Euroregion Elbe/Labe

Application procedure explained step by step

This content is available in German and Czech only.

  • Before submitting an application
  • Application online
  • decision on applications
  • implementation of the project
  • billing and payout

advisory

It is highly recommended to arrange a consultation appointment with the responsible Euroregion at an early stage. Getting a grant from the Small Projects Fund isn't very complicated, but there are a few ways to make mistakes that may seem small and yet have serious consequences.

The lead partner principle applies to the small projects fund. You must therefore first decide which partner will act as the lead partner. The responsible Euroregion and the responsible side within it is the one in which the lead partner is based.

Your contacts for the KPF in the Euroregion Elbe/Labe are Ms. Richter and Ms. Kosourová on the German side and Ms. Heinzlová and Ms. Rožánková on the Czech side. The contact information can be found here:

for German applicants for Czech applicants

You can reach the other Saxon-Czech Euroregions here:

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

pre-financing

The subsidy from the small projects fund is only paid out after the project has been completed and billed. 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 even without billing problems, and possibly longer if problems arise. Here is a brief explanation (the billing procedure can be found on the last tab):

  1. Your project can last up to a year. So it can happen that you can only include the costs incurred at the beginning in the statement after a year. Interim settlements are not possible.
  2. Upon completion of the project, you must receive and pay all bills. Then you have to compile the billing documents.
  3. You then submit the documents to the Euroregion. Only a formal preliminary check takes place here, which can be quick if no problems are identified. However, the statements are only forwarded to the Sächsische Aufbaubank (SAB) for verification on a quarterly basis. In the most unfavorable case, another three months will pass by then.
  4. The SAB then has a maximum of three months to check 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 quite a long period of time between the settlement of the first invoice and the 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 that you don't have to wait a year to submit the statement. However, this increases the effort involved in submitting an application.

Lead Partners

The lead partner principle applies to the small projects 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 where the lead partner is located. On the German side, the Euroregion Elbe/Labe includes the entire area of the district of Saxon Switzerland-Eastern Ore Mountains 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 outskirts belong to the Euroregions Krušnohoří and Nisa. The exact layout of the funding areas of all Saxon-Czech small project funds can be found 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 it via the online portal, the application must still be printed out, signed and sent to the project secretariat.

The German lead partners must attach the following attachments (if applicable):

  • Statutes of both project partners
  • Excerpt from the register of associations/commercial register of both project partners
  • Authorization to represent the signatory of the application from both project partners
  • Declaration of consent from both project partners to the processing of personal data (form can be downloaded here )
  • Price comparisons (see below)

price comparisons

Price comparisons may have to be made for external services or purchases. The rules for this differ depending on 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 verifies that the application is complete and bilingual. From a technical point of view, it is checked whether the project content is eligible for funding according to the rules of the small projects fund. As part of these checks, additional documents or information may be requested from the applicant.

registration

After the successful completion of the formal and technical examination, the project application is registered and given a registration number. From this moment on, the implementation of the project can be started – at your own risk. A premature start of a measure in this sense that does not affect funding is permissible 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 local authorities in the Euroregion Elbe/Labe. It also has a number of advisory members from the areas of social affairs, the environment, 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 refusal and the reasons for it.

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

You can find an overview of the meetings of the local steering committee, including all figures for projects that have been applied for and confirmed, here .

opposition to rejection

The applicant may lodge a written appeal against the decision of the Local Steering Committee with the relevant KPF Project Secretariat within 30 calendar days after 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.

Premature start of action

You don't have to wait for the decision of the Local Steering Committee 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, for example an order or another contract, is deemed to be the implementation of the project. Unfortunately, this also applies to reservations that can be canceled free of charge.

Awarding of external orders

The provisions of the implementation document, No. 6.3, apply to the awarding of external orders (services, procurement). In many cases, a price comparison is necessary. The rules for this differ depending on 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 adhering to the relevant value limits .

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

publicity regulations

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 the corresponding text (note the size and color version!) as well as
  2. the reference to the funding at events in the form of a notice with the EU logo and the associated text (template available).

More details can be found here .

Be sure to keep a copy of all publications etc. to submit with the statement as proof.

bilingualism

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

on-the-spot checks

The Euroregion is obliged to carry out an on-the-spot check on 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.

Nach Abschluss des Projektes erfolgt die Abrechnung. Die Auszahlung der Fördermittel erfolgt im Erstattungsprinzip und ausschließlich nach Vorlage und Prüfung bezahlter Rechnungen und Buchungsbelege. Auf der deutschen Seite sind an diesem Prozess sowohl das KPF-Sekretariat der Euroregion als auch die Sächsische Aufbaubank (SAB) beteiligt. Auf der tschechischen Seite führt die Kontrolle das KPF-Sekretariat durch. Bei Projekten mit Befangenheit übernimmt diese Kontrolle das Zentrum für Regionalentwicklung in Chomutov.

Zusammenstellung der Abrechnungsunterlagen

Abzugeben sind alle Abrechnungsunterlagen (entsprechend Ihres Zuwendungsvertrages Punkt 11) in dieser Reihenfolge:

  • Belegliste in Papierform und elektronisch (Download der Vorlage hier),
  • Zahlungsnachweise (Handkassenbuch, Kontoauszüge),
  • Rechnungen/Quittungen/Verträge,
  • Vermerke über Vergaben bzw. Preisvergleiche,
  • Nachweise zu Bestellungen bzw. Beauftragungen,
  • Nachweise zu Einnahmen,
  • Teilnehmerlisten,
  • Nachweise zu Publizitätsmaßnahmen,
  • Abschlussbericht mit integriertem Auszahlungsantrag (aus dem Online-System).

Viele wichtige Informationen zu den einzelnen Abrechnungsunterlagen finden Sie hier: Abrechnungsunterlagen im Detail

Prüfung der Abrechnung und Auszahlung

Der Ablauf der Abrechnungsprüfung bis hin zur Auszahlung der Fördermittel ist folgender:

  • Sie geben bei der Euroregion die Abrechnungsunterlagen ab.
  • Die Euroregion führt eine grobe Prüfung der Vollständigkeit Ihrer Unterlagen durch. Ggf. werden weitere Unterlagen von Ihnen nachgefordert.
  • Die Euroregion reicht die Unterlagen mit einem Prüfprotokoll an die SAB weiter. Dort erfolgt die Kontrolle der Recht- und Ordnungsmäßigkeit aller abgerechneten Ausgaben. Die Weitergabe erfolgt üblicherweise im Rahmen von Quartalsabrechnungen im Januar, April, Juli und Oktober.
  • Die SAB prüft die Abrechnung und teilt der Euroregion das Ergebnis mit. Manchmal werden fehlende Unterlagen oder Informationen in diesem Schritt nachgefordert, aber oft auch nicht. Dann werden Teile der Ausgaben nicht anerkannt. Dieser Schritt darf bis zu drei Monate dauern.
  • Die SAB teilt der Euroregion das Ergebnis der Prüfung mit und zahlt die anerkannten Fördermittel an die Euroregion aus.
  • Die Euroregion teilt Ihnen das Ergebnis der Prüfung mit und überweist Ihnen die Fördermittel.

Hilfreiche Hinweise zur Einschätzung der Dauer der Prüfung finden Sie im Abschnitt zur Vorfinanzierung.