Project implementation under CEF2

For all German beneficiaries, we have compiled here information and recommendations for the implementation of CEF2 funding.

Member States' participation under CEF2 consists of issuing the "Letter of Support" for the respective application (see Application) and taking note of the Periodic Report and the Final Periodic Report.

If your project has been awarded a grant as a result of a call, you will be asked during the negotiation of the Grant Agreement (GA) to decide, and to indicate accordingly in the Grant Agreement, in which of the following two ways the Member State (in this case the Federal Ministry of Transport) should receive information on the implementation of your CEF project: either by mail as "Member State's contact point" or by granting access rights on the Funding & Tenders Portal. Please contact us by mail at ref-g32@bmv.bund.de. We will name the responsible contact point.

Work Packages / Milestones / Deliverables

The Grant Agreement defines Work Packages which consist of individual tasks. Each Work Package must be clearly distinguishable from the other Work Packages, technically and financially.

Milestones are control markers to measure progress during a project’s lifetime. They are updated on the Funding & Tenders Portal on the agreed dates and supporting documents must be provided.

Deliverables are the technical results achieved within one Work Package. Evidence of the deliverables is submitted to the European Climate, Infrastructure and Environment Executive Agency (CINEA) directly via the Funding & Tenders Portal on the agreed date.

Please make sure that the individual milestones and deliverables can easily be verified, especially in electronic form.

Eligible costs

Eligible costs are governed by Article 6 of the respective Grant Agreement. They must, inter alia, have actually been arisen, incurred in the project funding period and be indicated in the approved estimated project budget of the action. Please also note that costs must be divided into different cost categories and that there are special rules for personnel costs (section 6.2 GA).

Reports

In general, all reports that have to be presented according to the Grant Agreement, are submitted through the Funding & Tenders Portal.

Progress Report (Technical Progress Report without Payment Request)

The progress report outlines the current implementation status of the relevant project. It has to be submitted as a deliverable after every 12 months (Art. 21.1. GA) unless a periodic report is already due. At the latest when submitting the report to CINEA by uploading and transmitting it to the Funding &Tenders Portal, all due deliverables and milestones must be fulfilled and proven (see section "Work Packages"). Otherwise, a new planning date within the overall lifetime and a justification for the change must be submitted to the portal. If the new planning dates are not within the overall duration of the project, CINEA must be informed (see "Amendment").

Periodic Report (Technical Progress Report with Interim Payment Request)

The Periodic Report is a progress report in connection with an interim payment request (Art. 21.2 GA). It must generally be submitted within 60 days after the end of a reporting period (usually every 24 months). In this context, it should be kept in mind that, in most cases, the interim payment request must be submitted together with a Certificate on Financial Statement (CFS) valid under CEF2 regulations (Art. 24.2 GA).

Final Periodic Report (Final Technical Report with Final Payment Request)

The Final Periodic Report is the Periodic Report (Art. 21.2 GA). It must generally be submitted via the Funding & Tenders Portal within 60 days of the end of the project period. This means that a technical report on the achievement of the project's objectives and a request for final payment is usually also submitted together with a Certificate on Financial Statement (CFS). Any evidence of deliverables and, if applicable, milestones not submitted by that time must be submitted with the Final Periodic Report at the latest. Certification of completion of the project by the Member State is not required.

Amendment (of the Grant Agreement)

If there are foreseeable changes in the project, you should contact CINEA as early as possible. At the same time, if already possible at the time, you should indicate any necessary changes to the Grant Agreement in the Progress Report or Periodic Report. A request for amendment must be submitted directly through the Funding & Tenders Portal after prior consultation with CINEA's Project Management.

Publicity

You are obliged to indicate that the action has received EU funding in all publications (site signs, permanent reminder boards, leaflets, websites, invitations, etc.) including social media activities (Art. II 7 GA). Click here for further information by CINEA and appropriate logos.

If provided for by the terms of the call, a detailed communication and dissemination plan must also be submitted to CINEA (Art.17 GA).

You can find more detailed information on the CINEA website.

You can also send any enquiries you may have in writing to the following address:
ref-g32@bmv.bund.de.
We will then contact you as quickly as possible.

Please note that this information is provided for information purposes only. It does not replace the rules and conditions set out in the relevant legal bases.