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TEMPORARY INTERRUPTION OR REDUCTION OF ACTIVITIES
When for circumstances beyond the Partner’s control (in particular in case of force majeure) it is impossible or extremely difficult to continue with the implementation of the Action, the Partner can agree with DG ECHO on a temporary interruption or reduction of the activities.
The Partner should be aware of the difference between temporary interruption or reduction of activities (Annex 5 of the Grant Agreement) and the suspension of the grant agreement (Article 31 of the Grant Agreement). In the latter, costs incurred during the period of suspension are not eligible.
A temporary interruption or reduction of activities provides the possibility for DG ECHO to accept some costs incurred if the partner has to interrupt (totally or partially) or reduce activities in the field in case of exceptional circumstances. The Partner must inform DG ECHO and, if needed and agreed, adapt the Action to the new circumstances via an Amendment.
As soon as an event occurs in the field that could lead to an interruption or reduction of activities, the coordinator will inform DG ECHO (Desk or Technical Assistant) by email, even if the coordinator is not sure yet that a temporary interruption or reduction will be needed. This first message is important to set the possible start date of the temporary interruption or reduction of activities.
There are two different situations. Click on each tab to know the right procedure to follow.
TOTAL TEMPORARY INTERRUPTION OF ACTIVITIES
When the decision to interrupt the action is taken, the partner will inform immediately DG ECHO via APPEL, using the "Request total interruption" functionality in the eDocument result list screen.
The partner is requested to provide the information supporting the total interruption, i.e:
- The reasons;
- The list of the expenses connected to the interrupted activities during the interruption period (e.g. the running costs of the local office). During the temporary interruption, costs incurred by Partners to allow resumption of activities as soon as the situation so allows, can be considered as eligible if compliant with the eligibility conditions;
- The proposed start date of the interruption and the estimated duration (in days);
- Any supporting documents deemed necessary.
DG ECHO will review the grounds for interruption and inform the coordinator of its decision by email to the official address of the coordinator. DG ECHO's letter will confirm the start date of the
interruption/reduction, the duration and the nature of the expenses considered as eligible.
Once the interruption is approved in APPEL, the action will change from 'ongoing' to 'interrupted'.
No further activity in APPEL will be possible during the interruption of activities.
As soon as circumstances allow, the beneficiaries will resume the activities and inform immediately DG ECHO via APPEL, by clicking on the button "Terminate interruption' in APPEL.
The coordinator will have to provide the following information:
- The end date of the interruption.
- Other modifications necessary to adapt the action to new implementation conditions. (e.g. duration, results, budget).
- Any other supporting documents if deemed necessary.
DG ECHO will analyse the information provided and inform the coordinator of its decision via a formal pdf letter sent via email to the official address of the coordinator.
- When the resumption has no impact on any basic element of the agreement, DG ECHO will confirm the resumption and will give the new end date of the action.
- When the resumption entails changes of the agreement's articles or of the basic elements of the action (e.g. results, end date, indicators), DG ECHO will have to agree first on these changes and then it will confirm its agreement.
To know more, see also FAQ 116
PARTIAL TEMPORARY INTERRUPTION OR REDUCTION OF ACTIVITIES
When the interruption/reduction is partial (concerning one or several results), the coordinator should not use the functionality "Request total interruption" (as this would put the action on hold) but the modification request functionality (MR).
The coordinator should inform DG ECHO immediately in writing of the risks of temporary partial
interruption/reduction to set the start date of the partial interruption/reduction.
Once the temporary partial interruption/reduction is confirmed, the coordinator will provide
detailed information on the interruption/reduction through a Modification Request in APPEL. In the Single form, the partner will provide information on:
- the reasons for the partial interruption/reduction
- the conditions and dates foreseen for the resumption of the activities
- the expenses connected to the interrupted/reduced activities.
DG ECHO will review the grounds for interruption/reduction and inform the coordinator of its decision by email to its official address. DG ECHO's letter will confirm the start date of the interruption/reduction, the duration and the nature of the costs considered potentially eligible.
As soon as circumstances allow, the coordinator will resume the activities and inform immediately
DG ECHO via APPEL by introducing a Modification Request. The coordinator will explain which elements of the grant agreement, if any, have to be modified as a result of the partial interruption/reduction. The coordinator will have to provide the following information:
- The end date of the interruption/reduction;
- Other modifications necessary to adapt the action to new implementation conditions (e.g. duration, results, budget);
- Any other supporting documents if deemed necessary.
DG ECHO will analyse the information provided about proposed changes and inform the Partner of its decision via a pdf letter sent by email to the official address of the coordinator.
REFERENCE & DOCUMENT
Annex 5 to the Model Grant Agreement, point 9
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FR
SUSPENSION
The Partner should be aware of the difference between temporary interruption or reduction of activities (Annex 5 of the Grant Agreement) and the suspension of the grant agreement (Article 31 of the Grant Agreement). In the latter, costs incurred during the period of suspension are not eligible, as contrary to the temporary interruption or reduction of activities, where costs incurred by Partners, can be considered as eligible if compliant with the eligibility conditions and agreed by DG ECHO.
If the Partner wants to request a suspension, it must follow the conditions and procedures of Article 31.1.1 of the Grant Agreement.
The coordinator must submit an Modification Request detailing the reasons for the suspension, the date the suspension takes effect (this date may be before the submission of the Modification Request) and the expected date of resumption. The suspension will take effect on the day specified in the amendment. Once the circumstances allow for the implementation to resume, the Partner will submit another Modification Request to set the suspension end date, the resumption date (one day after suspension end date), extend the duration and make other changes necessary to adapt the action to the new situation. The suspension will be lifted with effect from the suspension end date set out in the amendment. This date may be before the date of the submission of the amendment request.
A suspension can also be imposed by DG ECHO, when the Partner (or a person having powers of representation, decision-making or control, or person essential for the award/implementation of the Action) has committed systemic or recurrent errors, irregularities, fraud or serious breach of obligations in the Action or in other EU grants.
REFERENCE & DOCUMENT
Humanitarian Aid Model Grant Agreement, Article 31
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FR
