If your project is approved by the Steering Committee, the JTS will send the decision to the Lead Partner within 7 working days after the Steering Committee's decision has become final by the approval of the Steering Committee's meeting minutes. The Managing Authority will sign the Subsidy Contract with the Lead Partner. Your project should be launched within 30 working days after it has been approved i.e. you should have the first Steering Group Meeting.

Upcoming events (see the dates of the Committee meetings)

Subsidy Contract Template (209.6 kB)

Partnership agreement model (1.39 MB)

Reporting and Monitoring

One person in the Joint Technical Secretariat will be the Contact Person for your project for the duration of your project. The contact person in your project will be the Lead Partner. Reporting and monitoring is a two-way process, as monitoring by the Joint Technical Secretariat requires reporting by the project and reporting by the project is wasted time and resources if not monitored by the Joint Technical Secretariat. Although a certain “control factor” cannot be denied, the reporting and monitoring process is not meant to make the project’s life difficult. Therefore, do not be afraid of the Joint Technical Secretariat but use its expertise also during the project implementation.

The Lead Partner is obliged to carry out the monitoring of the project and is therefore responsible to prepare and submit the project's Progress Report on the implementation of the project to the Joint Technical Secretariat. Each project partner first have to prepare a so called Partner Payment Claim and submit it and necessary documentation to its country's assigned so-called First Level Controller for a certification of the costs. After each partner has sent its certified Partner Payment Claim to the Lead Partner (NB! In Estonia, the first level controller will send it directly to the Lead Partner), the Lead Partner will combine them to a joint Progress Report and Payment Claim (PR/PC) of the project. The Lead Partner will then submit the Progress Report and Payment Claim to the Joint Technical Secretariat, who will send a confirmation letter to confirmt the submission.

Practical guide for reporting (299.27 kB)

Partner Payment Claim (293 kB)

Progress Report and Payment Claim (PRPC) TEMPLATE (493.5 kB)

Confirmation letter for PRPC (675 kB)

Time sheet for part-time employees (225.5 kB)

Support document for purchases (86 kB)

List of bodies holding documents related to audit trail (667.5 kB)

First level control

The Member States/Åland participating in the Central Baltic INTERREG IV A Programme 2007-2013 have set up their systems for the national first level control in two different ways:

1. Centralised system: In the centralised system a central body to carry out the First Level Control has been appointed. The following countries have decided to implement the centralised system: Estonia, Sweden, Latvia and Åland.

2. Decentralised system: The decentralised system will be implemented in mainland Finland only. The Finnish project partners should propose an independent auditor to be certified by the Finnish Ministry of Employment and the Economy to act as the First Level Controller of that project. The Ministry certifies the First Level Controllers only after the projects have been approved by the Steering Committee.

More information on the assigned First Level Controllers can be found on the respective organisations' websites found under links.

Documentation

There are quite high demands on documentation in EU co-financed projects. All documentation should be gathered and saved for potential control and audit in the future, to confirm that the project and its activities have been carried out. At a control it should be possible to verify the implemented activities and their costs in an audit trail. It is therefore important to start doing regular documentation of the project's activities and costs. These should be documented by all accounting documents and so called supporting documents that could be:

• Original invoices

• Project application form

• Subsidy contract

• Reports

• Service contracts

• Public procurement documentation

• Rental contracts

• Important communication between project partners and programme authorities

• Participant lists

• Meeting minutes

• Time sheets of staff etc.

Communicating your project

Information and communication are important for ensuring the success of your project and its results. EU wants to ensure wide publicity for the various programmes and funded projects. The general publicity requirements are laid down in the European Commission Regulation EC 1828/2006 and all information and communication measures shall be implemented in accordance with the provisions of the regulation. The Central Baltic INTERREG IV A Programme 2007-2013 thus highlights the importance of effective communication as a mean to spread awareness of the results of individual projects, the overall result of the Central Baltic INTERREG IV A Programme 2007-2013 on cross-border cooperation in the Central Baltic area and on the role the EU funding played in it. It is important to remember that all information and communication measures shall include all of the following:

1. The flag of the European Union with the reference to the “European Union”

2. The reference to the “European Regional Development Fund”

3. The statement “Investing in your future”

4. The Central Baltic INTERREG IV A Programme 2007-2013 logo

Each project will have a person responsible for communication and information. That person will become part of a Communication Network set up by the Joint Technical Secretariat to support projects in their communication work. The contact person will be invited to take part in a Communication Seminar at the beginning of the project learn more about how to work with the project's communication. A practical guide is also available to give guidance and advice on how to work with communication issues.

Logos for download

Upcoming events (see dates of Communication Seminars for projects )

FAQ Section on Implementation

 Communication guide for projects 3.0 (369.93 kB)

Communication Plan of the Programme (349.55 kB)

Project changes

If the project is planning to do changes in the project content or budget, the lead partner should contact its contact person in the JTS. In addition, a filled Change request form has to be submitted to the JTS ( This e-mail address is being protected from spambots. You need JavaScript enabled to view it ). Please remember that a project can do changes maximum two times during the project implementation.

 Change request form for the 1st and 2nd project change (799 kB)