If the initial budget for an activity increased, there are 2 options:
1.identify possible economies at partner/project level and reallocate such amounts (through notification/addendum) to cover the increased costs
2. Cover the difference from own sources

The Programme does not verify public procurement procedures in advance (ex ante) within projects. However, according to MA Instruction No. 2, if public procurement procedures exceed EUR 100,000 (total value including VAT), and the related expenditures are to be partially or fully reported by the end of 2025, the finalized procurement file will be made available to the National Control Bodies (NCBs) for verification—even before the related costs are reported in the partner report. Partners will send information mail to the JS monitor/HU controller.

Public procurement procedures should be relaunched as soon as possible to avoid delays in project implementation. Before relaunching, any necessary adjustments to the tender dossier (e.g., technical content, indicative price, sample contract) should be operated.

Yes, the indicator measures the number of “participations” at events jointly organized by project partners. If the same person attends multiple events, each attendance is counted separately.

According to relevant procedures, the National Control Bodies have 3 months to verify a partner report. This period includes clarifications (if the case) and can not be extended. Project reports are normally approved by the MA within 80 days since report submission to JS.
However, in line with MA Instruction No. 1, such deadlines could be shortened. Moreover, verifications will be prioritized based on reported value, earlier expenditures, etc. Also, pay attention to mandatory/justifying documents to be attached to the partner/project report, to AVOID the clarification process.

UP-DATE: According to Managing Authority's Instruction No.3 of October 8th, 2025, partners are allowed to report costs that were not paid within the reporting period covered by the respective partner report, provided that they are paid before the submission of the report to the Controller for verification, at the latest.

Answer before MA Instruction: Expenditures should be reported in the period in which the payment is made.

According to MA Instruction No. 1, between September 2025 and December 2025, partners must submit partner reports to the NCB as soon as the total expenditures incurred and paid at partner level reach or exceed EUR 10,000.

Partners are also strongly encouraged to submit reports for the regular reporting periods defined in the PIM (every 3 or 4 months) immediately after the period ends, rather than waiting until the “maximum 15 calendar days” deadline. Reports should be completed carefully, with all sections filled in and all required supporting documents attached, to avoid or reduce clarification requests.

The “Control communication” section remains active for all submitted partner reports. However, in line with the Jems User Manual, major changes in the “List of expenditures” section can only be made if there is just one open partner report (with all other reports already certified).

Declarations regarding no aid and state aid activities are not mandatory for partner reports with zero costs, as specified in the project implementation manual.

Multiple partner reports for different periods can be opened simultaneously. However, please note that in case several reports are open, and correction is necessary, only the last report can be fully reopened for correction by the controllers. All other reports can be partially opened, which means that only some report tabs are open for editing such as report identification and work plan progress.

The percentage can be reduced to minimum 1%, but it cannot be canceled and the decrease can be made only before submitting the first partner report to the National Control Body.

The VAT-related option was selected in the declaration submitted together with the Application Form. This option can be observed also in Jems/ Partner Overview / Identity section. If the answer to the question "Is your organisation entitled to recover VAT based on national legislation for the activities implemented in the project?" is "Yes", then the partner's budget does not include VAT.

If the specifications/details of the equipment are not included in the Application Form or in the related annexes, there is no need to modify it. Otherwise, a project modification should be initiated.

The email address can be changed through a modification request through notification submitted by the Lead Partner. Once the notification is accepted by the Joint Secretariat, the Application Form will be opened for modification and the relevant section can be updated accordingly.

If the costs for buying the software are included under the ”Other costs” flat rate available for ISO6.3 projects, than there is no need to further modify the Application Form (AF).

Addendum approval depends on availability of documents and submitting the related clarifications. In the first phase, JS processes the request and related justification documents in the shortest possible time, provided that all are available in Jems. The second phase comprises a process of approval within the MA.

If that info was included in your original AF or attached docs, then the answer is yes. Please contact your monitor to discuss all the details.

The partners that are organising big public events should follow the specific national legislation and obtain all the neccesarry approvals from the local authorities. The Programme does not impose any specific extra rules.

Yes, in case you already finished a part of your procurements and you have some savings, you could use them for one whose value is higher than the initially estimated one. Please contact your monitor for further details on the process.

Apart from meeting the minimum visibility requirements, we recommend using larger stickers whenever possible, to enhance the visibility of the Programme’s financial contribution. Stickers must remain visible throughout the project’s implementation and sustainability period. If stickers become damaged over time, they must be replaced. Stickers may also be periodically repositioned on the surface of equipment, if needed.

For a better visibility of your project event, make sure you upload the information in the programme calendar on interreg-rohu.eu website. Please fill in: Add project events 2021 - 2027 - Interreg

Also, you can tag the Programme on social media and we can spread the news.

In case you are preparing video materials/podcasts within your project, you should send the materials in due time to be approved in terms of visibility by the JS Communication Officer, via the rohu.communication@brecoradea.ro email. If improvements are needed sending them in advance will insure that you get them approved by the time you use them.

Yes, the (indicative) template of List of participants adopted for minors (available on ROHU website) can be pre-filled in with participants. The responsible person must sign the participant list(s). The number of participants should also be confirmed with photos (strongly recommended for RO partners/COMPULSORY for HU partners).

Instruction no. 3/08.10.2025 entered in force in October 8th, 2025, and will be in force until the Managig Authority revokes it.