However, changes arising during project implementation may affect more than just the basic data. It may also become necessary to modify the technical and professional content, the project location, the budget or the implementation schedule. Such modification requests must also be reported to the Intermediate Body by submitting an electronic request.
The two main types of modification requests
Modifications affecting a project can generally be divided into two categories:
- change notification;
- amendment of the Grant Agreement.
The category into which a particular modification falls is generally determined by the internal rules of the Intermediate Body.
Which cases typically require a change notification?
A change notification may be required, among other cases:
- when basic data change, such as the authorised representative or the registered office;
- when the contact person or project manager changes;
- when the supplier changes.
When may an amendment of the Grant Agreement be required?
An amendment may be necessary, for example, in the event of:
- a change to the technical and professional content of the project;
- a reallocation between budget lines;
- a change to the implementation period or the rescheduling of a milestone.
As its name suggests, an approved amendment results in the modification of the Grant Agreement (hereinafter: GA) or the Grant Award Document (hereinafter: GAD). In such cases, a new GA or GAD enters into force, while the previous version ceases to be effective.
By contrast, the approval of a change notification does not result in a new GA or GAD entering into force. Instead, the amended data are recorded on the EPTK platform, and the Beneficiary is notified of the update through a system message.
Where and how can a modification request be submitted?
A change notification or a request to amend the Grant Agreement must be submitted through the EPTK platform, which is used for communication between the Beneficiary and the Intermediate Body.
Before submission, it is advisable to consider the proposed modification carefully and prepare it in sufficient detail. During project implementation, the Beneficiary should aim to submit the necessary changes through as few modification requests as possible.
In doing so, it is important to take into account both the workload of the Intermediate Body and the fact that no further modification request may be submitted until a previously submitted request has been assessed. In addition, any payment claim submitted while a modification request is pending cannot be assessed until the modification procedure has been completed.
The importance of justification and supporting documents
The need for the modification must always be explained in detail, and the request must be supported by relevant documentation. These documents must also be submitted through the EPTK platform.
For example, when notifying the appointment of a new authorised representative, a specimen signature may be required. In the event of a change of supplier, a quotation relating to the proposed modification may need to be provided.
Where expenditure under a particular budget line is higher than originally planned and a reallocation between budget lines is requested to finance the increase, the additional amount must be supported by a concluded contract or, at a minimum, a quotation.
For modifications affecting the technical and professional content, it is important that the original objective of the project remains unchanged. However, a reduction in the technical and professional content may also result in a proportionate reduction in the amount of funding awarded.
How long does it take to assess a modification request?
The time required to assess a modification request may vary from case to case. If additional information or documents are required during the procedure, the Intermediate Body will notify the Beneficiary through the EPTK platform of the documents to be submitted, the actions to be completed and the applicable deadline.
The Beneficiary will also be informed of the outcome of the assessment through the EPTK platform.
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