The Programme is based on the lead partner principle8. This means that each project should appoint one organisation as a lead partner. This organisation will be responsible for a number of tasks as detailed below. The lead partner organisation will follow the legal requirements set out in Chapter C.1.
C.2.1 Main responsibilities of the lead partner
The lead partner, in cooperation with the project partners, is responsible for the drafting of the project application. Furthermore, it is the lead partner’s responsibility to submit the application to the MA/JS.
After approval of a project the lead partner will sign a subsidy contract with the MA/JS and launch the project implementation. During the implementation phase, the main task of the lead partner is the coordination of the project with sound financial and project management. In addition, the lead partner should maintain a dynamic communication process among the partnership and make sure that there is enough exchange of information that enables the successful delivery of the outputs. Besides these, there are a number of other responsibilities and tasks that a lead partner should carry out. These are regulated in the subsidy contract and detailed below.
The main responsibilities of the lead partner include:
1. Laying down the arrangements with all other partners in a written agreement (i.e. partnership agreement) including provisions that, inter alia, guarantee the sound financial management9 of the funds allocated to the project, and the arrangements for recovering amounts unduly paid10. 2. Assuming responsibility for and ensuring the implementation of the entire
project11. This includes:
Signing and submitting the application to the MA/JS;
8 See REGULATION (EC) No 1299/2013 Art. 13
9 The principle of sound financial management is defined in chapter 7 of REGULATION (EU, Euratom) No 966/2012. This regulation states that the budget shall be spent “in accordance with the principles of economy, efficiency and effectiveness. The principle of economy requires that the resources used by the institution for the pursuit of its activities shall be made available in due time, in appropriate quantity and quality and at the best price. The principle of efficiency is concerned with the best relationship between resources employed and results achieved. The principle of effectiveness is concerned with attaining the specific objectives set and achieving the intended results.”
10 REGULATION (EU) No 1299/2013 Art 13.2 (a)
11 REGULATION (EU) No 1299/2013 Art 13.2 (b)
Signing the subsidy contract with the MA/JS;
Developing and maintaining an efficient and reliable project implementation system (strategic, operational and financial management), e.g. securing efficient use of the project’s resources;
Co‐ordination of activities (division of budget and tasks) among the involved partners and ensuring that these tasks are subsequently fulfilled;
Delivering the programme related information to the project partners (e.g. information received during lead partner or financial seminars etc.);
Representing the project – the lead partner serves as a contact point to the MA/JS – and ensuring continuous communication between the Programme authorities and the project partnership;
Making sure that the planned progress on the project is achieved, in particular the delivery of outputs described in the approved application;
Making sure that the expenditure stated by all project partners has been incurred by implementing the project and corresponds to the activities agreed between all the project partners.
3. Ensuring that the expenditure which was presented by the partners and submitted to the MA/JS is in accordance with the requirements12. This includes:
Following the visibility rules about the assistance received from the European Union;
Reporting on the activity and the financial related progress to the MA/JS;
Monitoring the project spending plan against the total project budget and each partner’s budget;
Ensuring that the expenditure presented by other project partners has been verified and certified by a controller or controllers;13
Making available all documentary evidence required for first level control and payments and ensuring efficient cooperation between the first level controllers and the lead partner/project partners.
4. After receiving the payment from the Programme being responsible for internal allocation and further disbursement of grants to project partners.
12 REGULATION (EU) No 1299/2013 Art 13.2 (c)
13REGULATION (EU) No 1299/2013 Art 13.2 (d)
This should be done without delay and as quickly as possible. No amount will be deducted or withheld and no specific charge or other charge with equivalent effect will be levied.
5. Keeping available all documents related to the project (e.g. progress reports etc.) for a period of three years from 31 December following the submission of the payment request of the MA/JS to the European Commission including the final expenditure of the completed project. The MA/JS will inform each lead partner individually about the exact starting date.14
6. Keeping available all documents related to de minimis aid granted (e.g. de minimis declaration) for a period of 10 fiscal years from the date on which the aid was granted (i.e. from the date when the last party signed the subsidy contract).15
7. Keeping available all documents related to aid granted under the General Block Exemption Regulation (GBER) until 31 December 2032.16
C.2.2 Main responsibilities of the project partners
Project partners have the following obligations and tasks to fulfil:
Delivering project outputs planned in the application and agreed in the partnership agreement;
Ensuring durability of main outputs;
Assuming responsibility of any irregularity in the expenditure which it has declared;
Repaying the lead partner any amounts unduly paid in accordance with the partnership agreement signed between the lead partner and the respective project partner;
Carrying out information and communication measures for the public about the project activities according to the visibility rules laid down by the Programme and the relevant regulations; and
Keeping available all documents related to the project for a period of three years from 31 December following the submission of the payment request of the MA/JS to the European Commission including the final
14REGULATION (EU) No 1303/2013 Art 140
15COMMISSION REGULATION (EU) No 1407/2013 Art 6 (4)
16 COMMISSION REGULATION (EU) No 651/2014 Art 12
expenditure of the completed project. The MA/JS will inform each lead partner individually about the exact starting date.
Keeping available all documents related to de minimis aid granted (e.g.
de minimis declaration) for a period of 10 fiscal years from the date on which the aid was granted (i.e. from the date when the last party signed the subsidy contract)
Keeping available all documents related to aid granted under the General Block Exemption Regulation (GBER) until 31 December 2032.