The suspension for exceptional circumstances is a possibility foreseen in the HACA General Conditions. It allows Organisations to request a full or partial suspension where exceptional and unforeseen circumstances — in particular force majeure — make implementation impossible or excessively difficult, or where circumstances pose a threat to the safety and security of humanitarian workers or final beneficiaries, or prevent compliance with humanitarian principles.
DG ECHO may also suspend the Agreement, or any part of it, where there is evidence that the Organisation has committed irregularities, fraud, corruption or serious breaches of obligations, in particular where this affects the Organisation’s reliability, its internal control systems, the proper use of EU funds, or compliance with humanitarian principles, including in the context of other EU-funded agreements, provided that they have a material impact on the Agreement in question.
Please note that, during the period of suspension, running costs linked to the suspended activities, including new legal commitments, necessary for a possible resumption of the activities, may be considered eligible.
General procedural notes:
- Before launching any request for a full or partial suspension in the System, the Organistoin should first inform the Desk Officer by email as soon as circumstances in the field change and discuss the next steps. This first message is important to set the possible start date of the suspension.
- The duration of a full suspension should not, in principle, exceed one-third of the duration of the Action. For longer periods, it may be more appropriate to consider – together the Desk Officer – a termination of the Agreement.
If, following the end of a full suspension, adjustments to the Action are necessary, the Organisation must submit a Modification Request (MR) to adapt the Action to the new context for DG ECHO’s approval.
Requesting a full suspension: Partners must follow the automated workflow in APPEL. The step-by-step guidance is available at the NEW APPEL documents availalbe in the reference document.
When initiating this procedure, the Organisation must have the following information available:
- Reasons for requesting the full suspension, including:
- Exceptional circumstances impeding the implementation of the activities;
- Details on any measures taken to minimise the negative impact on the action;
- Any other relevant details on the changed/changing operational circumstances;
- Proposed start date of the full suspension;
- Estimated duration of the full suspension;
- An annex may be uploaded to accompany the request (e.g. force majeure reporting form).
The full suspension is confirmed once approved by DG ECHO.
Lifting a full suspension: Once circumstances allow the suspension to end, the Organisation must submit an ad-hoc request via the automated workflow in APPEL. At this stage, the Organisation must provide:
- Information supporting the request to end the full suspension;
- Proposed end date of the full suspension;
- An annex may be uploaded, if needed, to complement the request.
The lifting of the full suspension is confirmed once approved by DG ECHO.
Requesting a partial suspension: the Organisation must use the Modification Request (MR) functionality in APPEL and provide the following information in field 1.6 [MR] ‘List of the modifications and their justifications’ of the e-Single Form:
- Activities to be suspended;
- Reasons for the partial suspension;
- Date on which the partial suspension takes effect;
- Conditions and the date foreseen for resumption of the activities, and
- Running costs linked to the suspended activities.
The partial suspension is confirmed once approved by DG ECHO.
Lifting a partial suspension: As soon as circumstances allow for resumption of the activities, the Organisation must inform DG ECHO via a Modification Request (MR) and provide the following information in the field 1.6 [MR] ‘List of the modifications and their justifications’ of the e-Single Form:
- End date of the partial suspension and resumption date, and
- Any changes required to adapt the Action to the new operational circumstances.
The lifting of the partial suspension is confirmed once approved by DG ECHO.
