Proposal for a Council Decision establishing a Community action programme for bodies promoting reciprocal understanding of relations between the European Union and certain non-industrialised regions in the world
Date: 2003-05-27
Institutions: European Commission
Subjects: EU action, EU financing, EU relations, financial regulation, legal basis, research body

COMMISSION OF THE EUROPEAN COMMUNITIES

Brussels, 27.5.2003
COM(2003) 280 final

2003/0110 (CNS)

Proposal for a

COUNCIL DECISION

establishing a Community action programme for bodies promoting reciprocal
understanding of relations between the European Union and certain non-industrialised
regions in the world

(presented by the Commission)

EXPLANATORY MEMORANDUM

1.

Introduction

The Community implements a policy of  financial,  economic  and  technical cooperation with
various parts of the world. The Council has confirmed the importance it attaches to relations
with its partners: hence the concomitant need to strengthen reciprocal knowledge between the
European Union and partners receiving EU assistance. This two-way familiarisation process
needs to be backed up by the work of bodies specialising in the analysis of relations between
the EU and the regions concerned.

Several institutions have for a number of years been receiving operating grants under chapter
A  30  of  the  general  budget  of  the  European  Communities.  Until  now  the  Budget  Authority
has required that the recipients of such grants be named in the titles of the budget headings.

The activities to be financed under this basic instrument are those that increase understanding
and  dialogue  concerning  relations  between  the  European  Union  and  the  regions  concerned,
via inter alia:

–  study and analysis of the policies of the EU and the region concerned,

–  the production of discussion documents,

–  the organisation of round tables and/or thematic seminars,

–  various publications.

Subsidiarity:  promoting  reciprocal  knowledge  of  relations  between  the  EU  and  certain  non-
industrialised regions in the world is in line with the approach of providing EU assistance to
these  regions and  is thus an  activity of multilateral  dimensions which must be conducted  at
Community level in accordance with the principles of efficiency and sound management. In
this spirit, Member States' participation in the financing of these activities could contribute to
enriching the objective pursued by this programme.

2.

The need to give current activities a legal basis

The  adoption  of  Council  Regulation  (EC,  Euratom)  No  1605/2002  of  25  June  2002  on  the
Financial Regulation applicable to the general budget of the European Communities1 and the
Commission decision to move to Activity Based Budgeting (ABB) involve establishing basic
instruments  for  a  number  of  grants  funded  on  the  basis  of  appropriations  defined  in  part  A
(administrative appropriations) of the Commission section of the budget (section III).

The  objective  of  this  Decision  is  therefore  to  establish  a  basic  instrument  for  awarding
operating grants to bodies active in promoting reciprocal understanding of relations between
the European Union and certain non-industrialised regions in the world, for a period of three
years (2004-2006).

The proposal is based on Article 308 authorising the Council to take appropriate measures if
an action proves necessary to attain one of the objectives of the Treaties and the Treaty has
not provided the necessary powers. The procedure to be followed is set out in that Article: the

1

OJ L 248, 16.9.2002, p. 1.

2

                                                
Council acts unanimously on a proposal from the Commission after consulting the European
Parliament.

3.

Main features of the proposal for a Decision

The  Decision  includes  the  general  principles  applicable  to  grants  concerning  gradual
reduction and cofinancing.

Selection  of  recipients:  in  accordance  with  the  new  Financial  Regulation,  the  grant
beneficiaries  must  be  selected  by  means  of  a  call  for  proposals.  Until  now  the  Budget
Authority has  asked for the recipients of such  grants to be named in the titles of  the  budget
headings. For  recipients  to  be  named  in  the  basic  instrument,  the  qualifications  of  the  body
must make it the only possible choice but,  given the type of recipients awarded  grants until
now, the conditions are not being met.

Budgetary impact: the amounts provided for are based on the amount granted under the 2003
budget  of  the  European  Communities  for  lines  A-3031,  A-3033,  A-3034  and  A-3039.  It  is
proposed to maintain the same amount of EUR 1 353 000 per year.

Legal  base:  The  operations  covered  by  this  Decision  are  not  cooperation  measures  falling
directly  under  the  policies  of  development  cooperation  or  cooperation  with  other  third
countries  and  yet  are  necessary  to  achieve  one  of  the  Community's  objectives.  For  the
adoption of this Decision, therefore, the Treaty does not provide powers of action other than
those laid down in Article 308 EC.

4. Conclusion

For the above reasons, the Commission proposes that the Council adopt the attached decision.

3

2003/0110 (CNS)

Proposal for a

COUNCIL DECISION

establishing a Community action programme for bodies promoting reciprocal
understanding of relations between the European Union and certain non-industrialised
regions in the world

THE COUNCIL OF THE EUROPEAN UNION,

Having regard to the Treaty establishing the European Community, and in particular Article
308 thereof,

Having regard to the proposal from the Commission,2

Having regard to the opinion of the European Parliament,3

Whereas:

(1) 

(2) 

(3) 

(4) 

(5) 

(6) 

2

3

4

5

6

7

8

The  Community  maintains  relations  with  certain  non-industrialised  countries  and
regions,  in  particular  by  providing  substantial  assistance  under  the  ALA,4  MEDA,5
TACIS6 and CARDS7 Regulations.

The European Council has on several occasions underlined the importance it attaches
to relations between the European Union and its partners.8

Special attention should be given to the regional dimension of Community assistance,
taking  account  of  the  divergence  of  needs  and  priorities  among  the  main  regions
covered by the aforementioned regulations and stepping up regional cooperation.

Increased  reciprocal  knowledge  between  the  European  Union  and  partners  receiving
assistance from it should be promoted.

Strengthening reciprocal knowledge between the EU and its partners will be assisted
by the work of bodies  specialising in the  analysis  of relations between  the European
Union and the regions concerned.

Several budget lines are designed to support institutes, bodies or networks with a view
to reinforcing relations between the European Union and other regions in the world.

OJ C […], […], p. […].
OJ C […], […], p. […].
Council Regulation (EEC) No 443/92 of 25 February 1992 (OJ L 52, 27.2.1992, p.1).
Council Regulation (EC) No 1488/96 of 23 July 1996 (OJ L 189, 30.7.1996, p. 1).
Council Regulation (EC, Euratom) No 99/200 of 29 December 1999 (OJ L 12, 18.1.2000, p.1).
Council Regulation (EC) No 2666/2000 of 5 December 2000 (OJ L 306, 7.12.2000, p. 1).
Cannes European Council, 26-27 June 1995 and Lisbon European Council, 23-24 March 2000.

4

                                                
(7) 

(8) 

(9) 

Council  Regulation  (EC,  Euratom)  No  1605/2002  of  25  June  2002  on  the  Financial
Regulation applicable to the general budget of the European Communities requires a
legal basis to be established for existing support actions.

The  geographical  scope  of  this  programme  should  be  extended  to  all  the  regions
covered by the abovementioned Regulations and to the candidate countries.

The operations covered by this Decision are not cooperation measures falling directly
under  the  policies  of  development  cooperation  or  cooperation  with  other  third
countries and yet are necessary to achieve one of the Community's objectives.

(10)  For the adoption of this Decision, the Treaty does not provide powers of action other

than those laid down in Article 308.

5

HAS DECIDED AS FOLLOWS:

Article 1 [Objective of the programme]

1. 

2. 

A Community action programme is hereby established for the promotion of centres,
institutes and networks specialising in the analysis of relations between the European
Union and certain regions.

The  general  objective  of  this  programme  shall  be  to  support  the  activities  of  these
bodies.  The  activities  shall  consist  of  the  annual  work  programme  of  a  centre,
institute or network and must be in keeping with those described in the Annex. The
activities  supported  must  contribute  to  increasing  understanding  and  dialogue
between the European Union, the regions covered by the ALA, MEDA, TACIS and
CARDS Regulations and the candidate countries.

Article 2 - [Access to the programme]

1.

To qualify for a grant, an applicant body must comply with the provisions laid down
in the Annex and meet the following requirements:

–  it  must  be  an  independent  and  non-profit  making  legal  entity  active
chiefly in promoting understanding of relations between the EU and the
regions concerned, with an objective that serves the public good;

–  it  must  have  been legally  established for more  than  two  years  and  have
had  its  accounts  for  the  preceding  two  years  certified  by  a  registered
auditor;

–  its  activities  must  be  in  keeping  with  the  principles  underlying
Community  external  relations  action  and  take  account  of  the  priority
areas identified in Article 5.

2.

For  a  body  pursuing  an  objective  in  keeping  with  EU  external  relations  policy  to
qualify  for  an  operating  grant  under  its  annual  work  programme,  it  must  also  be
active at a European level or in the region concerned and its structure and activities
must have potential at the level of the EU and/or its regions.

Article 3 - [Participation of countries outside the European Union]

Participation  in  the  programme  shall  be  open  to  bodies,  institutes  and  networks
established in:

a) 

b)

the Member States;

countries whose accession to the European Union in 2004 was approved at the
2002 Copenhagen Summit;

6

1.

2.

1.

2.

3.

1. 

2. 

c)

d)

Bulgaria, Romania and Turkey;

countries  or  regions  covered  by  the  ALA,  MEDA,  TACIS  or  CARDS
Regulations.9

Article 4 - [Selection of beneficiaries]

The  award  of  an  operating  grant  on  the  basis  of  the  annual  work  programme  of  a
body must comply with the general criteria laid down in the Annex.

Bodies entitled to receive such operating grants shall be selected following a call for
proposals covering the full duration of the programme, with a view to establishing a
partnership between these bodies and the European Union.

On  the  basis  of  the  call  for  proposals,  the  Commission  shall  adopt  the  list  of
recipients and the amounts approved in accordance with Article 116 of the Financial
Regulation.

Article 5 - [Award of the grant]

The  operating  grants  awarded  under  this  programme  may  not  finance  the  body's
entire eligible expenditure for the calendar year for which the grant is awarded.

The amount of an operating grant awarded may not exceed 70% of the organisation's
eligible expenditure for the calendar year for which the grant is awarded.

Pursuant  to  Article  113(2)  of  Council  Regulation  (EC,  Euratom)  No  1605/2002  of
25 June  2002,  where  such  operating  grants  are  renewed,  they  shall  be  gradually
decreased. If a grant is awarded to a body having already received an operating grant
the  preceding  year,  the  percentage  of  Community  cofinancing  represented  by  the
new  grant  shall  be  at  least  10  percentage  points  lower  than  the  Community
cofinancing percentage represented by the grant in the preceding year.

Article 6 - [Financial provisions]

This programme shall start on 1 January 2004 and end on 31 December 2006.

The  annual  appropriations  shall  be  authorised  by  the  budgetary  authority  within  the
limits of the financial perspectives.

Article 7 - [Monitoring and evaluation]

By 31 December 2005 at the latest the Commission shall report to the Council on the
achievement  of  the  objectives  of  the  programme.  The  report  shall  be  based  on  the
results  obtained  by  the  beneficiaries  and  assess,  in  particular,  their  relevance,
effectiveness and  usefulness  in  achieving  the  objectives  defined  in  Article  1  and  the
Annex.

9

See notes 3 to 6.

7

                                                
Article 8 - [Transitional provisions]

The principle of the gradual decrease of the rate of Community cofinancing provided
for in Article 5 in the case of renewal of an operating grant to bodies having received
such a grant for the same activities the year before the entry into force of this Decision
and  for  the  two  preceding  years  shall  apply  only  from  the  third  year  following  the
entry into force of this Decision.

Article 9 - [Entry into force]

This Decision shall enter into force on the day following its publication in the Official
Journal of the European Communities.

Done at Brussels,

For the Council
The President

8

1.  ACTIVITIES SUPPORTED

ANNEX

The activities of bodies that may help to reinforce and increase the effectiveness of
Community action shall include the following:

–  study  and  analysis  of  the  policies  of  the  European  Union  and  of  the

region targeted by the call for proposal,

–  production of discussion documents,

–  round tables,

–  thematic seminars,

–  various publications.

2.  IMPLEMENTATION OF ACTIVITIES SUPPORTED

2.1.

2.2.

2.3.

The  activities  covered  by  this  programme  shall  be  carried  out  by  a  body  whose
objective  is  to  increase  understanding  and  reciprocal  knowledge  between  the
European Union and the regions covered by the regulations referred to in Article 3.

The  programme  shall  apply  to  all  non-profit  making  bodies,  institutes  or  networks
active  in  the  countries  and/or  regions  covered  in  Article  2  of  the  Decision  that
promote principles and policies forming part of the objectives of the Treaties.

An annual operating grant may be awarded to support the implementation of such a
body's annual work programme.

3.  SELECTION OF BENEFICIARIES

Bodies entitled to receive an operating grant shall be selected on the basis of calls for
proposals, as provided for in the Financial Regulation. These calls for proposals will
be launched at the beginning of this programme in order to select the partners with
which the European Union will implement it.

4.  CHARACTERISTICS OF GRANT APPLICATIONS ON WHICH ASSESSMENT IS BASED

Grant applications shall be assessed on the basis of:

–  their complementarity with the objectives of the programme,

–  the quality of the activities,

–  prior experience in the field,

–  the  existence  of  well-established  information  sources  and  contacts  in  the

regions concerned and the European Union,

–  the proportionality of the costs and benefits of the activity proposed,

–  the geographic scope of the activities.

The exact characteristics and criteria for awarding the grants shall be specified in the
calls for proposals.

9

5.  ELIGIBLE EXPENDITURE

5.1

5.2

6.

6.1

6.2

6.3

6.4

6.5

The only costs to be  taken into  account  in determining  the  operating  grant shall  be
those necessary for the proper conduct of the normal activities of the body selected,
in  particular  personnel  costs,  overheads  (rental  and  property  charges,  equipment,
office supplies, telecommunications, postal charges, etc.), costs of internal meetings,
publication, information and dissemination costs.

The  bodies  concerned  receive  budget  cofinancing  from  sources  other  than
Community  sources.  Such  cofinancing  may  be  partly  contributed  in  kind,  provided
the contribution is valued at no more than the cost actually incurred and is evidenced
by  accounting documents or the  cost  generally obtaining on the market in question
and with the exception of contributions in kind in the form of real estate.

CHECKS AND AUDITS

The beneficiary of an operating grant shall keep available for the Commission all the
supporting  documents, 
the  audited  financial  statement,  regarding
expenditure  incurred  during  the  grant  year, for a period of five  years  following  the
last  payment.  The  beneficiary  of  a  grant  shall  ensure  that,  where  applicable,
supporting documents in the possession of partners or members are made available to
the Commission.

including 

The Commission may have an audit of the use made of the grant carried out either
directly by  its  own  staff or  by  any  other  qualified  outside  body  of  its  choice.  Such
audits may be carried out throughout the lifetime of the agreement and for a period of
five  years  from  the  date  of  payment  of  the  balance.  Where  appropriate,  the  audit
findings may lead to recovery decisions by the Commission.

Commission  staff  and  outside  personnel  authorised  by  the  Commission  have
appropriate right of access to sites and premises where the action is carried out and to
all  the  information,  including  information  in  electronic  format,  needed  in  order  to
conduct such audits.

The Court of Auditors and the European Anti-Fraud Office (OLAF) shall enjoy the
same rights, especially of access, as the Commission.

In  order  to  protect  the  European  Community's  financial  interests  against  fraud  and
other  irregularities,  the  Commission  may  also  carry  out  on-the-spot  checks  and
inspections under this programme in accordance with Council Regulation (Euratom,
EC)  No  2185/96.10  Where  necessary,  investigations  shall  be  conducted  by  the
European Anti-Fraud Office (OLAF) and shall be governed by European Parliament
and Council Regulation (EC) No 1073/1999.11

10

11

OJ L 292, 15.11.1996, p. 2.
OJ L 136, 31.5.1999, p. 1.

10

                                                
6. 

LEGISLATIVE FINANCIAL STATEMENT

Policy area(s): EXTERNAL RELATIONS

Activity: 19.02.02 Institutes specialising in relations between the European Union and non-
EU countries

TITLE OF OPERATION:

BODIES PROMOTING RECIPROCAL UNDERSTANDING OF RELATIONS BETWEEN THE
EUROPEAN UNION AND CERTAIN NON-INDUSTRIALISED REGIONS IN THE WORLD

1.

BUDGET HEADINGS

Nomenclature:

19.02.02 (A-3031 in 2003): European Institute for Asian Studies

19.02.08  (A-3033  in  2003):  European  Centre  for  Global  Interdependence  and
Solidarity (the North-South Centre)

19.02.09  (A-3034 in  2003):  Latin  American  Centre  for  Relations  with  Europe
(CELARE)

19.02.10 (A-3039 in 2003): Mediterranean and Euro-Arab cooperation

2004 nomenclature ABB:19.02.02 (4 headings merged into one)

OVERALL FIGURES

Total allocation for action: €4.059 million for commitment

Period of application:

2004-2006

2.

2.1

2.2

2.3

Overall multi-annual estimate of expenditure:

(a)  Schedule  of  commitment  appropriations/payment  appropriations  (financial  intervention)
(see point 6.1.1)

Non-differentiated
appropriations

N
2004

n +1
2005

n+2
2006

N+3
2007

Commitments

1.353

1.353 1.353

Total

4.059

€ million (to three decimal places)

(b) Technical and administrative assistance and support expenditure(see point 6.1.2)

Commitments

Payments

11

Sub-total a+b

Commitments

1.353

1.353

1.353

4.059

(c) Overall financial impact of human resources and other administrative expenditure
 (See points 7.2 and 7.3)

0.087

0.087

0.087

0

0.2610

Commitments/
Payments

TOTAL a+b+c

Commitments

1.440

1.440

1.440

Payments

1.102

1.440

1.440

0.338

4.320

4.320

2.4

Compatibility with financial programming and financial perspective

(cid:1)

Proposal is compatible with existing financial programming.

(cid:2) This  proposal  will  entail  reprogramming  of  the  relevant  heading  in  the

financial perspective.

(cid:2) This  may  entail  application  of  the  provisions  of  the  Inter-institutional

Agreement.

2.5

Financial impact on revenue

Proposal  has  no  financial  implications  (involves  technical  aspects  regarding

(cid:1)
implementation of a measure)

OR

(cid:2) Financial impact – the effect on revenue is as follows:

- NB All details and observations relating to the method of calculating the effect on
revenue should be shown in a separate annex.

Budget
heading

   Revenue

€ million (to one decimal place)

Prior to
measure
(year n-
1)

Situation following implementation of measure

Year
n3

n+1

N+2

n+3

n+4

n+5

a) Revenue in absolute terms1

b)Change in revenue2

 (cid:1)

(Please specify each budget line involved, adding the appropriate number of rows
to the table if there is an effect on more than one budget line.)

12

3.

BUDGET CHARACTERISTICS

Type of expenditure

New

EFTA
contribution

Contributions
from
applicant
countries

Heading in
financial
perspective

Non-comp Non-diff.

No

No

No

No 5

4.

LEGAL BASIS

In 2003, Part A of the Budget (administrative expenditure)

New basic instrument proposed for 2004

5.

5.1

DESCRIPTION AND GROUNDS

Need for Community intervention12

5.1.1

Objectives pursued

The objectives pursued are an increase in mutual  understanding  and  knowledge  of  relations
between the European Union and certain non-industrialised regions of world benefiting from
Community assistance.

5.1.2

Provision made for ex-ante evaluation

The Community action programme for bodies promoting reciprocal understanding of relations
between the European Union and certain non-industrialised regions in the world is effectively
an extension of the grants awarded to bodies mentioned by name in the remarks in the Budget
(Chapter A30 in the 2003 Budget).

5.1.3

Provision made for ex-post evaluation

When a body’s eligibility for a grant expires, the body in question must send the Commission
a final report on implementation of the work programme together with final accounts.

The Commission will evaluate these documents against the objectives set and the expected
results.

5.2

Action envisaged and budget intervention arrangements

(This point should describe the logic behind the proposal. It should specify the main actions
to  achieve  the  general  objective.  Each  action  should  have  one  or  more  specific  objectives.
These should indicate the progress expected over the proposed period. They should also look
beyond immediate outputs but be sufficiently precise to allow concrete results to be identified.
Specify for each main action:

12 

For further information, see separate explanatory note.

13

                                                
Organisations  specialised  in  relations  between  the  EU  and  other  regions  of  the  world
constitute a rich resource of knowledge and often form part of a wider network, either formal
or informal. Such organisations offer a real possibility to communicate knowledge and ideas
concerning  relations  between  the  EU  and  the  relevant  regions  to  a  significant  number  of
opinion formers. This is a clear need to increase understanding of the EU in the regions of the
world  which  benefit  from  external  assistance  programmes  and  a  parallel  need  to  increase
understanding  of  these  regions  in  the  EU  and  the  relations  which  exist  between  them.  The
centres, institutes and networks which specialise in relations between the EU and such regions
can provide an effective vehicle to achieve this goal. They can provide reliable, objective and
pertinent  information  on  the  state  of  relations  between  the  EU  and  the  relevant  region.  In
order to be effective in their mission, these organisations need to be able to focus on their core
tasks. The establishment of a partnership covering a number of years whereby an organisation
would receive an annual grant, after selection through a transparent procedure, and subject to
acceptance  of  the  annual  programme  of  the  organisation  will  greatly  facilitate  the
achievement of the organisations’ mission.

- the target population(s) (specify number of beneficiaries if possible);

Specialist  centres,  institutes  and  networks  pursuing  an  objective  connected  to  analysis  of
relations between the European Union and the relevant regions.

- the specific objectives set for the programming period (in measurable terms);

Activities by bodies likely to strengthen Community action and make it more effective must
promote  understanding  and  dialogue  between  the  European  Union  and  regions  receiving
assistance.

- the concrete measures to be taken to implement the action;

The  programme  will  be  implemented  through  the  provision  of  support  to  organisations
dedicated to the promotion of mutual understanding of relations between the EU and certain
non-industrialised regions of the world.

The  grants  will  cover  a  part  of  the  operating  costs  of  the  beneficiary  organisations  chosen
after  a  call  for  proposals  and  selected  in  function  of  their  capacity  to  contribute  to  the
achievement of the objective of the programme.

- the immediate outputs of each action;

These will consist in the actions undertaken by the beneficiaries in the context of their annual
programme and will include, inter alia, studies, workshops, conferences, publications etc.;

-  the  contribution  of  these  outputs  to  the  expected  outcomes  in  terms  of  satisfying  needs  or
solving problems

The effects produced will be a better understanding of the EU, its policies towards particular
regions and a better understanding of the regions and the policies pursued by the countries of
the  regions  as  well  as  the  relations  between  the  EU  and  the  regions  by  opinion  formers,
including academics, politicians, civil society and officials.

Information should also be given on the budget intervention arrangements (rate and form of
the required financial assistance).

14

The budget provides scope for the awarding of five annual grants of €338 000 on average.

Operating grants must not exceed 70% of the body’s eligible expenditure for the civil year in
respect of which the subvention is awarded.

5.3

Methods of implementation

Direct management by the Commission

6.

6.1

FINANCIAL IMPACT

Direct management by the Commission

(The method of calculating the total amounts set out in the table below must be explained by
the breakdown in Table 6.2. )

6.1.1 Financial intervention

Commitments  in  €  million  (to  three  decimal

places)

Breakdown

Action 1

Action 2

Etc.

Year n

n + 1

 n + 2

n + 3

n+ 4

Total

n + 5 and
subs.
years

TOTAL 1.353

1.353

1.353

4.059

6.1.2 Technical and administrative assistance, support expenditure and IT expenditure
(commitment appropriations)

Year n

n + 1

 n + 2

n + 3

n + 4

Total

n + 5 and
subs.
years

and

Technical 

1) 
administrative assistance:
a) 
offices

Technical 

assistance

and

technical 

b)  Other 
administrative assistance:
- intra-muros:
- extra-muros:

of  which  for  construction
and 
of
maintenance 
computerised  management
systems:

Sub-total 1

15

2) Support expenditure :

a) Studies

b) Meetings of experts

c) Information and
publications

Sub-total 2

TOTAL

6.2.

Calculation  of  costs  by  measure  envisaged  in  Part  B  (over  the  entire
programming period)13

(Where there is more than one action, give sufficient detail of the individual measures to be
taken for each one to allow the volume and costs of the outputs to be estimated)

Breakdown

Commitments in € million (to three decimal places)

Type of outputs
(projects,
files…)

1

Number of
outputs
(total for years
1…n)
2

Average unit
cost

Total cost
(total for years
1…n)

3

4=(2X3)

Action 1
- Measure 1
- Measure 2
Action 2
- Measure 1
- Measure 2
- Measure 3

Etc.

TOTAL COST

If necessary, explain the method of calculation

7.

7.1.

IMPACT ON STAFF AND ADMINISTRATIVE EXPENDITURE

Impact on human resources14

Types of post

Staff to be assigned to management of the
action using existing or additional
resources

Total

Description of tasks deriving from the
action

13 
14 

For further information, see separate explanatory note.
Existing resources.

16

                                                
Number of
permanent posts

Number of
temporary posts

Officials 
temporary staff

or

0.35
0.35

A
B
C

Other human resources
Total

0.70

Programming, including calls for
proposals, monitoring of
implementation of action programme.
Identification, preparation, financing,
implementation and evaluation and on-
the-spot checks on bodies.

0.35
0.35

0.70

7.2

Overall financial impact of human resources

Type of human resources

Amount €

Method of calculation*

Officials
Temporary staff

Other human resources

75 600

€108  000  €  (standard  admin  costs)  x
0.70 man-years

(specify budget heading)

Total

75 600

The amounts are total expenditure for twelve months.

7.3

Other administrative expenditure deriving from the action

Budget heading
(No and heading)

Overall allocation (Title A7)
A0701 – Missions
A07030 – Meetings
A07031 – Compulsory committees (1)
A07032 – Non-compulsory committees (1)
A07040 – Conferences
A0705 – Studies and consultations
… Other expenditure (specify)

Information systems (A-5001/A-4300)

Other expenditure - part A (specify)

Amounts (in €)

Method of calculation

10 000

4  missions  for  on-the-spot  checks  per
year
1 mission per body x 4 @€2 500

Total

10 000

The amounts are total expenditure for twelve months.

(1) Specify the type of committee and the group to which it belongs.

I.
II.
III.

Annual total (7.2 + 7.3)
Duration of action
Total cost of action (I x II)

€85 600
3 years
€256 800

(In the estimate of human and administrative resources required for the action, DGs/Services
must take  into account the decisions taken  by  the  Commission  in  its  orientation  debate  and
when  adopting  the  preliminary  draft  budget  (PDB).  This  means  that  DGs  must  show  that
human  resources  can  be  covered  by  the  indicative  pre-allocation  made  when  the  PDB  was
adopted.

17

Exceptional cases (i.e. those where the action concerned could not be foreseen when the PDB
was being prepared) must be referred to the Commission for a decision on whether and how
(by  means  of  an  amendment  of  the  indicative  pre-allocation,  an  ad  hoc  redeployment
exercise,  a  supplementary/amending  budget  or  a  letter  of  amendment  to  the  draft  budget)
implementation of the proposed action can be accommodated.)

8.

8.1

FOLLOW-UP AND EVALUATION

Follow-up arrangements

(Adequate  follow-up  information  must  be  collected,  from  the  start  of  each  action,  on  the
inputs,  outputs  and  results  of  the  intervention.  In  practice  this  means  (i)  identifying  the
indicators for inputs, outputs and results and (ii) putting in place methods for the collection of
data.)

8.2

Arrangements and schedule for the planned evaluation

By 31 December 2005 at the latest the Commission shall report to the Council on the
achievement  of  the  objectives  of  the  programme.  The  report  shall  be  based  on  the
results  obtained  by  the  beneficiaries  and  assess,  in  particular,  their  effectiveness  in
achieving the objectives defined in Article 1 and the Annex.

9.

ANTI-FRAUD MEASURES

In  order  to  protect  the  European  Community's  financial  interests  against  fraud  and
other  irregularities,  the  Commission  may  also  carry  out  on-the-spot  checks  and
inspections  under  this  programme  in  accordance  with  Council  Regulation  (Euratom,
EC)  No  2185/96.15  Where  necessary,  investigations  shall  be  conducted  by  the
European Anti-Fraud  Office  (OLAF) and shall be governed  by  European  Parliament
and Council Regulation (EC) No 1073/1999.16

The beneficiary of an operating grant shall keep available for the Commission all the
supporting  documents, 
regarding
expenditure incurred during the grant year, for a period of five years following the last
payment.  The  beneficiary  of  a  grant  shall  ensure  that,  where  applicable,  supporting
documents  in  the  possession  of  partners  or  members  are  made  available  to  the
Commission.

financial  statement, 

the  audited 

including 

The Commission will carry out regular document checks and on-the-spot checks.

15 
16 

OJ L 292, 15.11.1996, p. 2.
OJ L 136, 31.5.1999, p. 1.

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