Measures relating to the COVID-19 pandemic
Submission of reports, payment requests and amendment requests
To ensure the continuity of work during the COVID-19 pandemic, we have temporarily adapted the requirements for submitting amendments and/or payment requests, reports and any other formal correspondence. Thank you for your understanding in these exceptional circumstances.
Requests and reports for projects for which DG ENV is in charge should be sent via email to: ENV-LIFE-PROJECTSec [dot] europa [dot] eu (ENV-LIFE-PROJECTS[at]ec[dot]europa[dot]eu) copying the relevant DG ENV project officer and external monitor.
For heavy emails with multiple attachments, alternatives - secure file exchange methods - may be used to relay the information.
Please do not send us hard copies of these requests.
Considering the current exceptional circumstances, we will accept scanned and electronically signed copies of the amendment.
The scans should be in pdf format and sent by email. The amendment will enter into force on the date when the latter of the two parties signs. Please note that this is a temporary measure and we will contact you with further instructions concerning the original signed versions as soon as the situation allows.
Electronically signed time sheets (or scanned with an original signature) are acceptable. An electronic version of the timesheet (scan or photo) can also be sent by e-mail to the supervisor who will approve it by e-mail response. The beneficiaries must keep the original timesheet with the signature of the person as well as the acceptance e-mail of the supervisor.
The (counter) signature of the timesheets can be delayed until the confinement is lifted, but please ensure that the reasons for the delay are clearly explained in the report.
Project suspension or prolongation
We advise all beneficiaries not to ask for a suspension as this would require fixing a release date and it is almost impossible, at this stage, to know when things will return to normal. In addition, the impact of the delay caused by the COVID-19 outbreak may vary significantly for each project. It would be preferable to ask for a prolongation once the crisis is over and you can better estimate the real impact.
We will accept a request for prolongation of the project duration even if the three-month deadline set in the Grant Agreement (Articles 15 and 17.2 of the Common Provisions) has passed. Any request for amendment should be sent by email to: ENV-LIFE-PROJECTSec [dot] europa [dot] eu (ENV-LIFE-PROJECTS[at]ec[dot]europa[dot]eu), copying the relevant DG ENV project officer and external monitor.
Eligibility of costs
- for activities which were cancelled due to COVID-19; for example staff were due to take part in meetings but could not travel because the person was in quarantine
Where actions such as travel, catering, events etc. had to be cancelled due to the COVID-19 crisis and costs incurred could not be reimbursed, those costs will be deemed eligible. Please ensure to keep the related supporting documents.
- for actions that were not originally foreseen but were necessary to cope with the COVID-19 crisis (e.g. masks or other medical/prevention equipment etc)
If the costs were incurred for the project (i.e. used for the staff or other service providers during the execution of their project tasks), they can be covered under direct costs. If the costs are not only related to the project, they are to be considered under the indirect costs/overhead (flat rate 7%).
- for actions that were not originally foreseen, but were necessary to contribute directly or indirectly to the management of the COVID-19 crisis (e.g. project equipment was used by health or civil protection services, specific actions were added to help develop preventive equipment like masks or to test the application of project technologies to support crisis management)
We invite you to report to us on how these actions could help manage the COVID-19 crisis and whether the action could still contribute to the project's initial objectives. Based on these elements, we will let you know if the costs may be considered technically eligible.