Project Closure Guidelines

Riga, 2014

Legal framework

2

EC Regulation 1828/2006

§ 8, 9: Explanatory plaque, billboard, emblem of the EU, reference to the fund

Programme Manual

§ 7.3: Publicity and information requirements

§ 8.3 Project revenue

§ 9.2.5 Ownership of project results

§ 10.6: Project closure

Subsidy Contract

§ 4: Reporting and payments

§ 6: Publicity

§ 7: Durability and ownership of results

Partnership Agreement

§ 8, 9

Any substantial modification of the

project within 5 years from the

project's completion must be avoided.

Any substantial modification of the

project within 5 years from the

project's completion must be avoided.

Project closure

3

Activities must end within the time frame stated in the SC

All costs must be paid (“gone from the bank account”) by the project end date and reported in the final PR, including costs for closing the project (e.g. costs for FLC in Lithuania of the last PR). Only exception is wages and taxes of employee (See PM 9.1);

Last request for project changes should be submitted no later than 1 month before project end date. Addendum to SC cannot be signed after project end.

LP and PPs must allocate the contact person for 5 years for communication with the Programme management bodies

The LP and PPs must retain all their files, documents and data about the project for control and audit purposes at least until 31.12.2021

Publicity requirements

4

Use Programme Logo

Publish information about the project on PPs’ websites

Communnicate project results and make them freely accessible (i.e. available on website)

Keep at least one copy of prepared materials at the LP

Publicity rules apply for all results after the project closure

Infrastructure and equipment

5

Must have: billboard, poster or a permanent plaque

Recommended: permanent plaques on smaller objects

Over 500.000 EUR spent: billboard logo < 25% space

No change of ownership or productive activity for at least 5 years after project end

Label on equipment must not be

removed at least 5 years after the project end

Label on equipment must not be

removed at least 5 years after the project end

Ownership of results

6

Ownership, further maintenance and use of the outputs and results should remain as stated in Partnership Agreement

Within 5 years from the completion of the project results shall not undergo a substantial modification from the indicated in the application:

affecting its nature or its implementation conditions or giving to a private or a public body an undue advantage resulting either from a change in the nature of ownership of an item of infrastructure or the cessation of a productive activity

Prior consent of the MA is needed during the project and at least 5 years after the project end date in order to:

To transfer ownership, titles, industrial and intellectual property rights for outputs related to infrastructure or productive investment Request should be submitted to JTS

Not fulfilling these conditions can imply a

recovery of the funds unduly paid

Not fulfilling these conditions can imply a

recovery of the funds unduly paid

Final report

7

Procedure is the same as for the regular PR

Additional documents to be provided: Annex 1 of the PR to be filled out Statement after Project Implementation (originals) for LP and PPs

Achievement of indicators: deviations must be justified

If FA was not prepared, but revenue was generated during the project implementation and is expected within the 5 years after final payment, it must be reported and deducted from the eligible expenditure

Project visits may be carried out before final payment by the JTS in order to check project outputs, documentation and durability

Durability: provide management plan for at least 1 year and overall cooperation in 5 year period):

Detailed future actions Responsibilities of project partners Administrative and financial provisions Measurable future activities

Progress of the final assessment depends on the clarity of the data provided and if

all required evidence is attached to the

final PR.

Progress of the final assessment depends on the clarity of the data provided and if

all required evidence is attached to the

final PR.

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Contact

www.latlit.eu

info@latlit.euLV phone: +371 6735 0610LT phone: +370 6999 4692

EC – European CommissionEU – European UnionFA – Financial AnalysisFLC – First Level ControlJTS – Joint Technical SecretariatLP – Lead PartnerMA – Managing AuthorityPM – Programme ManualPP – Project PartnerPR – Progress ReportSC – Subsidy Contract

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Abbreviations