2010-05-06

European Territorial Cooperation Objective

Cross Border Cooperation Programme

Lithuania-Poland 2007 – 2013

NEIGHBOURS IN ACTION

GUIDELINES ON FILLING IN THE APPLICATION FORM

EUROPEAN UNION

European Regional Development Fund

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INTRODUCTION These guidelines are only a recommendatory document. One should get acquainted with the Cross-Border Cooperation Programme Lithuania-Poland (hereafter - Programme) and Programme Manual before filling in the application. In case of any doubts about filling in the application, one should turn to the Joint Technical Secretariat or to the corresponding Regional Info Point in Poland. It is necessary to prepare the application for receiving funding from ERDF accurately. One has to fill in all points (if it is not specified otherwise) and the data supplied in them should be precise and thorough. All fields of the Application Form should be filled in English. A complete set of documents which needs to be submitted to JTS comprises of: - 1 original of the Application form with the annexes, - 2 copies of the Application form with copies of the annexes, - electronic version of the Application form. Original of the Application Form with the annexes should be bound or fastened permanently in other way. Original of the Application Form (under the “Signature of the Lead Partner” as it is indicated) should be signed by a person authorised to sign the documents in the name of Lead Partner, stamped with Lead Partner stamp and dated. Each page of bound/fastened original of the application form with the annexes should be numbered and signed (next to “Signature”) by the duly authorised person representing the Lead Partner organisation. Total number of pages of bound/fastened original of the application form with the annexes should be written on the last page of bound/fastened original of the application form with the annexes. A word “original” should be written on the first page of bound/fastened original of the Application Form with the annexes. Copies of the Application Form with copies of the annexes should be authenticated (stamped with appropriate stamp – “true copy” and signed by the duly authorised person representing the Lead Partner organisation on each page). Copies may be authenticated by other person than a person authorised to sign the documents. In such a case that person should have a written authorisation to authenticate copies of documents. Original of such authorisation should be attached to original of the Application Form or an extract from the internal regulations, proving this right should be added. Copies of the Application Form with copies of the annexes should not be bound or fastened permanently in other way. A word “copy” should be written on first page of not bound/not fastened copies of the Application Form. Documents of many pages (e.g. feasibility study) may be bound or fastened permanently in other way separately from original of the Application Form with other annexes. Only 1 copy is requested in such case. Each page of such bound/fastened document should be numbered and signed by a person authorised to sign the documents. Total number of pages of bound/fastened document should be written on its last page. A word “original” should be written on first page of bound/fastened document. It should be as well clearly indicated on first page of the document which is the number of this annex accordingly with the Checklist for submission.

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Original of the Application Form with the annexes, copies of the application form with copies of the annexes, as well as e-version of the Application Form on CD should be delivered in sealed envelope by registered mail, courier, messenger or in person to the Joint Technical Secretariat in Vilnius by the deadline indicated in the call for proposals. Address of Joint Technical Secretariat

Joint Technical Secretariat Cross-Border Co-operation Programme Lithuania-Poland

Konstitucijos av. 7 LT-09308 Vilnius, Lithuania

Tel: + 370 5 2610 477 Fax: + 370 5 2610 498

e-mail: info@vilniusjts.eu

www.lietuva-polska.eu The Application Form should be prepared according to the Commission Decision of 20 December 2007 No C (2007) 6530 approving the Cross-Border Cooperation Programme Lithuania – Poland (hereinafter - Programme document) and Lithuania-Poland Programme Manual. Additionally the following legal acts could be referred to while preparing the application: - Council Regulation (EC) No 1083/2006 of 11 July 2006 laying down general provisions on the European Regional Development Fund, the European Social Fund and the Cohesion Fund and repealing Regulation (EC) No 1260/1999 (General Regulation); - Regulation (EC) No 1080/2006 of the European Parliament and of the Council of 5 July 2006 on the European Regional Development Fund and repealing Regulation (EC) No 1783/1999 (ERDF Regulation); - Commission Regulation (EC) No 1828/2006 of 8 December 2006 setting out rules for the implementation of Council Regulation (EC) No 1083/2006 laying down general provisions on the European Regional Development Fund, the European Social Fund and the Cohesion Fund and of Regulation (EC) No 1080/2006 of the European Parliament and of the Council on the European Regional Development Fund.

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EXPLANATION OF POINTS IN THE APPLICATION FORM

Title of the project / Projekto pavadinimas / Tytuł projektu - the name of the project should be entered here – it should be short, easily understandable (not more than 100 characters with spaces) and clearly describing the project. One should pay attention to the fact that the project title should not repeat titles of other projects of the applicant or of other entities carried out under the Programme or other programmes and should not be the same as the Programme priority or sub-priority title. Project acronym (optional) / Projekto akronimas (pasirinktinai) / Skrót tytułu projektu (opcjonalnie) – the acronym of the project title could be entered here so that it should be easier to identify the project in the subsequent text of the application. It could consist of letters or one or a few words and should be easily spelled and remembered. Part I. BASIC INFORMATION / PAGRINDINĖ INFORMACIJA / INFORMACJA PODSTAWOWA

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Lead Partner is the partner selected by all project partners who submits the application for funding to the Joint Technical Secretariat and will sign a subsidy contract with the Managing Authority, thus undertaking the full financial and legal responsibility for the project. The Lead Partner is thus financially liable to the Managing Authority for the total amount of Programme funds allocated to the project. Only the Lead Partner submits payment requests encompassing the whole project on the basis of the Subsidy Contract. In practice the Lead Partner shall receive funds from the Certifying Authority and distributing these to other partners. All necessary data about the Lead Partner should be supplied: - Lead Partner / Pagrindinis partneris / Partner Wiodący – official name of the Lead Partner in English should be indicated; - Country / Šalis / Kraj – Country of the Lead Partner institution should be chosen from the drop list; - County/Voivodeship / Apskritis/Vaivadija / Obwód/Województwo – County or Voivodeship of the Lead Partners institution should be chosen from the drop list; - Municipality/Powiat / Savivaldybė/ Pavietas / Powiat – Municipality or Powial of the Lead Partner institution should be chosen from the drop list; - Legal form / Teisinis statusas / Forma Prawna – Legal form of the Lead Partner institution should be indicated. Translation of the adequate definition should be used; Detailed information / Detali informacija / Informacje szczegółowe – detailed information such as Enterprise code / Įmonės kodas / NIP; Address (street, No., postal code, city) / Adresas (gatvė, Nr. pašto indeksas, miestas) / Adres (ulica, numer, kod pocztowy, miasto); Address / Adresas / Adres; Tel. No. / Tel. Nr./ Numer telefonu; Fax No. / Fakso Nr. / Numer faksu; Web address / Internetinės svetainės adresas / Strona internetowa should be given;

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- VAT / PVM / VAT – The applicant is registered for VAT / Paraiškovas yra įregistruotas PVM mokėtojas / Wnioskodawca jest zarejestrowany jako płatnik podatku VAT – option ‘Yes’ or ‘No’ should be chosen’ - Person authorised to sign the documents / Asmuo įgaliotas pasirašyti dokumentus / Osoba upoważniona do podpisywania dokumentów – all necessary data regarding person authorized to sign documents in Lead Partner institution should be given: Name, surname / Vardas, pavardė / Imię, nazwisko; Position in Lead Partner institution / Pareigos pagrindinio partnerio institucijoje / Stanowisko w instytucji Partnera Wiodącego; Address / Adresas / Adres; Tel. No. / Tel. Nr./ Numer telefonu; Fax. No. / Fakso Nr. / Numer faksu; Mob. tel. No. / Mob. Tel. Nr. / Numer telefonu komórkowego; e-mail / el. paštas / e-mail; - Contact person / Asmuo kontaktams / Osoba kontaktowa – all necessary information (analogical as for the person authorised to sign documents) regarding contact person in Lead Partner institution should be given. Enterprise code in case of Polish Partner should be filled in with 10-digits NIP code, and in case of Lithuanian Partner 9-digits code should be given. Please note that in case incorrect amount of digits is indicated an error message will occur, which will disappear only when correct code is given. In case of Polish partners both fields “Enterprise code” and “VAT payer No” should be filled in with NIP code. I.2 Other Partners / Kiti partneriai / Pozostali Partnerzy

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Partners (other) are institutions and organisations eligible under the Programme participating in the implementation of the project, carrying out activities, and if requesting Programme funding - accounting to the Lead Partner. The projects shall be implemented by at least two and not more than 8 project Partners representing the Programme area in both participating countries. General information about all project Partners should be given, including: - Partner 2 - 8 / Partneris 2 - 8 / Partner 2 - 8 – Official name of project partner in English should be indicated; - Legal form / Teisinis statusas / Forma prawna – Legal form of partners institution should be indicated; - Country / Šalis / Kraj – should be chosen from the drop list; - County/Voivodeship / Apskritis//Vaivadija / Obwód/Województwo – should be chosen from the drop list; - Municipality/Powiat/ Savivaldybe / Powiat – should be chosen from the drop list. Detailed information about all project partners has to be submitted in Part VIII Project Partners and all project partners have to sign the declarations of the partners. As a general rule only partners from Programme area can participate in the project. In duly justified exceptional cases, partners from outside the eligible programme area may be accepted if the operation would have difficulty in achieving its objectives without that partner’s participation and only when it is necessary for implementation of the project activities (in case of Poland partners only from Warminsko-Mazurskie and Podlaskie Voivodeships, in case of Lithuania – from whole country can participate). Before including the partner from the outside territory, Beneficiaries are recommended to consult JTS on 1st level control arrangements for these partners. Numbering of partners should be the same in all places of the AF and in all other project documents. I.3. Priority and Sub-Priority / Prioritetas ir subprioritetas / Priorytet i pod-priorytet

The applicant has to indicate the Priority and Sub-priority of the Programme to which the applicant assigns the project. The application may be assigned to one sub-priority only. The relevant Priority and Sub-priority should be chosen from the drop-lists. In case the call of proposals is targeted not to all Priorities or Sub-priorities, only relevant Priority and Sub-priority can be chosen.1 I.4 Project timing / Projekto laikas / Okres realizacji

1 The fourth call for proposals is limited to Priority 1 only.

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Expected start date of the project activities / Tikėtina projekto pradžios data / Planowana data rozpoczęcia projektu, i.e. exact date when the applicant expects to start activities of the Project, should be chosen using the calendar.

When planning project implementation partners have to evaluate the time needed for implementation of project activities. It should be noted that the time spent on the preparation of the project prior to submitting of application for funding is not regarded as project implementation period. The earliest date on which the activities can commence and the expenditure can be incurred – is the day of the decision by the Joint Monitoring and Steering Committee. However, if the project approved under the conditions, the activities could be started on the risk of the applicant, as the Subsidy Contract shall not be signed until all the conditions set in the decision of JMSC are not fulfilled. In this relation it should be kept in mind that project assessment and selection process shall take indicatively about 4 to 5 months from the deadline for submitting the application. This means that start date of the project should be planned accordingly.

Project duration (in months) / Projekto trukmė (mėnesiais) / Czas trwania projektu (w miesiącach) should be indicated.

Part II. DETAILED PROJECT DESCRIPTION / DETALUS PROJEKTO APRAŠYMAS / SZCZEGÓŁOWY OPIS PROJEKTU

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II.1. Project location / Projekto vieta / Lokalizacja projektu The location of project activities should be specified by checking the relevant boxes. For project territory, Adjacent areas and Out of programme territory areas please refer to the Programme. If a box is checked the exact location should be specified: state(s), county(ies) or voivodeship(s), powiat(s) or municipality(ies), town(s) and/or gmina(s). II.2. Justification of the project / Projekto pagrindimas / Uzasadnienie projektu

Existing problem(s) or issue(s) the project will address should be described. The background to the problem(s)/ issue(s) should be described. Relevance of project partnership to solving the described problems should be justified. The target group(s) the project will address (the group(s) which will benefit from the results of the project) should be identified. Description should not exceed the limit of 5.000 characters with spaces. Taking into account the cross-border nature of the Programme the cross-border effect must be reflected in every project funded by the Programme. In order to have this effect the projects have to ensure at least two of the following ways of cooperation between project partners: - joint development; - joint implementation; - joint staffing; - joint financing. Joint development – the requirement for the project which means, that representatives of all Project Partners participate in the preparation of the project, generating project ideas and elaborating the application for funding. Additional documents, if any, can be submitted together with the application form proving such way of cooperation. Joint implementation – the requirement for the project which means, that every project activity is implemented in close cooperation between the partners or involving some or all of the Project Partners in every activity benefiting all the partners. Information, if any, proving such way of cooperation has to be provided in this part of the application form. Please remember that implementation of similar activities on each side of the border does not guarantee the sufficient level of the cross-border impact. Joint staffing – the requirement for the project which means that project has common staff coordinating general implementation and project administration activities and working for the

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benefit of the entire project and on behalf of all Project Partners. Arrangements of the project partners, proving such way of cooperation have to be clearly described in the application form. Joint financing – the requirement for the project which means, that all Project Partners contribute to the financing of all or some of project activities. Information, if any, proving such way of cooperation has to be provided in this part of the application form. Only the description provided by the applicant in the application form (together with the annexes) shall be taken into account during project assessment. Depending on the project location and content, the compliance with development strategy documents of a given country(ies)/ region(s), including sectoral policies strategic documents, should be described. The relevant national/ regional development strategy(ies) or plan(s) should be indicated and the compliance of the project with them should be justified referring to relevant parts, points etc. of those documents. Please describe whether the project contribute to the goals and objectives of the EU Strategy for the Baltic Sea Region; if so, how and to which priority area”. The Strategy is available on http://ec.europa.eu/regional_policy/cooperation/baltic/index_en.htm It is possible to relate the planned activities with the development strategy by various aspects and at various levels; e.g. the social and economic meaning of the project, the impact of the project on regional development or its part (e.g. increase of regional competitiveness, improvement of investment attractiveness of the region, impact on human resources, contribution to cultural heritage etc.). II.3. Objectives of the project / Projekto tikslai / Cele projektu

The overall objective and immediate objective(s) of the project should be described. Description cannot exceed 3.000 characters with spaces. Formulating the overall objective, the questions like: “Why is this project necessary? What is the anticipated long-term impact after achieving the project results?” should be answered. The overall objective has to be clear and realistic. It also has to be such that it could be possible to choose measurable indicators for it easily. The immediate objective(s) which will be achieved due to implementation of project activities should be indicated. They should be related to the described problems and result from the needs of the identified target group(s) which will be satisfied by the project implementation.

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The immediate objective(s) should relate to the anticipated project results which will be used by the final beneficiaries. II.4. Activities of the project / Projekto veiklos / Działania projektu

The detailed description of the activities (within the limit of 5.000 characters with spaces) of the project should be provided, clearly indicating the role of each project partner. Project activities should be numbered and should be in line with activities indicated in Part IV Action plan. Numbering of the same activity should be the same in all places of the AF. II.5. Cross-border impact / Poveikis abipus sienos / Wpływ transgraniczny projektu

The cross-border impact of the project should be understood as the meaning of the project to the programme area. It should be described how the outputs and results will influence both sides of the border, how will they benefit from social and economic development of areas on both sides of the border. The cross-border impact may also be described on partnership level (merit, organisational or financial involvement of foreign partner in project preparation, implementation or funding. Please not that limit of 3.000 characters with spaces should be observed. II.6. Project output and result indicators / Projekto produktų ir rezultatų indikatoriai / Wskaźniki produktu i rezultatu projektu In order to fill in output and result indicators please push Indicators button in point II.6, or choose “Indicators” from the side menu. Please note that in order to enter indicators layout it is necessary to choose Priority and Sub-Priority in point I.3 first.

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The part of the list of project indicators is generated automatically basing on the selected Sub-priority of the programme. First six indicators are output indicators, other are result indicators. As the programme has many indicators, not all of them may be relevant for the project, however when implementing the project these indicators should also be taken into account and should be pursuit. At least one of the given output and one of the given result indicators must be used. Other output and result indicators, relevant to the project may be added. The values of the corresponding output and result indicators should be indicated. In description section the listed indicators should be described (e.g. “Number of cross-border events” the short description of the events has to be enclosed in order it could be possible to determine activity which indicator is related to). A detailed description of indicators, along with examples of possible activities which may contribute to their achievement, is available on the programme website http://www.lietuva-polska.eu/index.php?2675519927. Please study it carefully before choosing relevant indicators for your project. Please note that the last four result indicators of the Subpriority 1.1. (“Modernisation of small-scale economic infrastructure”) refer to a possible negative environmental impact of the project activities: - No of hectares of land used changes; - No of hectares of degraded soil; - No of hectares of forest cut as the direct programme impact; - No of destroyed, affected cultural monuments by the programme activities. The above mentioned indicators cannot be selected as result indicators relevant for the project. Therefore, fields “Value” and “Description” should be left blank in their case.

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II.7. Contribution to other EU policies / Atitikimas kitoms ES politikoms / Wpływ na inne polityki UE

The project contribution (direct and indirect) to the following EU policies should be indicated and explained: − environmental impact, − equal opportunities, − information society. Please note that limit of 3.000 characters with spaces should be observed in description of each policy II.7.1. Environmental impact / Poveikis aplinkai / Oddziaływanie na środowisko naturalne

Investments financed with the EU funds should comply with the regulations of laws of the European Union and the member state in the field of environmental protection. They should also comply with the Council Directive 90/313/EEC as of 7 June 1990 on the freedom of access to information on the environment. If according to the requirements of the national legal acts it is required to provide “Environmental impact assessment” of the project, the main conclusions of the mentioned document should be provided in this box. Additionally, projects within Priority 1 Sub-priority 1.1 “Modernisation of small-scale economic infrastructure” should also reach some of the following criteria listed in the Strategic Environmental Assessment (SEA) report, prepared for CBC programme LT-PL (available from programme website): - Is the support of environmental infrastructure and environmental friendly technologies connected to the adoption of ‘best available technologies’ addressing emission control, energy efficiency and reduction of non-renewable resource demand? - Does ‘development of local transport’ reduce the volume of private and business-oriented transport demand? Projects within Priority 1 Sub-priority 1.3 “Development of sustainable cross-border tourism and preservation of cultural/historical heritage” should also reach some of the following criteria listed in the SEA report:

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- Does the project decentralise tourism activities in time and territory and decrease excessive concentration of tourism activities in certain heavily visited areas? - When decentralising tourism activities, does it use existing infrastructure? - Does it increase the environmental awareness of the visitors? - Does it improve the efficiency of natural resources use in the tourism sector? - Does it promote the uptake of ISO 14.000/EMAS respectively “Eco-labelling”? - Does it increase energy efficiency and the use of renewable energy in the tourism sector? II.7.2. Equal opportunities / Lygios galimybės / Równe szanse

According to the law of the European Union, the issue of equal opportunities is first of all the equality of men and women in accessing the labour market and at work. In the wider meaning the policy strives to ensure the possibility for the disabled to access the labour market and use the public infrastructure. The impact of the project is mostly related to the target groups and project participants. Attention should be paid to the fact that taking active actions in the field of making opportunities equal does not mean equaling the position of everybody but creating conditions under which the discriminated groups should have the same possibilities as everyone else. II.7.3. Information society / Informacinė visuomenė / Społeczeństwo informacyjne

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The issue of information society is related to the development of modern information and communications technologies. It is advised that all investments funded under the Programme should be innovative in order to facilitate the growth of competitiveness of the cross-border regions economy based on knowledge. If new technologies will be applied to the project implementation process or introduced due to the project implementation, it should be clarified what the impact on the development of the information society will be. II.8. Information and publicity measures / Informavimo ir viešinimo priemonės / Działania informacyjne i promocyjne

The communication and information (communication) strategy of the project should be described here providing an explanation on how the project partners are planning to implement the information campaign about the project so that the project and its results would be disseminated and promoted widely. The rules of the Commission Regulations on information and publicity measures to be carried out by the member states concerning assistance from structural funds should be referred to. Description should not be longer than 3.000 characters with spaces. The target group(s) to be addressed with information and publicity activities and the measures with the help of which the activities will be carried out should be indicated. Here are some examples of such measures: websites, publications, brochures, presentations, exhibitions, information stands – boards, announcements/information in the media, etc. The information and publicity measures should be marked appropriately indicating the EU’s contribution to the project.

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II.9. Sustainability (durability) of project results / Projekto rezultatų tęstinumas / Trwałość rezultatów projektu

It should be described how the sustainability (durability) of the project outputs and results will be ensured. The following questions shall be answered: who will own the produced outputs? How, when and by whom will the outputs and results will be used? How will they be maintained after the project has been finalised? Who will be responsible for the maintenance, continuation or development of the activities initiated by the project implementation (institutional sustainability)? How this will be carried out including future funding (financial sustainability)? The question of how the project impact will be sustained after the end of the project shall be answered (e.g. who and how will implement the strategies prepared, maintain the established cooperation tools, be responsible for carrying out investments intended). The limit of 3.000 characters with spaces should be observed. II.10. Management of the project / Projekto valdymas / Zarządzanie projektem

The co-ordination and management structures of the project should be described (within the limit of 3.000 characters with spaces). The structure, responsibilities and procedures for the management and co-ordination of the project should be outlined. If needed, the illustrated management structures in an organisational chart or flow-chart can be attached to the application. The description should include a brief explanation on the arrangements in place for the financial management of the project, including arrangements for reporting and monitoring. It is recommended to describe experience of the staff that will work with project implementation, as well as amount of the budget foreseen for salaries for project staff. II.11. Experience of partners in the field of the project / Partnerių patirtis projekto srityje / Doświadczenie partnerów w dziedzinie objętej projektem

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The experience of partners in the field of project implementation should be described. The description should provide necessary information showing that applicant has necessary skills and experience to implement the project. The limit of 3.000 characters with spaces should be observed. II.12. Experience of partners in the EU funded projects / Partnerių patirtis ES finansuojamuose projektuose / Doświadczenie partnerów w realizacji projektów finansowanych ze środków UE

The experience of each partner in managing / participating in previously or currently implemented EU funded projects or in delivering similar types of activities / projects should be indicated. The title of each programme and project should be provided as well as short description of the role the partner had in each project should be stated. The information may concern projects / activities financed with EU pre-accession funds (PHARE, ISPA, SAPARD), EU structural funds and Cohesion fund and other, including national funds or partner’s own funds, especially those implemented during the last five years. II.13. Project links to other EU funded projects / Projekto ryšys su kitais ES lėšomis finansuojamais projektais / Powiązanie projektu z innymi projektami finansowanymi ze środków UE

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If the submitted project is logically, topically and closely linked to other projects funded from the EU funds, these linked projects should be indicated in this point. The linked project may have been implemented by project partner(s) or other entity(-ies). The full title of the programme should be specified in the first column “Programme/Project”; while a short description of the linked project, its value and duration should be provided in the second column “Short description of project”. If the project is part of the larger activity or its implementation depends on other projects implementation or is a separate stage of an already started project (activity continuation), these projects are the linked projects and should be described in this point, provided they have been funded from the EU funds.

III.2. Project costs by partners / Projekto išlaidos pagal partnerius / Koszty projektu w podziale na partnerów

Both tables presented above are filled in automatically basing on Part VI Project Budget. Tables presents breakdown of project eligible costs by Partners and by the source of funding.

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Part IV. ACTION PLAN / VEIKLŲ PLANAS / PLAN DZIAŁANIA

The project activities (Activity / Veikla / Działanie), as described in II.5 shall be indicated, together with the location (Location / Vieta / Lokalizacja) of the activity and partners involved (Partners involved / Dalyvaujantys partneriai / Zaangażowani partnerzy) (Numbering of partners should be the same in all places of the AF and in all other project documents). The expected duration of the activities in months (Duration of the project / Projekto trukmė / Okres realizacji projektu) should be presented by checking of the relevant project cells. Output column (Output / Rezultatas / Rezultaty) should clearly indicate the physical outputs of the activity, and should match Indicators from Point II.6. Month 1 in the action plan is considered to be the month of the project start date (not calendar month).

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Part V. PAYMENT PLAN / MOKĖJIMŲ PLANAS / HARMONOGRAM FINANSOWANIA

The project payment plan shall be indicated, listing the total amount of project expenditure annually. Years will be filled in automatically basing on project start date indicated in Point I.4. Please take into account that failure to implement the project in accordance with the payment plan may result in the reduction of the assistance granted. Part VI. PROJECT BUDGET / PROJEKTO BIUDŽETAS / BUDŻET PROJEKTU

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The project budget (eligible costs only) should be broken down by costs categories. 6 budget categories are available: 1. Salary / Atlyginimai / Płace 2. Travel expenditure /Kelionės išlaidos / Wydatki na podróże 3. Works, Services and Supply / Darbai, paslaugos ir tiekimas / Roboty, Usługi i Dostawy 4. Other costs / Kitos išlaidos / Inne koszty 5. Overhead costs / Pridėtinės / Koszty pośrednie (not allowed in the 3rd and 4th calls for proposals). 6. Preparation costs / Pasirengimo išlaidos / Koszty przygotowawcze Please remember that within budget line 3 Works, services and supplies in point 3.2.2 audit costs for each Lithuanian Partner should be foreseen, therefore amounts should be indicated only in rows where name of Lithuanian Partner is indicated. Each budget line should correspond to only one project partner. Name of the project Partner is filled in automatically basing on the Part I.1 and I.2. Costs can appear only in the lines where name of the Partner is indicated. Total costs per partner per budget category should be calculated. Budget is summed up automatically. Column Out of programme territory- location should indicate the location where the expenditure shall be incurred. The total columns shall indicate the total amounts for: - Total eligible costs; - Total eligible costs in main programme area territory. - Total eligible costs in adjacent territories; - Total eligible costs outside the programme territory; The total amount from main programme territory, adjacent territories and outside the programme territory must match total eligible costs in EUR. When filling the project budget please have in mind that project expenditure will be incurred in one, two or three year period, a necessary corrections for the increase in prices should be made. The assumptions used for these corrections should be clearly justified. The project expenditures, which are indirectly related to the project activities and objectives, are referred to as the overhead expenses. The overhead costs should be calculated for the whole project, i.e. the same method should be used for all project partners. Furthermore, they can not be included into any other budget line in case this method of financing of administration is chosen. The following budget items can be treated as the overhead costs: - salaries for project administrative staff (e.g. project coordinator, financial manager, project assistant etc.); - administrative costs related to project implementation (rent of the project premises, telecommunication and postal fees, heating, water, electricity or other forms of energy,

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maintenance costs, office consumables etc.) accounted to project implementation according to methodology used in the institution; - expenditure related to project administration and financial services; - costs of travels which are not directly related to project activities (e.g. travels for partners meeting, to Programme institutions, trainings). Examples of such costs: rent of transport vehicles, vehicles maintenance costs, public transportation, accommodation, per diems. Overhead costs must be justified, proved and supported with relevant documents in the application form. Therefore detailed information on the type of costs and the method of their calculation should be specified. Calculation methodology and the documents proving such calculations should be attached as additional annexes to the application form, e.g.: - job task description or scope of duties of project administrative staff; - the employment contracts of the staff already employed in the institution and indicated as the project administrative staff, explanatory notes providing calculations of salaries; - payment scheme of the organization proving the salaries calculation of the staff planned to be employed for the project implementation, explanatory notes proving calculation of salaries; - contracts and invoices for office maintenance costs; - estimations regarding value of the administration services based on the market prices, proved by relevant documents. Services cannot duplicate management staff costs in case such are foreseen. etc. Based on the justification provided by the Project Partners, the JTS performing the evaluation of the project application shall determine the eligible direct project costs and eligible overhead costs. The flat rate of the overhead costs is calculated as a ratio of total eligible overhead costs and total eligible direct project costs. The flat rate is expressed as a percentage. Overhead costs can not exceed 25 percent of total direct project costs. The flat rate shall be fixed in the subsidy contract. When reporting the incurred project expenditure, overhead costs shall be included in every application for payment without any supporting accounting documents, only the direct project costs have to be declared. The eligible overhead costs are calculated multiplying the approved eligible direct project costs by the corresponding flat rate of the project. The overhead costs can not be neither foreseen in the budget, nor reported under other budget categories. In case during assessment of application the assessors shall consider the overhead costs as not sufficiently justified – the condition to move expenditures from Overheads to direct project costs could be set (the decision shall be made by JMSC on case by case basis). In this case, when submitting reports the project shall not be able to request reimbursement on the flat rate basis, but shall have to submit all expenditure proving document as usual. In case of irregularity and recovery to the Programme the ineligible part of project costs, the amount of overhead costs to be recovered shall be calculated multiplying the direct costs to be recovered by the corresponding flat rate of the project.

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Part VII. DETERMINATION OF PROJECT REVENUE / PROJEKTO PAJAMŲ NUSTATYMAS / OKREŚLENIE PRZYCHODU GENEROWANEGO PRZEZ PROJEKT

According to the Article 55(2) of the General Regulation for infrastructure revenue-generating projects (i.e. projects where investment in infrastructure the use of which is subject to charges borne directly by users or operations involving the sale or rent of buildings or any other provision of services against payment), the eligible expenditure cannot exceed the current value of the investment cost less the current value of the net revenue from the investment over a specific reference period appropriate to the category of investment concerned.

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According to the Programme rules, there might be revenues generated by the projects which do not fall under the requirements of the Article 55(2) of the General Regulation (i.e. which request less than 1.000.000 EUR of the total costs) if they do not exceed the national co-financing (15%) needed for that particular activity generating the revenue. The type of the activity generating revenue could be related to some trainings or camps for which the fees could be taken from the participants. This part of the Application Form should be filled in using only total eligible project amounts foreseen for the investment. Project costs and revenues forecasts period (reference period) should cover a period appropriate to its economically useful life and long enough to encompass its likely longer term impacts. The lifetime varies according to the nature of the investment. The reference period by sector – based on internationally accepted practice and European Commission recommendations – is provided below:

Sector Years Energy 15-25 Roads 25 Water and environment 25 Industry 10 Railways 25 Other services 15 Ports and airports 25 Line Investment costs (Investicijų išlaidos / Koszty inwestycyjne) should be filled with the expected project expenditures as indicated in the section V. Payment plan. Line Project operating costs (Projekto veiklos išlaidos / Koszty operacyjne projektu) should be filled with operating costs that are expected to occur as a result of the Project (i.e. not all operating costs of the institution, but those costs that are incurred only as a result of the project). Line Project operating revenue (Projekto veiklos pajamos / Przychód operacyjny projektu) should be filled with project revenue that is expected to be earned as a result of the Project (i.e. not all operating revenue of the institution, but the revenue that is received only as a result of the project). When the actual economically useful life of the project exceeds the reference period considered, a residual value should also be taken into account and presented in the last column of the Project operating revenue line. This should be calculated as the present value of expected net

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cash-flows during the years of economic life outside the reference period. The revenues generated by the projects which do not fall under the requirements of the Article 55(2) of the General Regulation (i.e. which request less than 1.000.000 EUR of the total costs) must be also reflected in the table in this line. Net revenue equals Operating revenue - Operating costs. Discount rate is fixed – 5%. Fields Net present value of investment (Investicijų grynoji dabartinė vertė / Bieżąca wartość inwestycji netto), Net present value of net revenue (Projekto pajamų grynoji dabartinė vertė / Wartość bieżąca netto przychodu netto) and Eligible expenditure (Tinkamos finansuoti išlaidos / Wydatki kwalifikowane) are calculated automatically. VII.1. Main assumptions used in calculation of project operating costs / Pagrindinės projekto veiklos išlaidų nustatymo prielaidos / Podstawowe założenia użyte do obliczenie kosztów operacyjnych projektu

VII.2. Main assumptions used in calculation of project operating revenue / Pagrindinės projekto veiklos pajamų nustatymo prielaidos / Podstawowe założenia użyte do obliczenie przychodów operacyjnych projektu

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The main assumptions that were used for determination and calculation of Project operating costs and revenues (or separation of these costs and revenues from the total costs and revenues of the partner‘s institutions) should be described in detail and properly justified. The planned revenues by the projects which do not fall under the requirements of the Article 55(2) of the General Regulation (i.e. which request less than 1.000.000 EUR of the total costs) must be described and justified in the point VII.2. that they do not exceed the national co-financing (15%) needed for the implementation of the particular activity generating the revenue. The costs calculated as activity costs must be directly connected to the activity which is generating revenue without any other additional costs: e.g. for the organisation of trainings or camps the costs for the catering and accommodation of the participants or similar costs could be included, but no additional costs which are not directly connected with the activity (such as office rent for administration, etc.) can be calculated.

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Part VIII. PROJECT PARTNERS / PROJEKTO PARTNERIAI / PARTNERZY PROJEKTU

Information has to be filled for each project partner. Part of the information is automatically filled in basing on part I.2. Required information is analogical to information regarding the Lead Partner from part I.1 of the Application Form. Part IX. DECLARATION OF THE LEAD PARTNER / PAGRINDINIO PARTNERIO DEKLARACIJA / DEKLARACJA PARTNERA WIODĄCEGO

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All necessary information is filled in automatically. Declaration should be printed, stamped and signed by person authorized to sign documents in Lead Partner institution. No accompanying documents are required. The statement is a legally binding document in project assessment and selection process.

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Part X. DECLARATION OF THE PARTNER / PARTNERIO DEKLARACIJA / DEKLARACJA PARTNERA

Declarations for each of the partners participating in the project must be stamped and signed by person authorized to represent relevant partner institution. All necessary information is filled in automatically; it is possible to review all applications by pushing one of the buttons: “Next Partner” or “Previous Partner”. No accompanying documents are required. The statement is a legally binding document in project assessment and selection process.

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Part XI. APPLICANT’S DECLARATION ON VAT / PARTNERIO DEKLARACIJA DĖL TEISĖS SUSIGRĄŽINTI PVM / DEKLARACJA PARTNERA O PRAWIE DO ODZYSKIWANIA PODATKU VAT.

Declaration must be submitted by each project partner. For each Partner it should be chosen from the drop list weather it is entitled or not entitled to the recovery of VAT. Please be informed that declarations on which no option is chosen are not valid documents. It is possible to navigate between declarations for different Partners using buttons “Next Partner” and “Previous Partner”.

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Part XII. APPLICANT’S DECLARATION ON STATE AID / PARTNERIO DEKLARACIJA APIE GAUTĄ/ NEGAUTĄ VALSTYBĖS PARAMĄ / DEKLARACJA PARTNERA O UZYSKANIU POMOCY PUBLICZNEJ

Declaration must be submitted by each project partner. For each Partner it should be chosen from the drop list weather it received or not received State Aid. In case applicant received state aid Field of received state aid, date and received sum should be indicated. Please be informed that declarations on which no option is chosen are not valid documents. It is possible to navigate between declarations for different Partners using buttons “Next Partner” and “Previous Partner”. The following regulations concerning the state aid are applicable to all beneficiaries: - Commission Regulation (EC) No 1998/2006 on the application of Articles 87 and 88 of the Treaty to de minimis aid1; - Commission Regulation (EC) No 800/2008 of 6 August 2008 declaring certain categories of aid compatible with the common market in application of Articles 87 and 88 of the Treaty (General block exemption Regulation);

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The latest applicable state aid provisions are available under: http://ec.europa.eu/comm/competition/state_aid/overview/index_en.cfm. Applicants may also consult relevant national authorities to obtain more specific information on rules and limitations concerning state aid. As a first step, while preparing the application each applicant has to determine whether he will receive State aid, which is the case if the support meets all the following criteria: • there has been an intervention by the State or through State resources which can take a variety of forms; • the intervention confers an advantage to the recipient on a selective basis, for example to specific companies or sectors of the industry, or to companies located in specific regions; • competition has been or may be distorted; • the intervention is likely to affect trade between Member States.

In case the project aims at activities where there is no trade between the member states and/or gives the project results to common use free of charge the state aid regulations do not apply. In order to avoid a situation where state aid regulations have to be applied, it is recommended that the project excludes activities that have a commercial character. This means that in all cases the outcome and results of the projects have to be made available for the general public free of charge. 1 De minimis rule - De minimis aid is grant on the base of the Commission Regulation (EC) No 1998/2006. De minimis aid in reality is not treated by the Commission as state aid because this is not the state aid from legal point of view – condition concerning the influence on the trade between the member states is not fulfill. The total amount of the de minimis aid granted for one enterprise cannot be higher from € 200 000 (€ 100 000 in the highway transport sector) in three years (fiscal year apply to the tax purposes) regardless of the fact if it is fully granted by the member state or co-financed by EU.

De minimis aid is applied to the individual beneficiaries not to the whole project. The co-finansing can be granted right up to the untapped by the beneficiary amount of aid de minimis in period of three years (€ 200 000, eventually €100 000 in transport sector).

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Part XIII. ACTION PLANS IN NATIONAL LANGUAGES / VEIKSMŲ PLANAS ABIEJOMIS NACIONALINĖMIS KALBOMIS / PLAN DZIAŁANIA W JĘZYKACH NARODOWYCH

The project activities, as described in II.5 shall be indicated in Lithuanian and Polish languages, together with the location of the activity and partners involved (Numbering of partners should be the same in all places of the AF and in all other project documents). The expected duration of the activities in months should be presented by marking the relevant project cells. Output column should clearly indicate the physical outputs of the activity. Month 1 in the action plan is considered to be the month of the project start date (not calendar month). Please note that action plan in all three languages should match. No accompanying documents are required.

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XIV. SHORT PROJECT SUMMARY / TRUMPAS PROJEKTO APRAŠYMAS / STRESZCZENIE PROJEKTU

The main information about the project should be presented in English and in both national languages, including project title, main aims, events, partners involved, indicative budget. Model form from the Application Form file without corrections has to be used. No accompanying documents are required. Part XV. CHECKLIST FOR SUBMISSION / PATIKROS LAPAS PARAIŠKOS PATEIKIMUI / LISTA ZAŁĄCZNIKÓW

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The list of annexes should be filled in, it should be marked weather each of mentioned annexes is attached and/or is not applicable to the project. Additional annexes may be added to the list. Please note that annexes should be numbered and attached in the same order that it is indicated on the checklist.

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Explanation of Annexes to be enclosed to the Application Form Number of annexes depends on the type of the project and national requirements of specific documentation. The relevant cells (Yes, No or Not applicable) should be marked/ shaded for each annex listed in the model form from the Application Form file Checklist. Annexes attached must be numbered according to the numbers in the annexes list. If the annex is included for each partner, it has to be numbered using letters after numbers, for example 3.a, 3.b etc. 1. Copy of the complete statutes or articles of association of each partner justifying that the status of the organisation is non-profit making (not applicable to local and regional authorities). Annex must be submitted by each project partner. In case of institutions established by public administration body organisational rules given by that establishing body should be attached. Annex is not applicable to local or regional authorities or their organizational units. 2. Copy of the certificate of registration of each partner organisation giving evidence that the organisations are registered as legal entities (for the Polish partners such document has to be issued by the National Court Register (Krajowy Rejestr Sądowy) not earlier than 3 months before the submission of the AF). Not applicable to local and regional authorities. Annex must be submitted by each project partner thus proving the project partner is engaged in legal activities. In case of Polish partners, all non-governmental organisations must submit extract from the National Court Register (Krajowy Rejestr Sądowy) issued not earlier than 3 months before the submission of the Application Form. Organisations engaged in economic activity must submit extract from the National Court Register (Krajowy Rejestr Sądowy) and extract from Economic Activity Register both issued not earlier than 3 months before the submission of the Application Form. Annex is not applicable to local or regional authorities or their organizational units. 3. Authorisation from the Lead Partner organisation that the person has the right to sign the Application Form (if the Application Form shall be signed not by the Head of the organisation). Authorisation shall be submitted in case the Lead Partner’s representative is not a person representing the institution pursuant to the law or internal regulation (e.g. is not a seniūnas/ wójt, head of the local self-government organisational unit, chairman of the fund’s board, etc.). 4. Detailed project budget Annex should be filled in on standard excel form available on programme website. Project expenditures should be divided by budget lines, and by Partners, and well described. For each expenditure unit, unit rate in EUR and number of units must be determinate. 5. Copies of the balance sheets for the last 3 years of Lead Partner (according to national legislation; not applicable to local and regional authorities). Annex must be submitted by Lead Partner. The balance sheets must be in compliance with the requirements of the national law. The last three years stand for full three years before the year of submission of the application (for example, if the application is

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submitted in 2008, the balance sheets for 2005, 2006 and 2007 must be provided). In case partner is not required by law to prepare balance sheets, budget implementation report for last year, shortened list of available funds and specification of the disposable monetary funds kept on its bank accounts shall be submitted. Annex is not applicable to the local or regional authorities or their organizational units. 6. Confirmation from the State Tax Inspection about payment of taxes (applied to Lithuanian applicants and has to be submitted upon additional request of JTS). Annex is applicable to Lithuanian applicants only and has to be submitted upon additional request of JTS. 7. Confirmation from the Social Security office about payment of social security contributions (applied to Lithuanian applicants that have to submit balance sheets). Applied to Lithuanian applicants that have to submit balance sheets 8. Feasibility study (according to national requirements).The project feasibility study shall encompass the information on the project and its impact on its surroundings. The document should demonstrate financial and institutional feasibility of project implementation. It must specify which of the possible solutions to problem(s) described is the best in the technical, economic and ecological aspects. Environmental impact of the investment should be assessed. In case the project provides for several different types of activities (e.g. construction works and supplies), one feasibility study must be prepared. The study shall comprise the benefit (or possible losses) resulting from the implementation of construction works and further supplies to the constructed object. In case only one or some of several project stages will be carried out, the study shall justify the purpose of implementing the project comprising of that(-ese) stage(s) only. Nonetheless, the implementation of project shall produce outputs and results. The feasibility study must be prepared in compliance with the requirements of the national law or other national requirements. Only one copy of the feasibility study shall be submitted together with application form. The second copy shall be submitted only upon separate request of Programme Authorities. 9. Declaration of a body responsible for the monitoring of the Natura 2000 net areas (for Polish partners; standard form to be used). For Polish partners, standard form of Declaration of a body responsible for the monitoring of the Natura 2000 net areas has to be used. 10. Environmental impact assessment (according to national legislation). Environmental impact assessment shall be prepared in compliance with the requirements of the national law. The assessment must be performed before an authorization to carry out the investments is received (e.g. the construction permit). While assessing environmental impact, project impact on the environment, human health and living conditions, tangible property, legacy objects and mining sites accessibility is evaluated. Possibilities and means of avoidance and reduction of the negative impact on environment are indicated; the scope of monitoring activities is specified.

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During such evaluation, the environmental effect report must be prepared with the following information to be presented: - Project description, initially the entire project definition and territory use conditions during the implementation and operation stages; - Specific features of the production process, foreseen emission of harmful materials taking into consideration the planned production process; - List of environmental natural objects to be affected by the planned project; - Description of analyzed variants including the variant of possible project rejection, the most environment-friendly variant with indicated grounds for such a choice, foreseen environmental effect by the variants under analysis including the case of serious industrial emergency and possible impact thereof on environment in the regions outside the border; - Providing a basis for the applicant-selected variant with indicated environmental effect on persons, animals, plants, earth surface considering the movements of the Earth mass, also to water, atmosphere, climate, tangible property, legacy objects, landscape and to interaction of all aforementioned elements; - Foreseen significant effect of the planned project on environment including the project direct and indirect effects, secondary and accumulative effects, short, medium and long-term effects, continuous and momentary effects, with specified use of environmental resources and described forecasting method used by the applicant; - Foreseen measures to be applied in order to prevent the negative impact on environment, or to restrict or compensate such impact. Where the planned project is related to facilities, the report must state the following information: - Comparison of the suggested technology with technology in compliance with the national law requirements and explanation, whether the planned object requires any restricted use area, also indicating boundaries of such area; - Specification of restrictions on the purpose of the territory, if any, technical requirements to buildings and ways of use of such buildings; the data to be submitted in a graphical form; - Analysis of possible social conflicts in relation to the planned project; - Suggested monitoring on the effect of the planned project performed during the construction and operation stages; - Possible difficulties due to imperfection of equipment and gaps in currently available knowledge, which have been noticed in preparation of the report; - Summing up of information presented in the report without using any special terms; the last name of a person (persons) who has prepared the report; - Sources of information on the basis of which the report has been prepared. 11. Copy of an official decision on land or building using conditions (according to the national legislation). The national legislation providing for the procedure for issuing a construction permit and decision on land or building using conditions shall be binding. Preparing to the project implementation, the Applicant should find out whether there is a spatial development plan for the planned project area. If so, an extract from the plan concerning the project area shall be annexed to the application form. If not, the Applicant should address respective authorized official in order to receive the decision on land or building using conditions and annex the copy thereof to the application form. 12. Copy of a construction permit or a copy of request to issue the construction permit

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A copy of a construction permit (or a copy of the valid request to issue such construction permit in case such permit was not yet received by the applicant) must be enclosed to the application, if such is required for implementation of the project. All cases in which the construction permit is required are provided by respective national legal acts. Where the Project provider submits neither the construction permit, nor the statement concerning construction, he must specify the date of future submission. Until submission of all annexes, formal assessment of the application will be postponed and technical evaluation omitted. Due to this it may happen that the application fails to be passed for consideration to the nearest Joint Meeting of the Steering Committee. Such application will be considered only after receiving the relevant documentation. 13. Copies of the documents confirming the right for land / real estate disposal. Copy(-ies) of document(s) confirming the right for land / real estate disposal or of document(s) proving the intent to acquire such right shall be presented in this annex. 14. One copy of the relevant technical drawings and the excerpts from the technical documentation. The second set of the full technical documentation should be only presented on the request of the Programme Authorities. Only one copy of the full technical documentation shall be submitted together with application form. The second set of the technical documentation shall be submitted only upon separate request of Programme Authorities etc. When according to the national law technical documentation and construction permits are not required, simplified project including working drawings and estimation of costs should be provided in order to assess the volume of works to be done and validity of expenditure. This requirement is applicable not only for so-called “infrastructure projects”, but for all projects having works component. 15. Confirmation from the Register of the Legal Entities (of all partners) issued not earlier than 3 months before the submission of the Application Form that the partner is operational, not bankrupt or under the legal proceedings (not applicable to local and regional authorities). Annex is applicable only for Lithuanian applicants but not to local and regional authorities. 16. Maps, sketches showing general location of the project in the Programme area (optional) Maps and sketches may be an integral part of the project presenting the general location of project activities in the Programme area. Submission of this annex is optional. 17. Other necessary documents required by Lithuanian and Polish legislation (please list below) Other necessary documents required by national laws, linked to the project and not covered by other annexes listed (e.g. concessions, licenses, lease agreements, arrangements, etc.) shall be enclosed, numbered accordingly (21.1, 21.2 etc.) and listed in the annexes list. 18. Other. Other documents linked to the project and not covered by other annexes listed shall be enclosed, numbered accordingly (22.1, 21.2 etc.) and listed in the annexes list.