IMPLEMENTING MANUAL FOR GRANT CONTRACTS - 2nd Call for Proposals - Guide for Grant Beneficiaries

Sep 1, 2026

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The Implementing Manual for CBC grant contracts with related annexes supports grant beneficiaries in understanding, interpreting, and applying the Grant contract provisions. It explains procedures and practical implementation aspects for contracts financed under the 2nd Call for Proposals of the IPA CBC Programme Serbia–North Macedonia 2016–2020. Implementation guidance is built on relevant national legislation and EU Regulations, aligned with the Procurement and Grants for EU External Actions Practical Guide (PRAG) 2021.0, while not replacing PRAG. Annexes provide templates, documents, and instructions linked to each Manual section, and in case of discrepancies the grant contract prevails.

LanguageEnglish

CategoryLetters

FormatDOCX

Pages65

Reading Time23 min

AccessFree to download

Introduction

Legal bases and institutional set up

Programme bodies’ role

Grant beneficiaries’ roles

Communication

Project set up

Setting up project team

Project management by the Grant beneficiaries

Grant contract

Grant contract structure

General principles and rules for implementation

Amendments to the contract

Minor amendments to the contract

Major amendments to the contract

Financial management and record keeping

Eligibility of costs

Supporting documentation

Simplified cost options

Payment procedures

Payment request

Exchange rate

Expenditure verification report

Value added tax (VAT)

Project documentation filing

Secondary procurement

General rules and principles

Procurement procedures

IMPLEMENTING MANUAL FOR GRANT CONTRACTS 2nd Call for proposals under the IPA II Cross-border Cooperation Programme Serbia and North Macedonia 2016-2020 Version 1 March, 2023 CONTENTS TOC \o "1-3" \h \z \u HYPERLINK \l "_Toc72845223" 1 INTRODUCTION PAGEREF _Toc72845223 \h 5 HYPERLINK \l "_Toc72845224" 1.1 Legal bases and institutional set up PAGEREF _Toc72845224 \h 5 HYPERLINK \l "_Toc72845225" 1.2 Programme bodies’ role PAGEREF _Toc72845225 \h 6 HYPERLINK \l "_Toc72845226" 1.3 Grant beneficiaries’ roles PAGEREF _Toc72845226 \h 7 HYPERLINK \l "_Toc72845227" 1.4 Communication PAGEREF _Toc72845227 \h 8 HYPERLINK \l "_Toc72845228" 2 PROJECT SET UP PAGEREF _Toc72845228 \h 8 HYPERLINK \l "_Toc72845229" 2.1 Setting up project team PAGEREF _Toc72845229 \h 8 HYPERLINK \l "_Toc72845230" 2.2 Project management by the Grant beneficiaries PAGEREF _Toc72845230 \h 9 HYPERLINK \l "_Toc72845231" 3 GRANT CONTRACT PAGEREF _Toc72845231 \h 10 HYPERLINK \l "_Toc72845232" 3.1 Grant contract structure PAGEREF _Toc72845232 \h 10 HYPERLINK \l "_Toc72845233" 3.2 General principles and rules for implementation PAGEREF _Toc72845233 \h 12 HYPERLINK \l "_Toc72845234" 4 AMENDMENTS TO THE CONTRACT PAGEREF _Toc72845234 \h 14 HYPERLINK \l "_Toc72845235" 4.1 Minor amendments to the contract PAGEREF _Toc72845235 \h 15 HYPERLINK \l "_Toc72845236" 4.2 Major amendments to the contract PAGEREF _Toc72845236 \h 16 HYPERLINK \l "_Toc72845237" 5 FINANCIAL MANAGEMENT AND RECORD KEEPING PAGEREF _Toc72845237 \h 16 HYPERLINK \l "_Toc72845238" 5.1 Eligibility of costs PAGEREF _Toc72845238 \h 17 HYPERLINK \l "_Toc72845239" 5.2 Supporting documentation PAGEREF _Toc72845239 \h 23 HYPERLINK \l "_Toc72845240" 5.3 Simplified cost options PAGEREF _Toc72845240 \h 28 HYPERLINK \l "_Toc72845241" 5.4 Payment procedures PAGEREF _Toc72845241 \h 29 HYPERLINK \l "_Toc72845242" 5.5 Payment request PAGEREF _Toc72845242 \h 31 HYPERLINK \l "_Toc72845243" 5.6 Exchange rate PAGEREF _Toc72845243 \h 31 HYPERLINK \l "_Toc72845244" 5.7 Expenditure verification report PAGEREF _Toc72845244 \h 32 HYPERLINK \l "_Toc72845245" 5.8 Value added tax (VAT) PAGEREF _Toc72845245 \h 32 HYPERLINK \l "_Toc72845246" 5.9 Project documentation filing PAGEREF _Toc72845246 \h 34 HYPERLINK \l "_Toc72845247" 6 SECONDARY PROCUREMENT PAGEREF _Toc72845247 \h 36 HYPERLINK \l "_Toc72845248" 6.1 General rules and principles PAGEREF _Toc72845248 \h 36 HYPERLINK \l "_Toc72845249" 6.2 Procurement procedures PAGEREF _Toc72845249 \h 38 HYPERLINK \l "_Toc72845250" 6.3 Tender documentation PAGEREF _Toc72845250 \h 42 HYPERLINK \l "_Toc72845251" 6.4 Evaluation committee PAGEREF _Toc72845251 \h 46 HYPERLINK \l "_Toc72845252" 6.5 Procurement steps PAGEREF _Toc72845252 \h 47 HYPERLINK \l "_Toc72845253" 7 ON-THE-SPOT CHECKS PAGEREF _Toc72845253 \h 50 HYPERLINK \l "_Toc72845254" 7.1 Monitoring visits by the JTS PAGEREF _Toc72845254 \h 51 HYPERLINK \l "_Toc72845255" 7.2 Verification on-the-spot checks by CA and Control body PAGEREF _Toc72845255 \h 51 HYPERLINK \l "_Toc72845256" 8 REPORTING PAGEREF _Toc72845256 \h 52 HYPERLINK \l "_Toc72845257" 8.1 Interim report PAGEREF _Toc72845257 \h 54 HYPERLINK \l "_Toc72845258" 8.2 Final report PAGEREF _Toc72845258 \h 57 HYPERLINK \l "_Toc72845259" 8.3 Progress report PAGEREF _Toc72845259 \h 61 HYPERLINK \l "_Toc72845260" 9 VISIBILITY ACTIVITIES PAGEREF _Toc72845260 \h 61 HYPERLINK \l "_Toc72845261" 10 IRREGULARITIES PAGEREF _Toc72845261 \h 62 HYPERLINK \l "_Toc72845262" 11 LIST OF ANNEXES PAGEREF _Toc72845262 \h 64 LIST OF ABBREVIATION INTRODUCTION The purpose of this Implementing Manual for CBC grant contracts awarded with related annexes is to help grant beneficiaries to understand,

FAQs

What is the purpose of this Implementing Manual for grant beneficiaries?

It helps grant beneficiaries understand, interpret, and apply provisions of the Grant contract, including practical implementation procedures and guidance linked to relevant annexes.

Which legal and regulatory references does the Manual rely on for implementation?

Implementation guidance is based on relevant national legislation and EU Regulations, and on the PRAG (Procurement and Grants for EU External Actions) 2021.0 with annexes.

What should beneficiaries do if there are discrepancies between this Manual, PRAG, and the grant contract?

The grant contract provisions prevail over any discrepancies with this document or PRAG.

Sep 1, 2026

Upload by Connor