Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı Community Development through Village Initiatives Improving Quality of Life in Rural Communities Third Call for Proposals Information Session for Grant Scheme Applications Contractual Obligations & Budget Preparation 9 September 2013 Nicosia

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı 2 Management Structure: *EU Programme Team Task Force for the Turkish Cypriot Community (Contracting Authority) *Programme Management Unit (PMU)

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı 3 Grant Contract& Annexes: -Standard Grant Contract (Special Conditions) -Annexes: Annex I Description of the Action Annex II General Conditions Annex III Grant Budget Annex IV Contract-award Procedures Annex VI Model Narative and Financial Report Annex VII Expenditure Verification Report Annex IX Standard Template for Transfer of Asset Ownership

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı Grant Contract – Special Conditions Duration of the action: Minimum duration: 12 months Maximum duration: 36 months Note on Article 2 – Implementation Period of the action: 2.2 Implementation of the action shall begin on: The first day of the month following the date on which the first insalment of pre-financing is paid by the Contracting Authority

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı Grant Amount Requested: Grant Amount: Minimum 150,000 € Maximum 600,000 € Grant Percentage: Minimum 50% Maximum 85% Note: EU contribution may not vary from the initial estimate (grant amount requested in conept note) by more than 20%, although applicants are free to adapt the percentage of co-financing required within the minimum and maximum amount and percentages of co-financing, as laid down in the guidelines. 5

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı Payment procedures: Article 12 of the General Conditions, payment procedures (15.1) Pre-financing An initial pre-financing of 100% of the part of the estimated budget financed by the Contracting Authority for the first reporting period(excluding contingencies) Further Pre-financing Further Pre-financing payments of 100% of the part of the estimated budget financed by the Contracting Authority for the following reporting period Forecast final payment The balance of the final amount of the Grant * Reporting period is intended as 12 month period, unless otherwise provided in the special conditions.

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı 7 Payment Procedures: 15.4 of the General Conditions – Payment Deadlines Initial pre-financing payments shall be made within 30 days of receipt of the payment request by the Contracting Authority Further pre-financing payments and the payments of balance shall be made within 60 days of receipt of the payment request by the Contracting Authority These payments can take longer time due to the approval processes and procedures!!!

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı 8 Payment Procedures : PLEASE BE AWARE OF THE FOLLOWING!!!! The balance of the final amount of the grant and the co-finance amount must be financed by you, before the end of the implementation period. The balance of the final amount of the grant will be paid by the Contracting Authority, after the approval of the final report and based on the final amount of the total eligible costs.

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı Procurement Procedures •Annex IV content •In accordance with the principles of transparency and fair competition for potential contractors –Avoiding any conflict of interest as defined in EU Practical Guide:- “Conflict of interest” is when the impartial and objective exercise of the functions is compromised for reasons involving family, emotional life, political or national affinity, economic interest or any other shared interest with the beneficiary. •The nationality rule •The rule of origin of equipment 9

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı Service ContractsSupply ContractsWorks Contracts Contracts of € or more International open tender procedure Contracts between € and € Local open tender procedure Contracts between € and € Local open tender procedure Contracts under € but more than € Framework contracts Competitive negotiated procedure (Beneficiary consults at least 3 service providers) Contracts under € but more than € Competitive negotiated procedure (Beneficiary consults at least 3 suppliers) Contracts under € but more than € Competitive negotiated procedure (Beneficiary consults at least 3 contractors) Contracts with a value of € or less Procedures established by the beneficiary may be used Contracts with a value of € or less Procedures established by the beneficiary may be used Contracts with a value of € or less Procedures established by the beneficiary may be used 10

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı Amendment of the Contract: Article 9 of the General Conditions •Any amendment to the Contract, including the annexes thereto, must be set out in writing •The amendment may not have the purpose or the effect of making changes to the Contract that would call into question the grant award decision or be contrary to the equal treatment of applicants. • The maximum grant may not be increased •Duly justified request to be submitted to the Contracting Authority thirty days before the date on which the amendment should enter into force. 11

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı Amendment of the Contract: Article 9 of the General Conditions •Notification Letter Where the amendment: •does not affect the basic purpose of the Action and the financial impact is limited to a transfer between items within the same main budget heading including cancellation or introduction of an item, or a transfer between main budget headings involving a variation of 25% or less of the amount in relation to each concerned main heading for eligible costs •Concerns changes of address, bank account or auditor * Derogation Notification should take place at least in the following due report •Otherwise, amendment of the contract requires an addendum 12

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı Reporting: Interim Reports: Reports shall be submitted with the payment request according to Article 15 of the General Conditions. Reports will cover: •cover the Action as a whole, regardless of which part of it is financed by the Contracting Authority; •consist of a narrative and a financial report drafted using the templates provided in Annex VI; •provide a full account of all aspects of the Action's implementation for the period Special Conditions Derogation Article 2.1 •“g) include a specific report on procurement activities of the Action's implementation for the period covered. The report on procurement activities shall consist of information on tendering and shall conform to the model in Annex VI. •h) financial reports have to be accompanied by an expenditure list detailing each item of expenditure incurred in the period covered by the report 13

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı Reporting: Final Reporting •Final report should be submitted to the Contracting Authority no later than three months after the implementation period •Final report should be accompanied with the Expenditure Verification report, in case of a grant of more than 100,000 € •Expenditure Verification report conforms to model in Annex VII and shall be produced by an auditor approved or chosen by the Contracting Authority 14

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı This section includes the detailed total budget and the financial sources of the grant project. Budget of the Action compose of 3 working sheets: 1- Budget of the Action 2- Justification Sheet 3- Sources of Funding The total amount of the grant can not be increased. Annex III – Budget of the Action:

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı Annex III – Budget of the Action: 1Human Resources •A ceiling of 35% is to be respected in the allocation to Heading 1.1(Salaries for local staff) plus Heading 1.2 (Salaries for expat staff) of the total budget for the action •The inclusion of a full-time Project Coordinator to manage the grant contract and the action shall be mandatory ( CV to be provided at Step 2: Full application submission) 2 Travel 3Equipment & Supplies 4Local Office 5Other costs, services If your application includes financing to third parties, please include the corresponding budget amount under section 5 16

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı Annex III – Budget of the Action: 6 Other – Works •Actions with Budget Allocation to works over 50% of the total budget for the action will be ineligible •Please pay attention to Section of the Guidelines for the ineligible costs, concerning works related activities. ( disability standards, historical sites and monuments) 8 Contingency Reserve Max 5% of the direct eligible costs of the action 10 Administrative Costs Max 7% of the direct eligible costs of the action 12 Taxes – provided with a proof that they cannot be reclaimed Contribution in kind 17

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı Simplified Cost Options •Annex K of the guidelines details this concept •Include 3 forms: UNIT COST, LUMP SUM, FLAT-RATE FINANCING •The total rate of financing on the basis of simplified cost options that can be authorised by the Contracting Authority cannot exceed 60,000 € •To be approved by the Contracting Authority during contracting •To be detailed in ‘Justification Sheet’ of the Budget as per guidelines and Annex K 18

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı General indications for Budget preparation • The Budget must cover all eligible costs of the Action, not just the Contracting Authority's contribution. •The description of items must be sufficiently detailed and all items broken down into their main components. •The number of units and unit rate must be specified for each component depending on the indications provided. •Costs and unit rates are rounded to the nearest euro cent. •If the staff is not working full time, the percentage should be indicated •Communication and visibility activities should be properly planned and budgeted. Please note that the Communication and Visibility Manual for EU External Actions is available on the following website: NOTA BENE: The Applicant alone is responsible for the correctness of the financial information provided in these tables. 19

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı Key considerations when preparing budget: •EU contribution may not vary from the initial estimate (grant amount requested in conept note) by more than 20% •Market research (proforma invoice) •Natianality Rule, Rule of Origin •Pricing •VAT and taxes •Retroactive expenditure is not eligible •Procurement Procedures •Sources of Finance, financial planing 20

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı Key considerations when preparing budget: •Please read carefully the eligible and ineligible cost definitions in Grant Application Guidelines, Section & •Regarding the eligible costs of the action in general please read Article 14 of the General Conditions (Annex II) 21

Bu proje, AB’nin Kıbrıs Türk Toplumuna Yardım Programı tarafından finanse edilmekte ve WYG Türkiye, WYG International Ltd., SAC Commercial Ltd. Konsorsiyumu tarafından uygulanmaktadır. Kırsal Kalkınma Sektör Programı GOOD LUCK!!! Program Yönetim Birimi (PMU) 22