TRANSITION TO UPDATED AGREEMENT TEMPLATES

In 2025, DG ECHO had to update its model agreements for both grant and contribution agreements to reflect the updated Financial Regulation, that entered into force on 30 September 2024 (FR recast, 2024/2509).

By the end of 2025, all DG ECHO’s Humanitarian Aid Agreement Templates were updated to reflect the additional safeguards introduced, including important provisions for DG ECHO on human rights, EU values, and protection of the EU’s financial interests.

The following updated model agreement templates entered into application as follows: 

• The Model Grant Agreement (MGA_2025) entered into force on 1/01/2025
• The Humanitarian Aid Contribution Agreement (HACA_2025) with the UN entered into force on 01/03/2025
• The Humanitarian Aid Contribution Agreement (HACA_2025) with the IFRC entered into force on 01/07/2025
• The Humanitarian Aid Contribution Agreement (HACA_2025) with the ICRC entered into force on 01/12/2025

Yes, towards the end of 2024 and throughout the course of 2025, DG ECHO provided targeted information to all its various categories of Partners to inform them of the forthcoming updates. Information on the new agreement models is also posted publicly on DG ECHO’s Partners’ Helpdesk.

In 2026, partners may generally use modification request (“MR”) for the following types of contracts:

•    all MGAs signed as of 1/01/2025 (as these are based on the MGA 2025 template, shared with relevant Partners in November/December 2024)

•    all HACAs signed with the UN as of 01/03/2025 (as these are based on the new HACA 2025 template, communicated to UN in February 2025

•    all HACAs signed with IFRC as of 01/07/2025 (as these are based on the new HACA 2025 template, communicated to IFRC in June 2025)

•    all HACAs signed with ICRC as of 01/12/2025 (as these are based on the new HACA 2025 template, communicated to ICRC in November 2025)

No-Cost-Extensions and other ‘no-cost’ operational modifications may continue to be approved also for agreements concluded before the above dates with a view to then gradually phasing out those agreements too as they close.

Since the deadlines for submissions in HIPs are largely indicative, ECHO’s operational units may always show flexibility on the deadline to submit proposals, where justified. Due to the phasing out of the old contracts, DG ECHO may decide to grant more time for the submission of Action proposals in response to a HIP/HIPTA - to help Partners to submit a RQ (instead of a MR) for contracts under outdated templates. Moreover, a proposal submitted as an MR may be converted into a RQ later after first submission, without casting doubt on the date of the first submission.

The transition phase between the old and the new agreement templates, does not change the standard approach on parallel activities and follow-up Actions. 

In terms of operational overlaps between Actions, the normal approach for follow-up actions still applies. Clearly substantial overlaps between new and ongoing actions should still be avoided. As usual, to avoid gaps, a RQ may be submitted for assessment even while the previous Action is still on-going.

Moreover, even if the activities in the ongoing and new Actions are identical - as long as the new Action’s implementation does not overlap with the old Action’s implementation period there is no major risk of double funding.  To reduce the risks of double funding what is important is that for identical activities the implementation periods do not overlap – it does not matter so much if the reporting periods (standard 3 months after implementation period) overlap.

In principle Actions benefiting of EU contributions should be well-planned upfront in terms of both budget and timeframe and should not depend on frequent modifications. Nevertheless, it is understood that in crisis management the operational situation can be volatile, and costs are subject to fluctuation. Therefore, if needed, modifications that do not involve an increase in the financial contribution are still possible to adapt the activities and results with a view to reach the objectives before the end of the action. Where results of the Action could not be achieved within the planned budget, it may be possible to reduce the timeframe of the first Action and liquidate it (i.e. pay the balance/final payment), based on the results achieved and costs incurred. Thereafter, a new proposal (‘RQ’) may be submitted to cover the continuation of the activities under a new Action governed by the updated agreement models – this new Action may then include the increased budget and timeframe etc, as operationally justified.

For Programmatic Partnerships, DG ECHO has decided to make an exemption and allow for top-ups (even for agreements concluded from 2024 and earlier) so as to respect the agreed programmatic project duration.

For all agreements that were signed under older versions of the model agreements (see dates in FAQ above), requests involving an increased financial contribution (‘top-ups’) may no longer be processed through an amendment (MR).

A new proposal request (‘RQ’) must be made in APPEL/HOPE and then a new agreement will be concluded under the new model templates. This is necessary to phase out the outdated agreement templates that were applicable between 2021-2024.

Since the deadlines for submissions in HIPs are largely indicative, ECHO’s operational units may always show flexibility on the deadline to submit proposals, where justified. Due to the phasing out of the old contracts, DG ECHO may decide to grant more time for the submission of Action proposals in response to a HIP/HIPTA - to help Partners to submit a RQ (instead of a MR) for contracts under outdated templates. Moreover, a proposal submitted as an MR may be converted into a RQ later after first submission, without casting doubt on the date of the first submission.