4.4. Grant / Subsidy Agreement
The process of preparing and signing a Subsidy or Grant Agreement typically involves the following steps:
Notification of Award: If your project proposal is selected for funding, the managing authority (MA) or relevant body will send you a notification. This generally includes preliminary information about the terms of the agreement, including funding amounts, project duration, reporting requirements, etc.
Drafting of the Agreement: Based on the project proposal and the terms of the award, the MA or relevant body drafts the Subsidy or Grant Agreement. This document includes detailed information about the project, including deliverables, timeline, budget, project partners, reporting requirements, and other conditions.
Review of the Agreement: After the draft agreement is prepared, it is sent to the beneficiary (the entity receiving the funds) for review. It is important at this stage to review the document thoroughly and understand all obligations and responsibilities.
Negotiations and Amendments: In some cases, there might be a need for clarifications or adjustments. While the ‘no negotiation’ principle generally applies, this refers to the proposal evaluation process. Once the grant has been awarded, there might be scope for certain adjustments to the agreement, always within the rules of the specific fund and call. This does not mean changing the project’s core objectives or budget but might involve refining certain details.
Signing of the Agreement: Once all terms are agreed upon, the agreement is signed by both parties – the MA (or the body managing the fund) and the beneficiary. The project can start only after the agreement is signed.
Implementation: The implementation of the project begins according to the timeline and conditions set out in the agreement. Any changes during implementation that affect the agreement (such as changes in budget allocation or project timeline) usually need to be formally requested and approved by the MA.
The details and procedures can vary depending on the specific funding programme and the rules in each EU member state. Always refer to the specific guidelines provided by the relevant authority.