FAQ

In case certain background knowledge regarding INTERREG, a rough project idea and a core-group of Partners are pre-existent, applicants are recommended to plan at least 4 months for conceptual fine-tuning, networking (acquisition of further Partners) and the drafting of the application. If the project-generation starts at very early stage, this timeframe is to be extended accordingly, taking into account that especially the set-up of an competitive partnership is very time-intensive.

A 2-step procedure will be applied for the 3^rd Call for Proposal. Within the first step only a simplified Expression of Interest has to be submitted. Project proposals passing the first application step are invited to submit a detailed Application Form (2^nd step). Both the Expression of Interest as well as Application Form have to be elaborated and submitted through an electronical Monitoring System (eMS).

The DTP Programme is already offering information the 3^rd Call for Proposal through different channels: The Applicants Manual, a template of the Expression of Interest and a list of topics addressed by each Programme Specific Objective is available on the DTP website. The information offered in  the Applicants Manual (including a section specifically dedicated to project development and one outlining the assessment procedure) will allow starting preparing your proposal from a content and partnership point of view. Specific events (thematic seminars and info-days) held on national level in the upcoming months will complement the information disseminated through the DTP website and social media.

With the official launch of the 3^rd Call for Proposal, which is expected for the end of the year, further information on deadlines and technical details will be published (Call Announcement) and you will be able to start working on your applications in eMS.

Yes. You are recommended to discuss your project idea with your National Contact Point (contact details for each country are available on the DTP website) regarding general fit to the DTP Programme. For clarifying more specific thematic or/and technical details, the DTP JS offers to each lead applicant one 30-min. personal consultation (1^st step). During the 2^nd application step the DTP JS will support the elaboration of high-quality project applications through an intensified coaching of lead applicants.  

Contrary to previous programming periods, the creation of a project logo and a website is not an eligible cost for the DTP.

In line with the Interreg joint branding and for better recognition and visibility purposes, DTP provides logos to all projects (downloadable in the website). The project logos are basically the programme logo including each project acronym in the colour of the Priority they belong to, according to the DTP Visual identity guidelines. Only in very exceptional cases, when the project aims to create a long-lasting brand, an additional project logo could be allowed.

Concerning the DTP project websites, they are provided free of cost by the programme inside the DTP website at the beginning of the project implementation. Each project will have access to its website and will be in charge or managing it. DTP projects are allowed to create another website when this is an output of the project (for instance, a training platform) and not a communication tool.

Project management and communication costs must be kept under 1/3 of the overall requested budget. Content WPs must have the major allocations.

Very much! In such a way you take the advantage of the existing results and avoid starting the work from the scratch, making it possible, at the same time, to upgrade them and/or further improve. The capitalisation of relevant previous projects and the synergies with on-going projects is also taken into consideration when assessing the strategic relevance of project proposals.

For previous SEE project results, please consult http://www.southeast-europe.net/en/achievements/outputs_library/

For ongoing DTP projects (clustered by the thematic field of work), please consult http://dtp.interreg-danube.eu/relevant-documents/dtp-capitalisation-strategy

The DTP Capitalisation Strategy is a dynamic process, and which course it will take depends on synergies and links that will be identified in cooperation with other on-going projects, once the implementation starts; as well as on the tools and methodologies used for its implementation (e.g. peer reviews, joint policy recommendations, number of joint thematic events, etc.).

For this reason you are advised to reserve some human capacities together with budget for capitalisation activities already at the application phase, under the Work Package 2, Communication Activities.

The project intervention logic represents the bone structure of the project and defines the project main and specific objectives, outputs and expected result. It is the most important step when starting to develop a project proposal. Project objectives and result should be as specific as possible and clearly express what kind of changes the project intends to bring about in relation to the initial situation. The project intervention logic has to be coherent and shall provide the necessary information on how the project contributes to the selected programme priority axis, in particular in relation to the targeted programme specific objective and its expected result.

Yes, the project implementation can be started before the signature of the SC according to the starting date indicated in the final approved Application Form.

Size and composition of the management team can vary. Nonetheless, there are three key positions needed for the implementation of the project: Project manager, Financial Manager, Communication Manager. At project level, a fourth key position must be filled in: Quality Assurance Manager (it is recommended to be a position at Lead Partner level). In addition, in order to establish a clear decision making structure, a Steering Committee (SCOM) must be established from the beginning of the project.

A Quality Report is validating and proving the quality of a delivered project output by the written opinion (positive and negative aspects) of the Quality Assurance Manager of the project, based on his/her independent assessment. The Quality Report is to be prepared separately for each single finalised output, based on the Annex 2.a template and uploaded to the Project Progress Report due for the period in which the related output is delivered.

According to the EU Regulations in force, the Lead Partner must assume responsibility for the implementation of the entire project operation. Details can be found in the Subsidy Contract and the Partnership Agreement.

Partners who have actively participated in the preparation process can receive a share based on an agreement with the lead partner. The MA/JS will not interfere in the distribution of the lump sum between the partners.

These documents are available on our website under the Relevant Documents/Documents for project implementation section.

All projects approved in the framework of the Danube Transnational Programme must undergo the first-year review, which aims at understanding the progress of the project in terms of objectives, outputs and result achievement, as well as in terms of financial spending. Attention: Before the first year review, no major project modification concerning the budget and activities is allowed.

The Spending Forecast as set in the Subsidy Contract has to be monitored and followed by the partnership. Nevertheless, the amounts not spent in a reporting period can be spent in the following ones without modification of the Subsidy Contract. 

Usually, project partners have to submit a report on a 6-month basis, but sometimes reporting periods can be shorter or longer than 6 months. For all projects, the reporting deadlines are indicated in the Subsidy Contract.

Project partners, including the Lead Partner, will prepare a Partner Report describing the activities they implemented in order to develop the project deliverables and outputs and including all related costs. The Partner Reports are to be submitted to the First Level Control (FLC) for verification. The Lead Partner will additionally prepare and submit to DTP MA/JS a Project Progress Report describing the progress of the entire project from an activity and financial point of view.

It is recommended that the Partner Report is submitted to the FLC within 15 days from the end of the Reporting Period. The Project Progress Report is to be submitted by the LP within 3 months from the end of the Reporting Period. The detailed spending forecast of your project (including the specific reporting periods and deadlines) is part of the Subsidy Contract that has been signed between the Lead Partner of your project and the DTP Managing Authority.

In exceptional cases, communicated in advance to the MA/JS, the deadline can be prolonged on a case by case scenario.

In the Partner Reports, project partners have to give a comprehensive account of the activities implemented during the relevant reporting period, the reached deliverables and outputs, the involvement of the stakeholders, encountered problems (if any) and solutions found as well as related costs. Additionally, in the Project Progress Report, the Lead Partner shall report on the operation of the partnership, the project implementation timeframe and spending, the contribution to the EUSDR, the implementation of actions in the field of social innovation (if applicable), the progress of the investments (if applicable) and previous reimbursements to partners.

Following documents have to be submitted together with the Progress Report: Application for Reimbursement (Annex 3 to IM), Additional Information Form (Annex 2c to IM), Communication Plan (only in period 1) and bank statements proving the transfer of funds to partners (from period 2 onwards). Only for the finalised deliverables and/or outputs following documents shall be submitted: deliverable and or output evidence, Output Factsheet (Annex 2b to IM), Output Quality Report (Annex 2a to IM).

After submission, the report cannot be modified anymore, unless the MA/JS returns it back for completion.

The main documents are the Implementation Manual and the Control Guidelines. In addition to them, before creating and submitting your Partner Report in eMS you shall consult the Guidelines for Partner Report. If you are a Lead Partner the Guidelines for Project Progress Report is also a crucial document.

Yes, in case it is previously agreed with the Controller. However, they have to be split by Work Package, as foreseen in the approved Application Form.

Nothing. In case of flat rate costs eMS adds automatically the relevant lines in the list of expenditures following the inserted real-cost based expenditures.

No. They shall be reported individually, at invoice level. However, small value items (e.g. bus/ metro tickets, parking fee, etc.) incurred in the same original currency can be inserted in one aggregated amount.

No. Only travel and accommodation costs are eligible for ASPs. These expenditures shall be reported by the designated financing partner who is responsible for the specific ASP.

This depends on the clarification/ correction rounds that may be needed following the submission of the Project Progress Report (PPR) on behalf of the Lead Partner (LP) of the project. From the moment the DTP MA/JS approved the PPR, the EU funds are transferred to LP’s bank account usually within 2-3 weeks. Then, the LP has a specified deadline (which is included in the Partnership Agreement) in order to transfer the EU funds to all other Project Partners.

All promotional materials (leaflets, brochures, roll-ups, videos, etc.) and documents (deliverables, outputs, reports, agendas, etc.) produced during the implementation of a DTP project must contain the following two elements:

• - Project logo: provided by the programme and available for each project in the DTP website. The project logos are basically the programme logo including each project acronym in the colour of the Priority they belong to, according to the DTP Visual identity guidelines. No modification of the logo is allowed except for small items such as pendrives, pens and pencils etc. (Page 11 of DTP Visual identity guidelines).
• - The Fund reference: “Project co-funded by European Union funds (ERDF, ENI, IPA)” (DTP projects should select the fund/s depending on their partners).

For information purposes, it’s also recommended to include the shortened (removing the https & ‘approved-projects’ parts because it still works) DTP project webpage link (dtp.interreg-danube.eu/projectacronym) whenever possible.

Other institution logos are allowed in DTP project materials and documents but the project logo has to be the biggest and most visible one.

Moreover, any visual element in an additional logo can be wider OR higher (but not both) than the EU emblem & the “European Union” text already included in the project logo (see Annex of DTP Visual identity guidelines for more details). The Controllers might deem the material production cost ineligible as it deviates from being financed by EU funds. Hence, it is essential to make sure the project logo is the biggest.

Every DTP project partner must display a poster in a visible place in their building by the third month after the project starts and during the whole project implementation. This poster must contain the two mandatory elements (Project logo + Fund reference) as well as the amount received from each fund(s). Moreover, we recommend to include the project long name and shortened website domain (removing the https & ‘approved-projects’ parts because it still works) for information purposes.

DTP offers editable versions of poster templates which are downloadable from the DTP website. However, DTP projects are free to design their own posters but always respecting the above rules.

Once the project is approved, each project partner receives an ‘invitation email’ to the email address provided in the Application Form (those emails addresses appear in the “Partners” section of the project website).

The Lead Partner receives an invitation email to be able to edit ALL the project website sections (except ‘Partners’), whereas the rest of partners receive an invitation email to access ONLY the ‘’Document manager’’ section (with the aim to share internally documents among the partners and decide which ones to be made public).   Only 1 username + password can be created by each institution (if more than 1 person will access the project website, they can share their credentials).

The designated Communication Manager of each DTP project or whoever will be in charge of the project website, should ask the LP to share the credentials (username and password) they set-up via the invitation email. He/she should carefully read and follow the User manual for DTP projects.

If a change of an email address shown in the “Partners” section is needed, the project should contact the DTP JS. The new email address will receive a new invitation email to be able to edit the website.

The “Library” section is aimed to include only project outputs and final deliverables and NOT other communication materials such as brochures, leaflets, roll-ups, event agendas, etc.

DTP projects may decide to create additional website sections to publish those communication materials.

Minor changes have more of an administrative and technical character and do not have significant impact on the project implementation, its intervention logic (objectives, outputs, results), its transnational character. Examples: administrative changes (contact details, legal representative, bank account of the LP, legal succession of LP/PP), change of an ASP (without budgetary implications), minor adjustment of the project content (timing of activities, deliverables, outputs; location or format of certain activities; increase in the number of outputs, deliverables; changing of equipment), budget reallocation within flexibility limit ( the 5% limit )

Major changes are considered to be substantial deviations from the approved AF. They are considered as exceptional cases, which need the previous decision of the MC or MA/JS, based on thorough justification of the project partnership. In case such change is approved by the MC or MA/JS, the Subsidy Contract and the AF of the project in eMS is to be modified accordingly. Examples: partner change, budget of the project (above the 10% flexibility limit or moving budget from one country to another), prolongation of the project duration, content of the project (modification of outputs)

A change log file is a tool applied by MA/JS in order to support the project changes process. There are two types of change log files: 1. Change log file for minor changes – to be used in case of minor and administrative changes according to the rules stipulated in the DTP Implementation Manual e.g. minor and administrative changes. 2. Change log file for major changes – to be used in case of major changes - according to the rules stipulated in the DTP Implementation Manual e.g. partnership changes.

The budget monitoring tool is a working instrument developed for allowing both project partners and MA/JS to properly manage (monitor) the budget changes. The rules for using it are contained under sheet_0 of the excel table. It has to be submitted together with the appropriate change log file for minor or major changes if required so by the financial thresholds as stipulated in the Implementation Manual.

There are two types of changes falling under this category: 1. Budget reallocation among work packages and budget lines above 10% limit; 2. Prolongation of the project duration. Attention: the last request for modification of the SC can be submitted to MA/JS with no more than 3 months before the end date of the project.

The Lead Partner Confirmation and Signature sheet can be downloaded from the DTP website at the section documents for project implementation.

Yes. The Lead Partner has to get in contact with the responsible MA/JS Project Officer and agree on the procedure to be followed.

Before initiating a major project change, the LP must get in contact with the responsible MA/JS Project Officer and agree the procedure.

The project change process in general is managed outside the eMS and once the change process is concluded by a Programme level confirmation, the modified project data is to be entered by the LP into eMS. This process does not apply for minor budget changes.

For more information, please check http://dtp.interreg-danube.eu/relevant-documents/dtp-capitalisation-strategy

The DTP published the DTP Capitalisation Strategy handbook which describes the roles of the DTP CS actors and other relevant issues. For more information please consult the document.

The set-up of the DTP thoroughly considered the EU Strategy for the Danube Region and in line with that the DTP created the different Thematic Poles based on the EUSDR Priority Areas to reinforce the links between the Programme and the EUSDR and foster the capitalisation opportunities. The Priority Area Coordinators are invited to support the TP coordination and activities. The TP work can bring genuine results to the benefit of the PACs, providing information from the ground; while the PAs should facilitate it by providing thematic orientation and input and streamlining the links with the EUSDR PAs.