Euroregion Elbe/Labe

Application procedure explained step by step

This content is available in German and Czech only.

  • Before applying
  • Application online
  • Decision on applications
  • Implementation of the project
  • Billing and payout

consultation

It is highly recommended to make an appointment with the responsible Euroregion in good time. Getting funding from the Small Project Fund is not very complicated, but there are a few possible mistakes that seem small and yet can have serious consequences.

The lead partner principle applies to the small project fund. So you first have to decide which partner will act as lead partner. The responsible Euroregion and within it the responsible side is the one in which the lead partner is based.

Your contact persons for the KPF in the Elbe / Labe Euroregion are Ms. Richter and Ms. Kosourová on the German side and Ms. Heinzlová and Ms. Rožánková on the Czech side. You can find the contact information here:

for German applicants for Czech applicants

You can reach the other Saxon-Czech Euroregions here:

Euroregion Neisse-Nisa-Nysa
Euroregion Ore Mountains / Krušnohoří
Euregio Egrensis

Pre-financing

The funding from the small project fund is always paid out after the project has been completed and settled. There are no advances, so the project must be fully pre-financed.

Please do not underestimate the necessary duration of the pre-financing. This can be up to 1.5 years without billing problems, and longer if problems arise. A short explanation (you can find the billing procedure on the last tab):

  1. Your project can run for up to a year. It can therefore happen that you can only include the costs incurred in the billing after a year. Interim billing is not possible.
  2. After the project is complete, you must receive and settle all invoices. Then you need to compile the accounting documents.
  3. You then submit the documents to the Euroregion. Only a formal preliminary examination takes place here, which can be done quickly if no problems are identified. However, the statements are only forwarded to the Sächsische Aufbaubank (SAB) for review on a quarterly basis. In the worst case, it will take another three months.
  4. The SAB then has max. three months to review the receipts. If the result is positive, the funds will be paid out relatively soon.

Without any culpable delay on the part of one of the parties involved, there can be a long period of time between payment of the first invoice and payment of the funding.

Tip: If necessary, divide your project into parts (caution: avoid repetitions, otherwise the funding rate will be reduced - see here ) so as not to have to wait a year for the submission of the statement. However, this increases the effort required to submit an application.

Lead partner

The lead partner principle applies to the small project fund. The lead partner submits the application and only he can claim costs and receive funding. If both partners have expenses, you can apply for two mirror projects.

Responsible Euroregion

The application must be submitted to the Euroregion in which the lead partner is based. On the German side, the Elbe / Labe Euroregion comprises the entire area of the Saxon Switzerland-Eastern Ore Mountains district and the state capital Dresden. On the Czech side, it basically covers the area of the four districts of Děčín, Ústí nad Labem, Teplice and Litoměřice. However, some communities on the edge belong to the Euroregions Krušnohoří and Nisa. You can find the exact layout of the funding areas of all Saxon-Czech small project funds in the implementation document in point 4.1.

Online application and attachments

The application is filled out and submitted online in German and Czech. The address for this is:

eel.kpf-fmp.eu

After submitting the application via the online portal, it still has to be printed out and signed and sent to the project secretariat.

The following attachments must be attached by German lead partners (if applicable):

  • Articles of association of both project partners
  • Extract from the association register / commercial register of both project partners
  • Authorization to represent for signatories of the application from both project partners
  • Declaration of consent of both project partners for the processing of personal data (form here for download )
  • Price comparisons (see below)

Price comparisons

Price comparisons may have to be submitted for external services or purchases. The rules for this differ according to whether the applicant is a public (cities, municipalities, their associations, authorities, etc.) or a non-public client (clubs, associations, foundations, companies, etc.).

Regulations for non-public clients

Regulations for public clients

Formal and technical examination

After submitting the application, the secretariat checks the formal correctness and technical eligibility. The formal control checks whether the application is complete and bilingual. From a technical point of view, it is checked whether the project content is eligible for funding under the rules of the small project fund. As part of these controls, documents or information may be requested from the applicant.

Registration

After successfully completing the formal and technical examination, the project application is registered and given a registration number. From this moment on, you can start implementing the project at your own risk. A premature start of measures that is not harmful to funding in this sense is permitted without a separate application (more under Implementation of the project).

But be careful: Every step of the project implementation BEFORE the day of registration leads to the loss of ALL funding!

Local steering committee

The local steering committee decides on the requested funding for the project. This body has 14 members who represent the regional authorities in the Elbe / Labe Euroregion. It also has a number of advisory members from the areas of social, environmental, tourism and business.

If the project application is approved, the beneficiary (lead partner) will receive a grant agreement. Otherwise, he will be informed of the rejection and the reasons for it.

The rejection rate in the small project fund in the Elbe / Labe Euroregion has so far been around 10%.

Eine Übersicht der Sitzungen des Lokalen Lenkungsausschusses inkl. aller Zahlen zu beantragten und bestätigten Projekten finden Sie here .

Opposition to rejection

The applicant can lodge a written complaint against the decision of the Local Steering Committee with the responsible KPF project secretariat within 30 calendar days of the notification of the decision of the Local Steering Committee. The local steering committee decides in another meeting whether the objection can be remedied or not.

Early start of action

You do not have to wait until the local steering committee has decided to implement the project, you can start with the registration (see decision on the project ). Any entering into a legal obligation in connection with the project, e.g. an order or another contract, counts as implementation of the project. Unfortunately, this also applies to reservations that can be canceled free of charge.

Awarding external contracts

The provisions of the implementation document, No. 6.3 apply to the award of external contracts (services, procurement). In many cases, a price comparison is necessary. The rules for this differ according to whether the applicant is a public (cities, municipalities, their associations, authorities, etc.) or a non-public client (clubs, associations, foundations, companies, etc.).

Regulations for non-public clients

Regulations for public clients

Please also note the information on pitfalls when complying with the relevant value limits .

Document it in as much detail as possible when placing orders where a price comparison is necessary. This includes everything from the first inquiry to the offers received and placing the order. If you should make a price comparison on the Internet (e.g. for accommodation), it is best to document this with screenshots. All of this must be attached to the accounting documents at the end.

Disclosure requirements

Just don't forget to observe the publicity regulations of the European Union during the implementation of the project. The two most important points are:

  1. the reference to the funding on all funded printed matter and objects with the EU logo and associated text (note size and color version!) and
  2. the reference to funding at events in the form of a notice with the EU logo and accompanying text (template available).

More details can be found here .

Be sure to keep a copy of all publications, etc., so that you can submit them with the invoice as evidence.

bilingualism

All publications in the project must be published in at least two languages, i.e. in German and Czech. You can find the exact details here .

On-the-spot checks

The Euroregion is obliged to carry out an on-site inspection of a certain part of the projects. Therefore, all beneficiaries must inform the project secretariat in good time about the implementation of events and ensure access to them for the employees.

After completion of the project, the billing takes place. The funding is paid out on the basis of the reimbursement principle and only after receipt and review of paid invoices and accounting documents. On the German side, both the KPF Secretariat of the Euroregion and the Sächsische Aufbaubank (SAB) are involved in this process. On the Czech side, the control is carried out by the PCF secretariat. In the case of projects with bias, this control is carried out by the Center for Regional Development in Chomutov.

Compilation of the accounting documents

All accounting documents (in accordance with point 11 of your grant agreement) must be submitted in this order:

  • Documentation list in paper form and electronically ( download the template here ),
  • Proof of payment (manual cash book, account statements),
  • Invoices / receipts / contracts,
  • Notes on awards and price comparisons,
  • Evidence of purchase orders or assignments,
  • Proof of income,
  • Participant lists,
  • Evidence of publicity measures,
  • Final report with integrated payment request (from the online system).

You can find a lot of important information about the individual billing documents here: Billing documents in detail

Checking the billing and payment

The process of the accounting check up to the payment of the funds is as follows:

  • You hand in the accounting documents to the Euroregion.
  • The Euroregion carries out a rough check of the completeness of your documents. Possibly. further documents will be requested from you.
  • The Euroregion forwards the documents with a test report to the SAB. This is where the legality and correctness of all billed expenses are checked. The transfer usually takes place within the framework of quarterly statements in January, April, July and October.
  • The SAB checks the billing and informs the Euroregion of the result. Sometimes missing documents or information are requested in this step, but often not. Then parts of the expenses will not be recognized. This step can take up to three months.
  • The SAB notifies the Euroregion of the result of the examination and pays the recognized funding to the Euroregion.
  • The Euroregion will inform you of the result of the test and transfer the funds to you.

You can find helpful information on estimating the length of the exam in the section on pre-financing .