to Commission Regulation No 1998/2006 of 15 December 2006 on the application of Articles 87 and 88 of the Treaty to de minimis aid for more details (http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2006:379:0005:0010:EN:PDF
The proposal also needs to demonstrate an EU added value as any other TEN-T funded project.
6.III Environmental law
6.III.1 Application form B1 requires information about impact of the Action on Natura 2000 sites by providing a declaration by the relevant authority. In case the Action is located near a border and the Natura 2000 site extends on the other side of the border, should the relevant authorities of both Member States provide the declaration?
Any project likely to have a significant effect shall be subject to appropriate assessment of its implications for the site in view of the site's conservation objectives.
The Environmental Impact Assessment (EIA) Directive (2011/92/EU) states in its Article 7 that: "Where a Member State is aware that a project is likely to have significant effects on the environment in another Member State or where a Member State likely to be significantly affected so requests, the Member State in whose territory the project is intended to be carried out shall send to the affected Member State as soon as possible and no later than when informing its own public, inter alia:
(a) a description of the project, together with any available information on its possible transboundary impact;
(b) information on the nature of the decision which may be taken."
and further on in Art 7, paragraph 4:
"The Member States concerned shall enter into consultations regarding, inter alia, the potential transboundary effects of the project and the measures envisaged to reduce or eliminate such effects and shall agree on a reasonable time- frame for the duration of the consultation period."
Therefore, if an EIA has been done, the transboundary consultation has been done and it was approved by the environmental authorities, the certificate may be accepted if it is signed only by the environmental authority of the country of the promoter of the project.
This option may be accepted too if the studies foreseen in the Article 6.3 (and 4) of the Habitat Directive (92/43) have been done in agreement between the two countries concerned.
If this is not the case, each Member State must take the responsibility for each own Natura certificate.
We would also suggest that you get in contact with your competent environment authority and ask whether it would need to anyway consult the authorities of the other Member State concerned.
6.III.2 For a study with physical intervention for which the precise location of interventions is unknown, how should the section on compliance with EU law in form B1 be filled in?
As stated in the Application Form Part B1 and in the Guide for Applicants, studies including physical intervention need to fulfil the environmental requirements in line with the EU Directives listed in Application Form Part B1.
More specifically, "all construction activities and studies implying physical interventions (destructive tests, excavations, any activity related to a Natura 2000 site...) are required to demonstrate their compatibility with Union policy on environment, meaning they have to fill in this section of the Application Form Part B1. In particular, applicants must state that all relevant environmental, nature conservation and water bodies have been consulted, and that the project complies with the environment-related European Directives."
If studies deal with determining the location of future projects, applicants should at least indicate where the physical interventions to be performed in the context of the study will be located and what the environmental impact caused by these interventions might be (see sections 1.4, 1.5 and 1.6 of Form B1).
For further reference, consult the following document on how the EU Environmental Directives are applicable to TEN-T Projects, available here: .pdf (874 KB)
6.III.3 If a proposal is still expecting authorisations/certificates by the time of submission will it be evaluated? Is it possible to submit the authorisations/certificates during the evaluation period?
In general, a proposal is not excluded from being evaluated when relevant environment certificates have not been provided with the application or are still in the process of being obtained at the time of submission. However, the lack of all environmental permissions may have an impact on the maturity of the action during the evaluation phase. If an environmental study and/or approval of the environmental authority is required but it is not yet complete, this should be indicated in the Application Form Part B1, clearly indicating the current status of the process and the expected date of approval. If the proposal is selected for funding, the individual Commission Decision will be adopted only if there are no doubts about the fulfilment of the environmental legislation.
6.III.4 If a proposal contains different activities located on different sites, which require approvals from different authorities, would it be possible to submit Application Form Part B1 per activity rather than for the whole proposal as it facilitates the process of collecting signatures?
Yes, such an approach is possible.
6.III.5 If the proposal concerns a study with no physical intervention, should points 1.1 to 1.6 in the Application Form Part B1 be filled out?
As specified in the Guide for Applicants (Annex 2, section 2.1, bullet point 2), proposals for studies not involving physical interventions do not need to demonstrate their compliance with Union environmental law and therefore the signature of the Environmental Authority(ies) is not required. The application must clearly state that no physical intervention will take place as part of the proposed Action.
6.III.6 If in some member states the EIA/SEA assessment is not conducted or supervised by an environmental authority, who should give the certifications mentioned in the Application Form Part B1?
It is up to the applicant to verify which is (are) the competent authority(ies) entitled to sign the relevant sections of Form B1 in accordance with the applicable national legislation.
6.III.7 Does installing an energy effective engine in a new-build vessel fall under the category of "physical interventions" requiring approval by the competent (environmental) authority?
Studies with physical interventions, as explained in the Guide for Applicants, Annex 2, Section 2, imply activities such as destructive tests, excavations and any activities related to a Natura 2000 site. A study involving installation of an energy effective engine in a new build vessel is considered as having a physical intervention but probably the works are out of the scope of the EU Environmental Directives mentioned in the application form. The relevant environmental authority in your Member State has to confirm this (or not).
6.III.8 We are planning to re-submit a proposal which was not selected for funding under a previous call for proposals. Can we re-use the forms previously signed and stamped by the environmental authorities from the Application Form, Part B.1 ''compliance with EU policy and law''?
The signed declarations from the previous submission of the project can be reused, if the environmental authority agrees that its endorsement for the project remains valid. Compliance of the project with the EU environmental legislation will be verified following the submission of the proposal and the project's chances for being selected may be jeopardised in case any inconsistencies are found. It is strongly recommended to consult the relevant environmental authorities regarding their endorsement of the project.
6.III.9 Does each applicant in a multi-beneficiary proposal have to complete sections related to the compliance with EU policy on environmental protection of Part B1 of the Application Form?
Part B1 concerning the compliance with EU policy on environmental protection needs to be completed for each action with physical intervention and not for each applicant. A proposed action may include different works in different locations (or even countries) that might require approvals from different authorities. Therefore, the respective sections of Form B1 as many times as the number of the respective environmental authorities to be consulted. Please also see FAQ 6.III.4 in this respect.
6.III.9 In our Member State the authority responsible for monitoring the Natura 2000 sites is different from the environmental authority responsible for issues such as environmental impact assessment. Which authority should be signing the declaration relevant to Natura 2000 sites and related parts of the Application Form Part B1?
Sections of Part B1 of the Application Form related to the Natura 2000 sites, including Annex IIA of the form, should be signed by the authority responsible for monitoring the Natura 2000 sites, in line with the division of tasks between the authorities in that particular Member State.
6.III.10 Which country’s environmental authorities should deal with the compliance with EU environment law (Application Form Part B1) for a proposal in the field of MoS concerning retrofitting of ships that are owned by a company in and will sail under the flag of Member State A while the they will sail between two other Members States B and C?
It would be most appropriate to consult the environmental authorities in the country where the works of retrofitting the vessel(s) will be implemented.
7.1 What are the minimum and maximum rates for EU co-funding?
Section 9 of the amended 2013 Work Programmes specifies the applicable rates for co-funding. Please note that further funding conditions are specified per priority area under the ERTMS call.
Moreover, 2013 call texts stipulate in the section on "Eligible costs" that the total requested Union contribution to the eligible costs of a proposed Action may not be less than €500,000.
7.2 Is it possible to pool together more interventions if a single one will not reach the minimum threshold as stipulated in the call texts?
The TEN-T Programme allows in general for multi-applicant proposals to be submitted. However, the project partnership should bring an added value to the objectives of the proposed Action, opposed to a single beneficiary approach or should be justified in technical requirements of the proposed Action. It should not only be motivated in gaining enough financial volume to meet the thresholds stipulated in the call texts.
8.1 In case the applicant is a municipality, should any resolution, law, decree or decision establishing the entity in question or any other official document attesting the establishment of the entity be attached to the Legal Entity Form?
Municipalities should fill in and submit the Legal Entity Form but no other supporting documents are needed.
8.2 Do I have to indicate in Application Forms B1 and B2 under which call the proposal is submitted?
There is no need to indicate the priority/call on the cover pages of Forms B1 and/or B2.
8.3 Is there a minimum budget per beneficiary in multi-applicant proposals?
There are no restrictions with regard to the minimum budget of individual partners involved in the implementation of the Action.
8.4 Should a joint venture have combined/joined project administration or should a separate project administration be established for each partner?
The applicant is the beneficiary of the Action. All administrative arrangements are an internal matter to the joint venture/beneficiary.
8.5 What happens if the project does not manage to complete activities before the deadline of 31 December 2015?
The objectives of a TEN-T funded Action have to be attained at the end of the Action. Actions that do not meet their objectives will be subject to a case by case analysis. The Commission has the right to suspend, cancel or discontinuance the financial aid. (See article 13 of the TEN-T Regulation and article III.4 of the model funding Decision).
8.6 Is it possible to submit a copy (filled and stamped) of a recent Financial Identification Form to the proposal?
Applicants should provide a Financial Identification Form, which is not older than 6 months. Please ensure that the information contained in the Form is still valid.
8.7 Where can I find a Financial Identification Form template?
The link for downloading the Financial Identification Form is indicated in TENtec in Application Form Part A2.3: http://ec.europa.eu/budget/contracts_grants/info_contracts/financial_id/financial_id_en.cfm.
8.8 Is it possible to have more than one implementing body in an application? What would be the administrative obligations of the applicant and the implementing bodies in the implementation phase?
Yes, it is possible for a Member State or an International Organisation to designate more than one implementing body.
Please refer to the model funding Decision for the definition of responsibilities of the Beneficiary (in particular Articles I.3 "Reporting", III.2.5 "Award of contracts", III.3 "Payments", III.5 "Assignment" and III.6 "Audits and checks"): http://tentea.ec.europa.eu/download/useful_documents/decision_models/201....
All administrative arrangements between partners (inside a consortia or any type of partnership) are an internal matter of the applicants / beneficiaries.
8.9 Is there is a possibility to add a second representative on Application Form A2.2 which signs the application as this is required in some companies?
There is no double signature foreseen. One signature is enough to meet the submission requirements. Should this be a requirement in your organisation, you may simply add the details of the second representative manually on the printed A2.2 Form.
8.10 In case of a multi-applicant proposal, do we have to print the form A2.2 in word format and then upload the form A2.2 stamped and signed by all beneficiaries?
The Guide for Applicants, section 5.3.4 states that Parts A2.1, A2.2, A2.3, A2.4 and A2.5 must be completed, signed and stamped by each applicant. For the paper copies of Application Form Part A and Part B1, if three or more applicants are involved, it is not necessary that they sign the same form itself (i.e. it is not necessary to physically circulate the document between applicants), as long as the coordinating applicant (and not each applicant individually) sends all signed forms together with the complete proposal.
There is no obligation to upload the signed and scanned Application Form Part A into the eSubmussion module. However, we encourage you to do so as reference, should any problems with sending of the physical copies occur.
8.11 Can the Legal Entity Form & Financial Identification Form be provided in the national languages? Is further translation of these documents necessary?
The Legal Entity Form and the Financial Identification Form can be provided in any EU language. No English translation is necessary, but if you wish to send one, it can be enclosed in the application pack or uploaded in TENtec before the deadline.
8.12 What is the legal status of my entity?
It is the responsibility of the applicants to verify their legal status against the applicable national legislation and the definition of public sector bodies provided in the Annex 5 of the Guide for Applicants. Should clarifications be necessary, applicants may be contacted by the Eligibility Committee.
8.13 Section A2.3 of Application Form requires the Financial Identification Form of the applicant. Who should submit this form in case the applicant and potential beneficiary are not the same entities? For example, the applicant will not receive potential funding, not even for further distribution.
As the Guide for Applicants explains in Annex 5, applicant is the organisation/entity submitting a proposal to a call for proposals. It is assumed that a proposal's applicant(s) become(s) automatically the Action's beneficiary(ies), if the proposal is selected for funding.
Should an applicant envisage a different course of action, this should be explained and justified in the proposal. Furthermore, Parts A2.1, A2.2, A2.3, A2.4 and A2.5 must be completed, signed and stamped by each applicant, as explained in the Guide for Applicants, Section 5.3.4.
8.14 We understand that the Agency has changed its name from TEN-T EA to INEA. However, the postal address indicated in the Guide for Applicants still refers to TEN-T EA as the entity to address the hardcopy applications to. Which is the correct title to use and to ensure seamless delivery of submissions?
The Guide for Applicants has indeed been published before the 1st January 2014 when TEN-T EA changed to INEA. However, as INEA is the successor of TEN-T EA, the address of the Agency has not changed, so all letters/parcels addressed to TEN-T EA will be duly delivered to the Agency. Applicants may of course replace TEN-T EA by INEA when submitting their hard copy application.
9.1 Does the information provided in the Financial Capability Check spread sheet have to be in Euro or national currency?
Information in Financial Capability Check spread sheets should be provided in euro. Applicants for which the Financial statements are in another currency are asked to convert their figures into euro using the exchange rate for of the month preceding the submission of the proposal as per the Europa web-site:
9.2 If the proposal involves a new private company, for which there are no current financial figures or turnover, how can the company comply with the requirements of the Financial Capacity Check?
In these cases, or when the applicant's share of grant requested is below €60,000, the applicant must fill in specific templates that are provided in the Financial Capacity Check form. All this is detailed in the introduction sheet of the Financial Capacity Check form. These templates are formal declarations or letters of support.
Each applicant's financial capacity will be considered on a case by case basis on the information available at the time of submission. If the provided information is not deemed sufficient to analyse the case, the Eligibility Committee will contact the applicant in question to provide complementary information.
9.3 According to the Guide for Applicants a "supporting financial statement" certified by an external auditor should be provided. Is it correct to assume that this is not the same document as the "Financial Capacity Check"?
Indeed, the "Supporting Financial Statement" and "Financial Capacity Check" are two different documents.
The "Financial Capacity Check" is the form that needs to be completed and where the automated calculation shows whether the financial capacity is deemed sufficient or not. The "Financial Capacity Check" form also contains a template for a letter of support, a declaration compulsory for applicants requesting less than €60,000 of grant and a template for financial guarantee that will be required at a later stage if the proposal is selected and a letter of support was needed.
The "supporting financial statements" are: the balance sheet, the income statement and the cash flow statement certified by an external auditor. These shall be sent together with the properly filled Financial Capacity Check form.
A Financial Capacity Check form will be considered incomplete if such financial statements are not provided.
9.4 In the event of multi applicant proposals, do all private undertakings have to fill out Annex III of the Application Form B1 (Financial Capacity Check form)?
All applicants that qualify as private undertakings or bodies have to prove their financial and operational capacity to carry-out the proposed action. Annex III of the Application Form B1 needs to be completed and submitted together with the supporting financial statements (balance sheet, income statement and cash flow statement) certified by an external auditor for the last financial year for which the accounts have been closed. For proving the operational capacity the appropriate documents attesting the technical and operational capacity of the applicant to complete the Action for which the grant is sought should be provided.
9.5 As applicants, are Member States required to prove their financial capacity?
The demonstration of the financial and operational capacity does not apply to applicants which are:
The Form B1 has nevertheless to be filled in.
9.6 Are implementing bodies required to prove their financial capacity?
Implementing bodies are not required to prove their financial capacity regardless of their legal nature (e.g. private undertakings or bodies).
9.7 If the financial accounts for the most recent year have not been certified by external auditors yet, could we still submit that information?
All applicants should provide a financial capacity check in accordance with all requirements before the deadline of the call. As specified in the Financial Identification Form, the 'Introduction' tab, all certified financial accounts and statements underpinning the information inserted in the form need to be submitted to allow crosschecks on the reliability of the information provided". The Guide for Applicants, Annex 2, section 1.2 also specifies that the Financial Capacity Check form needs to be completed and submitted together with the supporting financial statements (balance sheet, income statement and cash flow statement) certified by an external auditor for the last two financial years for which the accounts have been closed.
9.8 Could you please give us your opinion on the contents of a financial support letter?
A template for the letter(s) of support is provided in one of the tabs of the Financial Capacity Check form, which can be downloaded at the webpage of each call. The letter(s) and any other information submitted will be assessed by the Evaluation Committee. In case the information provided is deemed insufficient, the eligibility committee will request further clarifications.
9.9 What is the liability of the entity issuing a letter of support in case of weak financial capacity? Does it entail any financial obligations and/or responsibilities?
According to the template provided in the Financial Capacity Check Form, a letter of support also implies financial support ([...]will take full responsibility to provide the necessary support in order to ensure that [applicant company name]'s financial contribution to complete the action is fulfilled).
In addition, in case the selected proposal has a weak financial viability, and if the beneficiary requests a pre-financing, the Agency will ask for a financial guarantee issued by a financial institution or a third party. In the latter case, a financial viability check of the third party issuing the guarantee must also be carried out and be at least "satisfactory" (to safeguard the financial interest of EU funds).
9.10 Does the Financial Capacity Check form need to be filled in and submitted if we have already provided the financial statements certified by an external auditor?
Yes. Filling in and submitting the Financial Capacity Check is mandatory for all applicants which are a private undertaking or body. This form has to be submitted together with the supporting financial statements (balance sheet, income statement and cash flow statement) certified by an external auditor for the last two financial years for which the accounts have been closed (Guide for Applicants, Annex 2, section 1.2).
9.11 Is there a template for the Letter of Support required in case of weak financial capacity?
Yes. The template of a letter of support is provided, as required, namely when the Financial Capacity Check worksheet shows as result of the calculation "please provide a letter of support". If a letter of support is submitted by a third party equally of private nature, it should be accompanied by the financial viability check template completed by the third party, including the relevant annexes and showing "satisfactory" or "good" as the result of the ratio analysis.
The template letter of support provided as part of the Financial Capacity Check Form is indicative and any other form of evidence will be duly assessed. In case the information contained in the Letter of Support is deemed insufficient, the eligibility committee will decide on the basis of the elements available.
9.12 According to national legislation the certification of financial statements is not required in my Member State. Should I still provide this certification for the proposal submission?
Please provide the supporting documents (balance sheets, profit and loss accounts) in line with the national requirements. If, according to your national law, it is not required to have certified accounts, then the Evaluation Committee will take this into account during the assessment of this selection criterion.
9.13 In case of weak financial capacity and absence of a support letter, would the proposal be automatically excluded from the evaluation?
As specified in the "Introduction" tab of the Financial Capacity Form for multi-applicant proposals, the conclusion of 'weak' financial capacity and the absence of a letter of support for an individual applicant does not automatically exclude the applicant or the proposal from being evaluated. The potential impact will be thoroughly assessed by the Eligibility Committee on a case by case basis..
9.14 In case of a non-governmental organisation with a weak financial capacity submitting an application, would a support letter from one of its founding members do?
Whether or not a letter of support will be sufficient depends on the organisation signing it. For that reason, please also remember to include the relevant supporting documents, Financial Capacity Check form completed by the founding member and the balance sheet, income statement and cash flow statement for the two last financial years, certified by an external auditor.
9.15 Is a simple copy of financial statements certified by an external auditor sufficient or should the originals be provided?
Copies of the relevant financial documents are sufficient. There is no need to provide originals, to validate the copies or to send entire activity reports. However, please enclose an electronic copy of the activity report. This will allow the Eligibility Committee to validate the correctness of the financial information. In the same sense, please also enclose the external auditor's report.
9.16 The applicant and the parent company of applicant have a weak financial capacity according to the most recent completed annual accounting exercises. Is it possible that a sister company provided the letter of support and financial guarantee?
If the overall result of the Financial Capacity Check Form is not satisfactory, the worksheet will recommend that the applicant submit a letter of support, obtained by a third party (e.g. parent company) or by another applicant of the proposed action. This does not exclude a sister company from providing such letter of support.
9.17 A parent company needs to provide a letter of support for an applicant with weak financial capacity. The annual report of the parent company contains both the consolidated figures (group) and the single figures for the parent company entity. Which figures should be used to back up the letter of support?
For the financial capacity check, the supporting documents are requested for the parent company. If the parent company is the legal entity representing the group, then the consolidated version of the financial statements would be required. If it is not the legal entity representing the group, it has to use the financial statements referring to the parent company individually.
9.18 Do affiliated entities also have to demonstrate their financial capacity or could their figures be added to those of their parent company as they will be implementing the action jointly?
Affiliated entities are not requested to fulfil the selection criteria on financial capacity at the stage of proposal submission. The financial capacity of affiliated entities will be checked at a later stage if the proposal is selected for funding.
Therefore, only the Applicant (main partner) has to demonstrate its financial capacity at the time of the application and should fill in the financial capacity check template without combining both entities financial information.
9.19 Could you please clarify the relation between a letter of support and a bank guarantee in case the result of the financial capacity check is "weak"?
Should the result of the financial capacity check be unsatisfactory, the applicant must submit a letter of support from a third party (its parent company for instance) or by another applicant of the proposed action. The letter of support should be accompanied by the financial viability check template completed by the third party, including the relevant annexes (financial statements for the last two years) and showing 'satisfactory' or 'good' as the result of the ratio analysis. Such letter of support cannot be replaced by a bank guarantee.
The financial guarantee (not necessarily a bank guarantee) would only be requested if the project is selected for funding and if the beneficiary, with a weak financial capacity, opts for a pre-financing payment. In this case, the Authorising Officer responsible may, on the basis of a risk assessment, require the beneficiary to lodge a guarantee in advance, for up to the same amount as the pre-financing (art. 206 RAP). The financial capacity check form includes additional information on guarantees under the "Procedure – Guarantee" tab and includes model templates for guarantees from a parent company, a bank/financial institution or a Member State.
10.1. Are there any formal requirements for proving the operational capacity?
There are no formal requirements except for the guidelines provided in Application Form part B1 and the complementary explanations in the Guide for Applicants, Annex 2, Section 1.2.
It is up to each applicant to provide the relevant information in line with the nature and scope of activities as well as the type of project, i.e. study or works. The purpose of this information is to demonstrate that the persons/entity in charge of the project implementation do have the technical skills required for doing so.
11.1 When working in the eSubmission Module in section 2.4 the module only offers the possibility to fill in the approving Member State data but does not allow the addition of an "Implementing Body". Is this related to the fact that the applicant is in this case a public sector body?
According to Article III.5 of the model Decision, only Member States or international organisations can designate implementing bodies. Therefore it is not possible for a public sector body applicant to designate an implementing body in the TENtec eSub Module
11.2 In the case of multi-beneficiary proposals, who should do the electronic submission in TENtec (e.g. the coordinator, an applicant)?
There should be one single electronic application per proposal. Any of the applicants can do the e-Submission, i.e. it doesn't matter from whose computer it's done, as long as all the relevant parts have been filled in.
11.3 Does application form Part A submitted electronically need to be signed as well?
No, this is not necessary. However, normally applicants also scan the original A 2.4 form (which has the final project code marked on it) and upload it in TENtec as well as include it among the electronic version of the files, which are submitted together with the original hard copy.
11.4 Can applicants correct errors in an application that has already been submitted in TENtec?
No, the submission of an application renders it final and no changes or corrections can be made. It is possible however to submit a new proposal and cancel the original one, as long as it is done before the deadline of the call.
11.5 Is it possible to open and edit an electronic application in which our institute is neither applicant nor partner? We are supporting an institution in the preparation of the application, but we will not be involved in the proposed action.
There is no technical or regulatory constraint to the number of committers assigned to one application. Please see section 2.2.6 'Committers' of the TENtec eSubmission User Manual which is available on each call's website.
We recommend that the actual applicant (or coordinating applicant in case of a multi-applicant proposal that will also finalise and submit the application), creates the application in the first place and adds the committers subsequently.
11.6 Is it possible to change the call under which a proposal has been created in the eSubmission module to a different ongoing call until submitting it?
It is not possible to switch proposals between different calls, for example between the Priority Projects and MoS multi-annual calls, once they have been generated, whereas the fields within one call might be changed until final submission. In case an applicant wishes to change its initial selection a new application would have to be generated under the specific call.
12.1 Is there a maximum limit to the proportion of the Action allocated to Project Management Activity?
Project management shall be only considered for selection if it appears as complementary activity to a main action submitted under the priorities included in the Call for Proposals. In that respect, costs of project management have to be adequate to the size and nature of the project and in line with generally applied practices. The evaluation committee has in any case the possibility to accept the proposal in its entirety or to co-finance only part of the activities.
In general, there are no limits as to the proportion of direct eligible costs allocated to the different budget headings in the Action. All relevant information on the eligibility of costs can be found in the model funding Decision Article III.3.16, available on the call page.
12.2 The Guide for Applicants makes reference to the possibility of declaring the actual indirect costs instead of applying the 7% rate. However, in the application form, questions always refer to the 7% rate. Which one is applicable?
Indirect costs may be only accepted to a maximum of 7% of the total direct eligible cost.
The definition of indirect eligible costs is provided in article III.3.16 of the model Decision. It mentions the possibility of using a flat rate amounting up to 7% of the total direct eligible costs. Regardless of the rate chosen, the proposal should explain the methodology used to allocate indirect costs to projects, as well as the detail of the indirect costs planned.
If actual indirect costs are chosen, these costs will need to be justified by presenting the relevant documents together with the payment claims.
If however the applicant decides to use actual costs, then those costs will be considered "direct" and hence have to be identifiable and supported by relevant accounting documents. Please see section 6.6 and the Glossary in the Guide for Applicants for more details on the indirect costs. Additional information is also available here: fiche_10new.pdf (94.6 KB)
Please also consult Art III.3.16 of the model funding Decision for the eligibility of costs.
12.3 Can expropriations be considered as part of works or part of detailed planning studies?
Costs relating to the purchase of land, including expropriations, are not eligible under the TEN-T Programme.
12.4 In case of an Action with multiple beneficiaries, could different indirect cost rates be applied to different beneficiaries (e.g. 5% for beneficiary "A" and 7% for beneficiary "B") or should the same rate be applied to all beneficiaries? Is there any category of applicants who can benefit from more than 7%?
As a rule of general application, indirect costs may be only accepted to a maximum of 7% of the total direct eligible costs. There are no restrictions on how these costs could be spread among beneficiaries in case of a multi-beneficiary action, as long as none of the beneficiaries receives more than 7%.
12.5 Could a proposal request the reimbursement of activities already implemented and not funded by other EU sources?
Costs of projects that have started before the submission of proposals may be eligible provided that:
1) they are incurred during the eligibility period and
2) correspond to the definition of eligible costs as laid out in Art III.3.16 of the model funding Decision for the eligibility of costs:.
Please note that the eligibility periods for the Annual and Multi-Annual Calls are different as specified in sections 4.2 of the respective Call texts:
12.6 Is the cost of preparing a TEN-T application eligible?
Such costs are not eligible since they do not comply with Article III.3.16 of the model funding Decision, namely:
12.7 Are project management costs eligible?
Please refer to the Article III.3.16 of the model funding Decision for the definition and list of eligible costs. The costs of project management are eligible as long as they are accessory to the main activities described in the application and respect market prices.
12.8 Are costs for financial reports related to an Action eligible?
Yes, these costs are eligible (Article III.3.16 of the model decision).
12.9 Are salaries of national administrations eligible?
In accordance with Article III.3.16 of the model funding Decision on the eligibility of costs, salary costs of personnel of national administrations may be considered as eligible costs to the extent that they relate to the cost of activities which the relevant public authority would not carry out if it did not undertake the project concerned. "National administrations" are public administrations (at national, regional and/or local level) in accordance with the national legislation.
12.10 Can the indirect costs counted as a flat rate of 7% of each beneficiaries' direct cost be used for cost-sharing the co-ordinators cost of project management and for administrating/co-ordinating all the financial reporting?
Costs incurred for the coordination or the financial reporting must be claimed by the beneficiary incurring them, be they direct or indirect costs. Whether costs have been incurred on behalf of the proposal's consortium or not has no effect on distinguishing costs as direct or indirect.
12.11 Is it possible to consider leasing expenditures for equipment as eligible project costs?
Leasing costs for equipment could in principle be considered eligible. However, only the costs for a lease during the eligibility period for the action could be considered eligible. Please consult Article III.3.16 of the model funding Decision in this respect.
12.12 Is co-financing in-kind eligible (e.g. hours worked and /or equipment)?
As specified in the model funding Decision, article III.3.16 "Eligible Costs":
"Without prejudice to paragraph 1, the following costs shall not be considered eligible:
(j) contributions in kind;
12.13 The proposed action will make use of the equipment purchased before 2013, whose depreciation costs are still running. Are the depreciation costs incurred during the eligibility period eligible?
Only the portion of the equipment's depreciation corresponding to the duration of the Action and the rate of actual use for the purposes of the Action may be taken into account by the Commission, except where the nature and/or the context of its use justifies different treatment by the Commission. Only the depreciation of equipment incurred during the eligibility period and directly linked with implementation of the action can be charged as direct costs, and as a rule only in respect of "the portion of the equipment's depreciation corresponding to the duration of the action and the rate of actual use for the purposes of the action, provided that it is written off in accordance with the tax and accounting rules applicable to the beneficiary and generally accepted for items of the same kind".
12.14 How are beneficiaries required to demonstrate "the rate of actual use for the purposes of the Action" of equipment?
Arrangements with regard to accountancy or other similar administrative issues are an internal matter of the beneficiaries. The general expectation is that accountancy is in line with commonly agreed international practices and in any case sufficiently justified and documented. Please note that there is no specific rule on how to determine the rate of actual use. It is up to the beneficiary to calculate the rate. If it is checked by the Commission or other bodies authorized in the grant Decision to carry out ex-post checks, you would be asked to provide documentation on how you have defined the rate.
12.15 What does the maximum EU co-funding rate apply to?
The co-funding rate applies to the total eligible costs of the proposed action.
12.16 We want to share the costs of activities that are of joint benefit for all applicants (e.g. project management and communication) among all partners. Is there any prescribed procedure for offsetting shared costs among partners when the coordinating applicant receives the TEN-T funding?
Costs can be reimbursed provided they are eligible (in line with art.III.3.16 of the model Decision, see above web-link). Among the criteria for their eligibility is the requirement that costs are registered in the accounting records of the beneficiaries. This implies that costs shall be shown in the cost claim of the partner that incurred them. The modalities of sharing costs and their reimbursement among co-beneficiaries is part of their internal contractual arrangement. It is always strongly advised that multi-applicant proposals conclude a partnership agreement between partners which details any such arrangements.
12.17 Is there any guidance on how to calculate personnel costs for different partner categories?
Good Practice Information Sheet 11 on "Determining and documenting the hourly rate for personnel costs" provides useful tips in that context: http://inea.ec.europa.eu/en/ten-t/beneficiaries_info_point/good_practice_working_group/good_practice_working_group_02.htm.
12.18 Should the justification for the project costs already incurred before the application submission be included in the application?
Under the multi-annual calls for proposals, costs incurred as from 1 January 2013 may be considered eligible. Costs already incurred during the eligibility period before the application is lodged should be included in the indicative breakdown of costs in the Application Form Part A3.3. There is however no requirement to submit together with the application detailed proof of costs that have already been incurred. Detailed financial information to justify the reality of eligible expenditure will have to be submitted in the context of payment requests, only in case the proposal is retained for funding.
12.19 Are transactions between two beneficiaries possible?
This is considered as cross invoicing practice, when a co-beneficiary submits an invoice issued by another co-beneficiary of the same project. This practice should generally be avoided. It is the beneficiary who is going to incur the costs that should register and charge the costs to the project and not charge its costs to other beneficiaries. Costs incurred (paid and registered in the accounting system) by one beneficiary should be declared by that beneficiary.
12.20 Will the coordinating applicant in a multi-beneficiary proposal be the only recipient of payments, if the proposal is selected for funding? Would it be possible for each beneficiary to be paid directly?
The default arrangement is described in Art. I.4.2 (f) of the model funding Decision. This article specifies that:
- the coordinator is the sole recipient of payments on behalf of all of the co-beneficiaries and ensures that all the appropriate payments are made promptly to the co-beneficiaries;
- In exceptional case, and subject to the agreement of the Commission, it may be possible to have direct payments to each Beneficiary.
12.21 How to account costs in a situation where a beneficiary can be both a partner and a service provider to other partners in the consortium (partner for the study part and equipment provider for the physical intervention part)?
Provided that your proposal is selected and as indicated in FAQ 12.19 cross-invoicing between partners should generally be avoided to exclude any risk of double funding. For this reason, and using the example given in this question, the partners would be asked to report the development costs in the report of the partner producing the equipment and not the purchasing costs in the report of the partner buying the equipment from another member of the consortium. INEA will check in its controls of payment requests that no costs are reported for which the supplier is another beneficiary.
12.22 Would the costs of chartering a vessel (opposed to buying a vessel) for setting up a regular line between two sea ports also be considered as ‘eligible capital cost’ in the sense of start-up aid?
The start-up aid is normally granted to capital costs i.e. ending with an acquisition of a vessel. This could be granted to chartered vessels provided the sort of charter contract used results in acquisition of the vessel at the end of the contract. We refer here mainly to bareboat charter agreements (hire-purchase type) and more specifically the demise charter. However in order to comply with the principle of sound financial management, these costs cannot exceed the costs that would have been incurred if the equipment had been purchased and depreciated under normal practices. The costs shall be charged in accordance with the beneficiaries' own accounting practices.
Please note that other costs connected with the charter (e.g. crew, tax, lessor's margin, interest refinancing costs, overheads, insurance charges, etc.) are not considered eligible expenditure, since to be eligible, expenditure must be necessary to carry out the activities covered by the project.
Please note that co-funding rate of up to 30% applies only to two years of depreciation of eligible capital costs, and not to the entire project.
12.23 Are costs concerning the preparation of a tendering process, like the preparation of all relevant documents, considered to be eligible costs?
Costs related to the preparation of the tendering process may be considered as eligible costs, provided they meet the definitions and criteria as described in the Article III.3.16 of the model funding Decision.
13.1 In Application Form Part A, point A 3.1, are precise geographical co-ordinates required or would a reference to the overall area where the Action is intended to be carried out suffice?
At this general level of intervention, a start and end point might be sufficient information. However, this would depend on the size of the location (e.g. of the port) and the dimension of the section/segment the proposed Action will address (e.g. rail section).
Applicants are strongly encouraged to submit more detailed geographical information on the exact location of the Action, in the form of GIS data and/or maps. For further guidance, please refer to Annex 3, section 2.7 of the Guide for Applicants.
13.2 Our project involves pilot deployment at different points along different routes. Can we enter the geographical co-ordinates for every route separately or will the system only allow us one start and one end?
Part A of the Application Form offers the possibility to add several different coordinates. However, in view of the high number of routes involved it is advisable that you submit a GIS file containing the detailed geometry of all routes involved according to the guidance provided in the Annex 3, section 2.7 of the Guide for Applicants. Alternatively, you could add map images clearly depicting the geographic location of the routes involved in your project.
13.3 The maps included in TEN-T Guidelines are not very detailed. Who should we contact to know if our project is part of a project of common interest?
If the maps are of a scale that do not reflect all details, the definition of projects of common interest should be taken into consideration (Article 7, TEN-T Guidelines):
"Projects shall relate to an element of the network described in Articles 9 to 18 and shall in particular:
(a) relate to the routes identified on the maps in Annex I; and/or
(b) correspond to the specifications or criteria in Annex II".
13.4 For a proposal addressing technologies on ships, will it be sufficient to include the geographical co-ordinates of the major ports involved in the project?
Indicating the geographical co-ordinates of the major ports involved in the proposed action is acceptable.
13.5 In case of a proposal with multiple locations, what is meant by "start point" and "end point"?
The start and end points normally indicate the start and end of the segment on which the proposed Action is going to be implemented. If that is not applicable, please indicate the geographic coordinates of the locations where the proposed interventions are planned to take place. Please note that these coordinates are a minimum requirement. In the case of Motorways of the Sea proposals, geographical coordinates may also be linked with the ports involved.
13.6 Our GIS data are covered by a licence and cannot be freely shared. Is there a need or possibility for a data user agreement before uploading the data in the application form?
The minimum requirements to submit the location of the action are geographical coordinates (X/Y) in text format, which should not be subject to any copyright. Therefore, to meet this minimum requirement, no data user agreement should be required.
Additionally, applicants are encouraged to submit any geodataset that accurately depicts the location of the action, though this is not mandatory, should the minimum requirements be met.
Data that some applicants have available might be subject to copyright and usage restrictions. If they are unable to supply this data copyright free, we suggest that they provide a "generalised" copyright free version of this GIS dataset (referring to the section of the location concerned by the proposed Action), which complies with the specifications explained in the Guide for Applicants (Annex 3, section 2.7).
13.7 In case the precise location of the proposed action is not known yet, what geographical co-ordinates should be included in the application form?
The definition of the "location of the action" is a mandatory part of your application in view of the evaluation procedure. The minimum requirements to submit the location of the action are geographical coordinates (X/Y) in text format. If it is not possible to indicate the start and end points (i.e. the start and end of the segment on which the proposed action is going to be implemented), please indicate the geographic coordinates of the locations where the proposed interventions are planned to take place. In the case of Motorways of the Sea proposals, geographical coordinates may also be linked with the ports involved.
13.8 If a proposed action (e.g. a study) concerns several (or all) Member States, what geographical region should be selected in TENtec?
Should the proposed action (e.g. a study) concern several regions, please choose the geographical seat of the applicant as an acceptable alternative.
13.9 Where can I find more cartographic material on the current comprehensive network and the TEN-T Priority Projects?
The Agency's map library provides a large number of maps: http://inea.ec.europa.eu/en/ten-t/ten-t_projects/map_library/map_library.htm.
13.10 Which geographical coordinates should be indicated in a proposal addressing the retrofitting of locomotives with ETCS? The areas of operation of the locomotives, the location of the workshop where the retrofit will take place, or the location of the company that is financing the project?
It would be most appropriate to use in the first place the headquarter location of the company owing the locos, and in a second place the loco's operational area, subject to this being feasible for encoding in the application form's geo-references. Alternatively you may consider supplying information on the operational area in one of the GIS formats as indicated in the Guide for Applicants (Annex 3, section 2.7, "Location of the proposed Action").
13.11 What is the purpose of the notion "extra region" among the regions to choose from the proposal activities location in Form A3.1?
The option "Extra-Region" is for technical reasons included by default among the NUTS regions list in Form A3.1.However, this option should not be selected as the actual location(s) of the proposed action. You should instead choose the location of the proposed action among the available regions according to the NUTS classification.
13.12 Is it possible to attach a map of the proposed Action at a scale of 1:10,000 or 1:25,000?
All maps attached to a proposal are most welcome. The larger the scale the more accurate they are, so 1:10,000 would be preferred over 1:25,000.
13.13 In relation to the Vector datasets, is it possible to supply the vector line by marking, on a Google map, the track of the proposed rail sections, provided with Origin and Destination coordinates, total length and nearby locations of reference.
As for the delivery of vector GIS datasets – this would be an ideal situation. It is possible to create vector datasets in Google Maps and in Google Earth and to so save them as files in KML format, which we be used by INEA's GIS team.
13.14 I do receive an error message when I try entering latitude values with decimals? Does the eSubmission module not accept decimal values for latitude?
Unfortunately the eSubmission module does only accept rounded values. We will not be able to rectify this before the submission deadline. Therefore you may either accept the imprecision of inserting rounded values or you would have to enter the coordinates in DD format (decimal degrees). Anyhow, a rounding of this value would not impact on the evaluation of a proposal.
14.1 Is there a rule regarding national co-funding? Would a proposal including funding from different sources be eligible?
There are no limits as to the national co-funding, but EU grant cannot produce a profit to the beneficiary. Moreover, no double funding from EU sources is allowed as indicated in section 6.3 of the amended Annual and Multi-annual Work Programmes.
14.2 In a multi-beneficiary proposal, could different beneficiaries receive different rates of EU co-funding?
TEN-T co-funding takes the form of grants. One of the principles of grants is co-financing (cf. Article 125 of the Regulation of the European Parliament and the Council (EU, EURATOM) No 966/2012 of 25 October 2012 on the Financial Regulation applicable to the general budget of the European Union). Therefore the EU co-financing cannot exceed the percentage established by the TEN-T Regulation and the applicable Work Programme. In general, each beneficiary will receive the same percentage of funding. For example, if TEN-T co-financing is 20% then 20% of the cost will be incurred by each beneficiary.
14.3 In a multi-applicant proposal some costs are in Euros, and others are in a national currency. Is there a defined standard conversation rate that should be used?
Costs in the application form must be presented in euros. However, for applications for which the funding sources/budget have been calculated using another currency, the exchange rate used to translate these currencies to euros for the purpose of this application for TEN-T funding must be indicated in section A3.2. In converting to euros, applicants should use the monthly accounting rate established by the Commission (ideally the rate of March 2014 or, if not published at the time of the submission of the proposal, the rate of January or February 2014) and published on the following web site:http://ec.europa.eu/budget/inforeuro/index.cfm?Language=en.
15.1 In Application Form Part B, point 1, a "general description of the global project" is required. Do applicants necessarily have to fit the proposed Action in a global project?
In this section applicants should contextualise their proposals, if applicable. Proposed Actions are often part of wider global projects of which they only represent a small part, for example feasibility studies for future implementation works or only specific sections of a longer axis to be built or upgraded.
15.2 Do activities detailed in Application Form B.2, section 2.5 have to coincide with the ISIC codes used in Form A?
The ISIC codes used in Form A have a mostly statistical purpose and are not considered during the evaluation of proposals. Section 2.5 requires a qualitative description of each of the proposal's actions. Please see the Annex 2 of the Guide for Applicants for more detailed guidance on this section.
15.3 Is there any difference between the application forms for the Annual and Multi-Annual Calls?
There is no difference in the application form documents between the Annual and the Multi-Annual Calls for Proposals.
15.4 How much information and what level of details should the Application Form part B2, section 5 "Impact of the Proposed Action" contain?
It is up to the applicant to judge which information should be included in the application. Annex 3, section 5 of the Guide for Applicants provides further information on how to fill the Application Form Part B2.
15.5 Could a proposal use the documents required in Application Form Part B1 from a previously submitted and completed project?
Applicants should submit complete proposals, which include all parts of the Application Form (A, B1 and B2) and the relevant annexes as specified in the Application Form and the Guide for Applicants. Furthermore, please be informed that one of the guiding rules experts must follow is objectivity, which entails evaluating each proposal as it is submitted in writing, i.e. without making reference to other documents/sources of information not included in the Application Form.
15.6 Should the non-applicable parts of the Application Form be left blank or deleted (e.g. in case of studies not involving physical interventions, there is no need to demonstrate their compliance with EU environmental law)?
Please do NOT delete any parts of the Application Form. The application must, if applicable, clearly state that no physical intervention will take place as part of the proposed Action.
15.7 Could the function of Coordinator be shared by two applicants?
Should the proposal be selected for funding, the applicant will become the beneficiary of the action. In the cases of multi-applicant applications only one Coordinator needs to be designated. If more than one is designated this should be duly justified and explained. The role and obligations of the Coordinator of an Action are explained in Article I.4.2. of the model funding Decision (downloadable from the call page). All other administrative arrangements are an internal matter to the applicants.
15.8 How many copies of the printed application form (parts A, B1 and B2) are required?
The Guide of Applicants, section 5.3.1 requires one signed original and four additional copies if the proposal is submitted in English. If the proposal still requires translation, one signed original and one additional copy is sufficient.
15.9 What should be the qualifications of the Coordinator?
The designation of the Coordinator is the sole responsibility of the applicants, and no recommendations for qualifications can be made in this respect. However provided the application is selected for TEN-T funding, the Coordinator will have a number of responsibilities under the terms of the funding Decision (please refer to Article I.4.2 of the model funding Decision), which it should be in the position to fully assume.
15.10 Could a Coordinator without any specific expertise with regard to the contents of the proposed action be entrusted with overall project management? Or should one of the co-beneficiaries who has the required technical experience be nominated as Coordinator?
This is typically a part of the project management structure. Applicants (which will become beneficiaries if the proposal is selected for funding) are free to choose the arrangements regarding the project management and partnership(s) in view of the internal Action implementation and monitoring. This information is included in the Application Form and is assessed under the criterion of 'quality' during the evaluation of the proposal.
Moreover, applicants are subject to eligibility criteria as stipulated in the respective Call texts (section 3.1) and in the amended 2013 Work Programmes (section 6). For details on the responsibilities of the beneficiary(ies), please refer to the model funding Decision which can be downloaded from the Call web page.
15.11 We are group of co-beneficiaries submitting several proposals. Should we provide the required originals for each proposal or would a copy suffice?
For reasons of equal treatment of all applicants and proposals, please provide an original with each proposal submitted.
15.12 What is the difference between "Applicant Number" and "TENtec Number" on the cover sheet of the Financial Capacity Check form?
In case of multi-applicant proposals "Applicant number" refers to the sequential number for each applicant mentioned in the proposal that is required to undergo a Financial Capacity Check (e.g. Applicant 1, Applicant 2, Applicant 3, etc.). "TENtec number" refers to the final code generated by TENtec upon submission (and not the draft number). This number is linked with the proposal.
15.13 In application form Part A3.1 what decision numbers should be provided?
Part A3.1 states: "If the Action is part of a Global Project previously supported under the TEN-T budget, please specify [the decision number]". Therefore, please list in the table provided in section A3.1 any previous (closed or on-going) actions co-funded by TEN-T related to the proposed action. The "decision number" refers to the individual financing decisions adopted for each action and you can find the number on the front page of the respective document.
15.14 Is it required to send the translation of the proposal by post?
There is no obligation for the translations to be sent by post. The applicant needs to upload them in the eSubmission module of TENtec under "Supporting Documents" at the latest on 18 March 2014. If, however, the translations are ready before the call deadline and if the applicant wishes so, a copy of the translation could be sent together with the original proposal and its copies. However, please make sure that the electronic versions of the translations are nonetheless attached in TENtec.
15.15 Is it mandatory to fill in all sections of application form Part B2 for a study? For example, it seems that the sections on "impact" and "milestones of the action" are not applicable.
It is mandatory to fill in all applicable sections of the Application Form Part B2, including sections 2.4 – 2.7 referring to impact and milestones of the proposed Action. Please consult the Guide for Applicants, Annex 3 for more guidance on how to fill in these sections, including examples of milestones and expected results.
15.16 Where should the applicants' own funding be indicated in application form Part A?
In Part A3.2 of the Application Form, the line "Action Promoter" refers to the co-funding for the proposed Action coming from the applicant(s)/partners. In case of multi-applicant applications, by clicking on this line you will obtain individual fields in order to introduce the own funding per applicant. Please fill in both, the aggregate and the individual fields, if applicable.
15.17 Is section 5.3 "Ex-ante evaluations" of Application Form Part B2 applicable to studies? Can a proposal be excluded from the evaluation if it has not carried out such ex-ante evaluations?
Yes, all sections of Application Form Part B2 should be filled in for both works and studies. Detailed guidance on how to fill in the Application Form Part B2 is provided in the Guide for Applicants, Annex 3.
Any ex-ante evaluations carried out with reference to the proposed Action should be mentioned in section 5.3 of the Application Form Part B2. If no such ex-ante evaluations have been carried out, the applicant needs to mention this information in the same section (and give any relevant explanations). Please note that ex-ante evaluations are assessed in relation to the impact of the proposed Action, which is one of the award criteria, therefore absence of ex-ante evaluation does not constitute grounds for eligibility of an Action.
15.18 Application Forms parts B1 and B2 are not part of the eSubmission module in TENtec. Where should I get these forms? How should we submit them?
Application Form Parts B1 and B2 should be downloaded from the call website. While there is no formal obligation to upload Parts B1 and B2 in the eSubmission module, we do recommend uploading the full equivalent documents that are submitted as hardcopy (with the possible exception of optional annexes to Form B2 that might be too large in size).
15.19 With regard to the "Global Project" and the financial table in Application Form Part A3.2, which costs should be indicated there (e.g. the total contribution of the applicant(s)?
This depends on the proposal. For some proposals the proposed activities/action are equal to the global project, for others the proposed activities/action represent only a fraction of the global project. The financial tables in Application Form A3.2 should be filled accordingly. In either case, the table dedicated to the "Global Project" in Application Form Part A3.2 would also include the contributions from all the participating applicants.
15.20 Regarding the budget for "Proposed Action" in Application Form A3.2, should we indicate zero in the column "TEN-T financing" since it has not been granted yet?
The category "TEN-T financing" refers to the requested TEN-T funding and it cannot be equal to zero. The Application Form is not concerned with what the final approved funding is going to be, as those amounts will be included in the text of the funding Decision (should the proposal be retained for funding). Instead, the amounts included in table "Proposed Action" in Part A3.2 should reflect the funding already secured from other sources, the funding brought in by all the applicants as well as the funding requested from TEN-T.
15.21 Which section of the application form Part A2.4 should be filled in case the applicant is a Member State?
The first section of Part A2.4 should only be filled in if the applicant (i.e. a Member State or an International Organisation) designates on its responsibility an implementing body to implement the Action. The decision to appoint an implementing body is not mandatory (please refer to the provisions of Article I.4.5 of the model funding Decision). Therefore if no implementing body is designated, then the corresponding section of form A2.4 should not be filled in.
The second section of Part A2.4 should be filled in only if the applicant is a public or private undertaking or body (to provide the Member State's approval on the proposal). If the applicant is a Member State, this section should not be filled in. Please note that part A2.2 has to be filed in, stamped and signed in any case.
15.22 What is meant by 'the level of control of these risks' in the point 2.9 of the Application Form Part B2?
As far as the level of control of the risks in question 2.9 of the Application Form Part B2, the applicant is asked to describe in the respective table whether the risk is "under" control (i.e. it is being monitored and any evolution can be identified and timely measures can be taken to prevent the risk from occurring) or the risk is "beyond" control (i.e. any monitoring can only indicate that the risk has actually occurred and its impact can only be mitigated).
16.1 Can the leader of the consortium subcontract another member of the consortium for an activity of the project (e.g. secretary of the consortium)?
Normally, the different activities are developed by the beneficiaries established by the individual funding Decision. The costs of these activities can be considered eligible, if they fulfil the requirements of the model funding Decision's Article III.3.16 on the "Eligibility of costs".
The need to subcontract an activity to another beneficiary has to be duly justified and the award must be done while respecting the conditions established by the model funding Decision's Article III.2.5 on the "Award of contracts".
Please see the Articles III.3.16 and III.2.5 for more details. You can consult the Decision on the various call pages.
16.2 Is sub-contracting allowed?
In principle, the different activities are developed by the beneficiaries as established by the individual funding Decision. The need to award a contract to a third party for the implementation of the grant Decision has to be duly justified and the award must be done while respecting the conditions established by the model funding Decision's Article III.2.5 on the 'Award of contracts'. Please note that the principles of sound financial management and best value for money, as well as the applicable national public procurement legislation should always be respected.
Please see the Articles III.3.16 and III.2.5 for more details. You can consult the Decision on the various call pages.
17.1 Could an Application Form Part 2.4 bearing only the draft TENtec number be submitted?
The Guide for Applicants, Section 5.3.1 clearly states that the printout of Application form Part A, generated by the TENtec eSubmission module after the electronic submission has to be submitted. The unique proposal code which is automatically generated by the TENtec eSubmission module upon submitting a proposal must appear on the printout.
Therefore it is not possible to submit Form A2.4 only with the draft TENtec number. The unique proposal code that is generated after the proposal's submission could be added by hand on the original document in cases where Member State validation was obtained before the actual submission.
17.2 Which partner is authorised to submit the application via the eSubmission tool in case of multi-applicant proposals?
In case of multi-applicant proposals any applicant can submit the application. It is up to the partners in the proposal to agree on the most suitable arrangement in order to ensure a smooth submission. Please note that technically only the user that created an application can submit it.
17.3 Should the annexes be translated into English, too? For example, we have a VAT certificate in language other than English?
In general, the Application Form and annexes may be submitted in any EU language. The VAT certificate is a compulsory annex to the Legal Entity Form for private companies and as such is considered part of the Application Form as opposed to supplementary annexes (which may or may not be attached to the Application Form).
For proposals which are not in English, applicants must specify in the Application Form Part A4 whether they intend to submit translations in English of the Application Form Parts A, B1 and B2. Translations must be submitted electronically using the TENtec eSubmission module at the latest on 18 March 2014 at 17:00 Brussels time.
17.4 Where can I send letter of recommendation to support my proposal?
Letters of recommendation are not compulsory. If, however, applicants chose to submit one or more letters of recommendation, they should be included in the envelope containing the proposal. The procedure for submitting a proposal is described in section 5.2 of the calls for proposals. Further detailed instructions on the submission procedure are available in the Guide for Applicants, Sections 5.1 to 5.3.
17.5 Is there a limit as to the number of proposals per applicant?
There is no limit to the number of proposals, which can be submitted by the same applicant(s) under any of the open calls.
17.6 Should the CD-ROM contain the scanned version of the original application form including the signatures?
As specified in Section 5.3.1 of the Guide for Applicants, the CD-ROM or DVD-R disk (non-rewritable, therefore USB sticks are not acceptable) should contain the complete proposal (i.e. the Application Form Parts A, B1 and B2 or B2bis and their annexes) in electronic format (PDF or formats readable by MS Office programmes). Therefore, it should also contain scanned copies of any parts of the Application Form that bear signatures and stamps.
17.7 Do we need to upload application forms B1 and B2 and their annexes in the eSubmission Module?
There is no formal obligation to upload Parts B1 and B2 in the eSubmission Module. However, we recommend uploading the documents that are submitted as hard copy (with the possible exception of voluntary annexes to Application Form part B2 that might be too large in size).
Please note that should you provide an English translation of your proposal after the submission deadline, this must be uploaded in the eSubmission Module.
17.8 Does the translation of a proposal have to be again signed and validated as the submitted original proposal?
The translation should only address all relevant contents of a proposal (Application Form Parts A, B1 and B2 and compulsory annexes) and does not require to be signed or validated by the stakeholders concerned.
17.9 Our proposal seems to fit under more than one priority of the call. How should we proceed?
If the proposal contains elements suitable to several priorities under a specific call, please choose the priority that the proposed Action addresses in the best way.
17.10 Do we have to create another profile to submit the English translation of our proposal electronically?
No, it is not necessary to create another profile in order to submit the English translation of the proposal. Please upload the translation under "Supporting Documents" of the original proposal in the TENtec eSubmission module.
17.11 How do I obtain the final project code?
The unique project code is generated automatically upon submission of application in TENtec. This project code cannot be generated in any other way.
17.12 Should each page of the Application Form (all parts) be initialled upon submission in hard copy?
There is no need to initial each page of the Application Form or its annexes. It is sufficient to provide signatures and stamps (if applicable) in the sections applicable to the proposal/applicant that are dedicated for this purpose.
17.13 What is the deadline for submissions of proposals?
The deadline for submission of proposals under all 2013 calls is 11 March 2014. Initially a wrong date had been published in the Official Journal of the EU. This has been rectified by two corrigenda (2013/C 378/23 and 2013/C 378/24).
17.14 We want to submit a proposal under the Annual Call's Priority 1 concerning studies for a new railway connecting an airport with the TEN-T network. However, for the transport mode we can only select "air transport" and not "rail transport" from the drop down menu. How shall we proceed?
If you are submitting a proposal under the air transport priority of the annual call, you will only be able to select "air transport" as the transport mode in the TENtec eSubmission module, even though your project addresses the connection of the airport to the TEN-T rail network. Please make sure to clearly indicate in the project summary field that your proposal concerns the railway connection of the airport to the TEN-T network, which is also in line with the call text.
17.15 How could we upload the application form parts in the eSubmission module that are not submitted electronically (B1 and B2 including applicable annexes) while using the correct project code that is only generated upon submission?
The hardcopy (paper) submission entailing the originals of any required signatures and validations prevails over the electronically submitted forms. For those parts that might require prior signature of the applicants (namely Form A2.2) or relevant authorities (for example Form A2.4 or parts of Form B1) the FAQ 4.1 and 4.2 implicitly indicate how to proceed (adding the projet code generated after submission by hand on the originals to be sent by express courier). The electronic (i.e. scanned) versions of these originals should be included in the CD-ROM/DVD that is required for an application to be complete.
For the purpose of uploading the relevant forms in the eSubmission module before submitting the proposal you may use the temporary proposal code generated by the module upon creating a proposal. This also is a unique code that will allow relating the file to the proposal in question.
17.16 Is it correct that the eSubmission system does not accept activity costs below 1000€ per activity? How Could I deal with a situation where I foresee activities of lower costs?
This is correct. To resolve such a situation an applicant should reconsider the design of the proposed activities, possibly re-grouping them to meet the threshold of €1,000 or by including the elements you reference as being below the threshold in other related activities, possibly as milestones of related activities.
18.1 Is it possible to apply for funding if the project will be carried out/implemented by a private company and its expected IRR for the Action is positive?
Indeed private companies can apply for funding (see section 6.1 of the amended 2013 Work Programmes) with the agreement of the Member State concerned. However, please note that an awarded grant cannot create an economic profit for its beneficiary. Profit means a surplus of receipts over the costs incurred by the beneficiary when the request for final payment is made. This does not mean that the project cannot generate revenues in the future. Furthermore, any infrastructure or terminal that benefitted from TEN-T assistance has to be accessible on a non-discriminatory basis.
19.1 If a proposal has been previously rejected, can it be re-submitted under a current call for proposals?
If a proposal has been unsuccessful under a previous call for proposals, for example in 2012, it can be submitted under one of the current calls, as long as the proposal addresses the objectives and priorities as defined in the 2013 Work Programmes and call texts and complies with the eligibility criteria.
19.2 Is it possible to open and edit an electronic application in which our organisation is neither applicant nor partner? Our organisation is supporting an institution in the preparation of the application, but we will not be involved in the proposed action.
There is no technical or regulatory constraint to the number of committers assigned to one application. Please see section 2.2.2 'Committers' of the TENtec eSubmission User Manual/eSub guidance note that is available on the Call's section of this website.
We however recommend, that the actual applicant (or coordinating applicant in case of a multi-applicant proposal) that will also finalise and submit the application, creates it in the first place and adds the committers subsequently.
19.3 Is there any supporting platform that could help us to find potential partners?
The TEN-T Programme does not provide a partner search tool.
19.4 In which languages can I address the Helpdesks?
You can address the helpdesk in all EU languages. The evaluation team will do its best to reply in the same language or, if not possible, in one of the three working languages of the Commission (English, French or German).
19.5 Are the 2013 Annual and Multi-annual Work Programmes available in all EU languages?
The amended 2013 Annual and Multi-Annual Work Programmes have only been published in the three working languages of the European Commission: French, English and German. Following the common practice in the TEN-T Programme, the call texts, Guide for Applicants, and Application Forms are only available in English and downloadable on the call pages.
19.6 Where can I find information about previous TEN-T funded projects in various areas?
The list of projects funded by the TEN-T programme and grouped by country, year, and transport mode is available on the Agency website at: http://inea.ec.europa.eu/en/ten-t/ten-t_projects/
19.7 We have examined the Call text, but there is some hesitation under which priority we should submit our proposal. Could you please give us advice?
The relevance of the proposals is part of the award criteria to be assessed during the evaluation of the proposals. The Helpdesks thus cannot provide any advice on a specific proposal for the sake of equal treatment of applicants.
Clarifications on the call priorities are published in the specific Call FAQ, which is regularly updated. You are invited to submit to the Helpdesks any questions if you cannot a relevant answer among the published FAQs.
19.8 What will happen if during the implementation of an action the total eligible costs fall below the minimum threshold of €500,000 EU contribution that is stipulated in call texts?
The thresholds indicated are used only during the selection process of the proposals submitted. They are not applicable throughout the project lifetime. Each Action retained for the EU assistance will be assessed at the end of its implementation in connection with the fulfilment of its objectives on the basis of final technical and financial reports supporting the actually incurred costs claimed. For further details in this respect, you may refer to Article III.3.18 of the model funding Decision on 'Determining the final amount of the grant.
19.9 What is the percentage of pre-financing on the total amount of a grant in case of a two-year action?
For actions financed under the Annual Work Programme the pre-financing may amount up to 50% of the total amount of the TEN-T grant allocated. The pre-financing payment may be subject to certain conditions if the beneficiary is a private entity.
For actions financed under the Multi-Annual Work Programme the pre-financing may amount up to 50% of the first instalment of the TEN-T grant as defined in the respective Commission Decision.
19.10 We have examined the list of ISIC codes, but there is hesitation which one we should choose for our proposal. Could you please advise?
ISIC codes in the Application Form Part A are used mostly for statistical purpose and are not considered during the evaluation of proposals. Please choose the ISIC code that you find most appropriate for the proposed activities.
19.11 What is the typical length of a proposal? Is there any volume restriction applicable?
There are no recommendations and/or restrictions concerning the length of a proposal. What matters is that all necessary information is included and is clear enough to allow an objective evaluation. Please note that very lengthy proposals may cause problems in terms of time management during the evaluation. The content of an application is part of its quality, which will be assessed during the external evaluation. Therefore it is up to the applicant to decide which information should be included in the Application Form.
19.12 Will a proposal be excluded from evaluation if the requested TEN-T funding is below the threshold of €500,000?
No proposal would be excluded from the evaluation if it is below the threshold indicated in section 4.1 of the annual and multi-annual call texts.
19.13 Can we submit a proposal that is partially in English and partially in another language?
Although we recommend the applications to be submitted in English in the first place, it is possible to submit part or the whole of the application in two languages. However, the translation into English has to be uploaded within the deadline set in the Guide for Applicants, Section 5.2. Relevant information on the language of proposal should be indicated in the Application Form, Part A.4.
19.14 Does the maximum rate mentioned in Application Form B2, section 3.7 H refer only to works or also to studies?
The 30% co-funding rates in the Application Form Part B2, point 3.7H indeed refers to works projects only and not to studies. The maximum co-funding rate for studies is 50% and would also apply to studies addressing cross-border sections. An applicant should nonetheless note in the corresponding box whether it would want its application for TEN-T funding to be considered as a notification of the Action as a cross-border section.
19.15 We are planning a proposal in which one applicant owns the transport infrastructure that is operated by a concessionaire that will be implementing part of the action but which is likely to change between proposal submission and concluding the evaluation exercise. How to address this in the proposal?
The infrastructure owner and the new concessionaire, if already known, should be the applicants for such a proposal. If the selection procedure of the new concessionaire is still on-going, the infrastructure owner could apply as the only applicant. In any case, the application shall clearly identify the infrastructure owner and explain that the works will be carried out by a concessionaire which will change at a specified point in time.
Only in exceptional and unforeseeable circumstances and with approval of the Commission and the INEA can beneficiaries of a project be replaced or complemented by other beneficiaries following the evaluation of a project. Such modifications have to be signed by all original applicants while all beneficiaries added after the evaluation are also subject to the fulfilment of the eligibility and selection criteria. Under no circumstances may they lead to any substantial amendments which would change the nature of the original application evaluated and selected or to an increase in the TEN-T assistance initially requested.
19.16 If a financial aid is granted but the beneficiary renounces to it, which are the legal consequences for the beneficiary (refunding, payment of interests, sanctions or penalties, etc.)?
A proposal submitted to a call for proposals can be withdrawn either before or after the deadline of the call and before it has been evaluated, by the written request of its applicants dully signed. If a proposal is evaluated and is selected for funding and the applicant decides not to accept it after being notified of the selection results, no individual grant Decision will be prepared. However, also in this case, the applicants are required to present in due form their request and the related motivation. Please note that for the 2013 calls as they are the last of the programming period 2007-2013, any withdrawal of attributed funding will lead to the loss of this amount to the Programme.
The legal obligations arise only once the individual grant Decision is adopted for a specific proposal. As far as legal consequences for renouncing the funding after the adoption of the grant Decision, we would advise you to consult the Article III.4.4 of the model funding Decision available at the following link: http://inea.ec.europa.eu/en/ten-t/beneficiaries_info_point/useful_documents__forms/useful_documents__forms_02.htm.
19.17 For an action where entity A is the Beneficiary, could entity B's bank account be used to receive/distribute funding, if entity B is an affiliated entity of entity A?
Assuming a situation where entity A would act as an applicant in a proposal and entity B would be the affiliated entity, it would not be possible for the funding to be disbursed to entity B's bank account as affiliated entities are not considered Beneficiaries for the purposes of the grant Decision, even though costs incurred by affiliated entities are considered eligible. Should payments be done to entity B directly, it would have to be a Beneficiary of the action and thus an applicant in the initial proposal.
19.18 For a study proposal, should the indicators address the outputs of the study or the desired long term benefits of future subsequent works?
The indicators requested in question 2.4 of the Application Form Part B2 will be used to assess the extent to which the objectives of the proposed Action are being or have been achieved. They need to refer to the timeframe of the implementation of the proposed Action (study in your case). Therefore, they have to directly relate to the objectives of the proposed Action as you will describe it.