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 (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).

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.

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).

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.