What is the Interreg IVA 2 Seas Programme?

It is an EU-funded programme which can part-finance joint co-operation projects between organisations in eligible areas in England and organisations in eligible areas in France, Belgium and/or the Netherlands under a variety of themes including Economic Development, Environment and Quality of Life.

Who manages the 2 Seas Programme?

The Joint Technical Secretariat which runs the programme on a day to day basis is directly linked to the Regional Council of Nord Pas de Calais which is the Managing Authority for the Programme.

How many partners can I have – is there a maximum or a minimum number?

As a general rule, project leaders are advised to keep the number of partners below 10 although more partners can be included in a project. For projects submitted under priorities 1, 2 & 3 partners have to include at least 1 UK partner and 1 from another Member State.

Can I submit an application under the Common Priority with the France (Channel) – England Programme?

Yes, you can. Please carefully read the’ key info’ document dedicated to the Common Priority and do not forget to fill in the boxes specifically relating to that priority in the Application Form.

Will there be a Micro Project Scheme?

Details on how the micro project scheme will operate remain to be finalised by the Programme.

Are word limits in the application form strictly applied?

The application form automatically counts words in the sections where limits apply. The JTS will take a pragmatic approach particularly regarding any increase of word count due to translation from the original version although projects are advised, again, to keep within the limits given.

Section 1.7: is it possible to have more than 6 sub-actions?

Yes – However, projects are asked to limit the sub-actions to six in the spreadsheet provided. This will be used as a tool to help us monitor some key milestones of the project. Other actions can be included in the activities box.

How can I get a confirmation that the legal status I have chosen is the right one?

Confirmation that partners have indicated the correct legal status in the application form depends on the relevant Member State where the partner is located. In the case of private bodies, the Member States will also have to confirm the status of the aids received under “de minimis”.
The 2 Seas Programme has taken the definition of ‘public equivalent bodies’ reported in the Directive 2004/18/EC, Art. 1(9).

Partners should also ensure:
1) results available for the public;
2) compliance with public procurement procedures.

Does the named project coordinator, finance officer and communication officer need to be a different person?

No. It is possible to have one individual carrying out all of these roles but it is important that the Finance officer has a financial background. They must all work for the Lead Partner.

Joint staffing – could the inclusion of one project officer on each side of the sea be considered as joint staffing?

All project partners must work together actively and ensure that cooperation is needed for achieving the outcomes and results of the project. The following four cooperation criteria should be established for projects:
- joint development i.e. all partners should contribute to the development of the project
- joint staffing i.e. project partners have a defined role and allocate staff to fulfil this without having unnecessary duplication of functions in different partner organisations
- joint implementation i.e. all partners take responsibilities for different parts of the implementation
- joint financing i.e. all partners contribute to cofinancing

Would a project officer position count as a temporary job created during the lifetime of a project?

Yes.

Share of women: is there any guidance on how a project leader could estimate this?

This will depend on the type of project and projects are asked to provide an estimate if appropriate.

Work placements: can project leaders include work placements as temporary jobs created?

Work placements cannot count as temporary jobs if there is no contract of employment in place.

Is there any guidance for project leaders on how to estimate the number of people getting employment as a result of the project?

It will depend on the type of project – provide an estimate if applicable.

Do preparation costs for the application run until the date of the submission of the bid or until the project start date?

The partnership decides when the preparation phase ends and the implementation phase begins. Obviously any costs incurred prior to the approval of the project are at the risk of the project partners. There is a specific period of eligibility for each call for proposals. Please see annex 4 of the Guidance on Eligibility and Project Management (Programme Manual). .

Can an external match funder, that is not a project partner, agree to contribute match funding to two organisations that are partners on the same project, but contribute more funds to one than the other?

Yes.

If a project includes a mix of voluntary organisations as well as not-for-profit organisations/private sector organisations, can the voluntary organisations claim up to 75% ERDF, and the other organisations claim 50%?

It is only possible to claim 50% ERDF per partner within the 2 Seas programme.

Can staff salaries in schools and other public institutions be used as match funding?

Yes. However, project partners will need to ensure that the national rules of their respective countries allow for this.

Is the cost of buying a vehicle eligible in the programme?

No.

What flexibility rules is the programme adopting for the project budget & how is this applied to the “indicative” and “binding” sections of the budget?

There is the possibility of a 15% flexibility in the 'financial breakdown per budget line' and in the 'financial breakdown per activity'. Any modifications to budget lines or to budget of activities over and above 15% will need to be formally requested. Please refer to the Guidance on Eligibility and Project Management (Programme Manual).

What is the programme’s position with regard to shared/common costs?

Shared/Common costs are not eligible, as they are not possible to track in the auditing procedures. For example, two partners would not be allowed to share the cost of a coordinators role. However, partners could agree to pay for other costs as compensation.

What exchange rate should UK partners use to calculate their costs?

Projects are advised to use a cautious exchange rate when calculating costs for the application form. While the project is running, amounts of expenditure incurred in national currency different from Euros must be converted into Euros using the monthly accounting exchange rate of the European Commission in the month during which the expenditure was registered in the accounts of the project partner. This rate is published electronically by the European Commission each month under: http://ec.europa.eu/budget/inforeuro/index.cfm?Language=en
Any exchange rate loss or gain rests with the project rather than the Programme.

Is there a limit to the rate of overheads that can be claimed?

Please note: administration costs (as the sum of direct plus indirect general costs) are limited to 25% of partner staff costs.
Please check the 2paragraph 4.3.2 of the Guidance on Eligibility and Project Management (Programme Manual).
For overheads (only indirect general costs) the Programme has set a calculation method explained in the Guidance on Eligibility and Project Management (Programme Manual). The ratio given in the guidance MUST be used.

Payment of ERDF: will the JTS let the Lead Partner know how much ERDF the LP needs to pay back each partner?

Yes. For claims, each partner will submit to the Lead partner: the financial report including the claim, the contributions to the activity report, and the first level control certificate.
The Lead Partner produces the project progress report (consolidation of the partners’ financial reports + production of the activity report)
The Lead partner’s first level controller shall check the Lead Partner’s expenditure, the project’s progress report and the quality of the controls done by the first level controllers of the partners. The Lead Partner submits the project’s progress report and the signed first level control certificates (of the Lead Partner and of the Project Partners) to the JTS.
Once progress reports are approved, the LP will receive the ERDF payment, in Euros and will need to distribute this payment to each of its partners, according to the amount they are entitled to in accordance with their claims.

What happens to expenses which occur after the project activities come to an end. i.e., compiling the claim, staff/admin costs, audit? Can these expenses be claimed back?

Yes, for costs related to the preparation of the final claim. Costs must be included in the final claim that must be submitted to the JTS within three months after the end of the project’s activities.

LP seminar: is it possible to claim back the costs occurred to attend the LP seminar? How?

Events run by the JTS will be free of charge. Costs incurred to attend (i.e. travel) can be claimed in the progress reports. The LP is advised to include these costs in the LP budget when preparing the application form.

Can I just send the application electronically? (by email?)

The completed application form will need to be submitted by email by the date of the call deadline. An original paper version and 2 paper copies will need to be sent to the JTS by the call deadline (19.00hrs French local time) with translations. The address to submit hard copies of the application form can be found on the application form.

Do all partners need to sign the application form?

No, only the Lead Partner.

Does each partner need to provide a letter of support?

Yes all partners need to provide a letter of support – templates are available on the Programme website.

What language does the application form need to be written in?

In all project partner languages. If your project covers England, France and Flanders/Netherlands, then you will need to fill in 3 application forms, one in English, one in French and one in Dutch. If you have only 1 French and 1 English partner, then you will need to fill out 1 application form in French, and 1 application form in English.

What supporting documents should I send with my application?

Only original signed letters of support for each partner contributing to the project and bank guarantees if the Lead Partner is a private or not for profit organisation.

Signature of LP: who needs to sign?

A legal representative. Someone who can sign on behalf of the organisation.

Which partners need to provide bank guarantees?

Bank guarantees are only required for Lead Partners which are private or not-for-profit organisations. Bank guarantees must be released by a bank or another financial institution. They are documents which underwrite the ERDF claimed by the Lead Partner, should the organisation or their partner organisation face financial difficulties. Measures should therefore be put in place in the Partnership Agreement to ensure the protection of the partnership in case of such an eventuality. Other partners would not need to provide a bank guarantee.

We are involved in another EU-funded programme. Can we also submit an application under the Interreg 2 Seas programme?

Yes, as long as you do not report the same costs under the different programmes. Please note however that the match funding cannot be provided by other EU financial instruments.

Is it compulsory to have a bank account in Euros?

No, the bank account can also be in pounds. However, any losses due to the exchange rate shall be borne by the partnership.

How and when will my project be appraised?

The applicants should receive a response confirming whether or not the project has been approved approximately three to four months following submission, once the Programme Steering Committee has met to make its decision.

When do projects submit their claims?

Claim periods run from 1 January – 30 June and from 1 July-31 December. Projects have a period of two months after each claim period to submit their claim. Claims therefore should be received by the JTS by the 1st March and 1st September of each year.

Where do projects send their claims?

All claims are sent to the JTS in Lille by the Lead Partner.

What currency is used in claims?

All claims must be submitted in Euros. ERDF will be paid to the Lead Partners in Euros.

How long does it take to receive a grant payment?

Payments will be made by the Programme on a 'first come first served' basis and therefore projects are encouraged to send in their claims to the JTS as soon as they are able following the claim period. It could be several months between the submission of the claim and the payment, depending on the quality of the Project report received and of the First Level Control performed.

Document Retention: Who has to store documents and until when?

All partners must make arrangements to store all original documents (or certified copies if applicable) related to their part of the project in a safe and orderly manner at least until 31st December 2025.
In addition to this, the Lead Partner must also keep copies of documentation covering the whole project.

What are First Level Controls?

First Level Controls are checks carried out by an authorised independent controller to validate the expenditure declared by each partner participating in a project and ensure that it is in line with the original application form, Programme requirements and EU and national regulations.

How often do they take place?

They take place on a 6-monthly basis for every claim at the level of each partner.

Who arranges them and carries them out?

Each Member State is responsible for arranging its own first level control system. Member States have opted for two different types of system: centralised control system (in the case of Belgium-Flanders) and decentralised control system (in the case of United Kingdom, France and Netherlands). In the framework of a decentralised control system, it is not possible for the partners in the same Member State to centralise all of their documentation and appoint one first level controller to verify expenditure and activities for more than one partner: every partner has to identify its own controller (internal or external) that must be approved in both cases by the Central Approbation Body (competent national authority).
The First Level Control system is the responsibility of each Member States in their respective countries (according to Article 16 of Regulation (EC) 1080/2006). Please read the Programme Guidance on First Level Controls.

Is an end of project audit still necessary?

An end of project audit is no longer required because FLC checks are carried out throughout the life of the project.

How much do FLC cost?

It is important that project leaders include a realistic budget in their application forms to cover this requirement and should obtain quotations where possible prior to the submission of their projects.