Q: How to submit reports or payment requests to PROMAS in case of a Russian Lead Partner?
A: It is preferred that the Lead Partner submits all project reports as before. If this is not possible, the reports and payment requests can be submitted also by any partner of the project consortium. All reports and payment requests shall be prepared on project, not partner level.
In case the report is not submitted by the Lead Partner, each reporting partner shall sign the narrative interim report and payment request.
Q: What if a Finnish Partner does not have read&write rights to PROMAS?
A: Contact the Lead Partner and ask them to give you full user rights with editing. If this is not possible, contact your project coordinator and the PROMAS support in the Managing Authority.
Q: What changes can be made to projects while FA suspension? How to submit change requests in PROMAS in case of a Russian Lead Partner?
A: It is preferred that the Lead Partner submits all change requests as before. If this is not possible, minor change requests not requiring an addendum to the Grant Contract can be submitted also by any partner of the project consortium. Also, small technical changes (e.g., for new bank account information) can be submitted directly by Finnish partners.
Changes concerning several partners or reflected to all partners (e.g., changes to the project budget) shall be prepared on project, not partner level. In case the change request is not submitted by the lead partner, each partner concerned shall be named in PROMAS.
All changes requiring an Addendum to the Grant Contract (e.g., extension to project implementation period, budget changes exceeding 15 % between main headings) shall be made in co-operation with the Lead Partner. Such change requests shall be submitted by the Lead Partner. The Grant Contract Addendum shall be prepared and signed by the Lead Partner and Managing Authority as before.
Q: Are there any changes to the visibility requirements?
A: Yes. It is no longer obligatory to follow the Programme’s visibility rules as instructed in the Programme Manual. The minimum requirement in all communication and visibility is to use the EU flag and a sentence Co-funded by the European Union.
Q: Courier services between Russia and Finland are limited. What if a Russian Lead Partner cannot send original reports (including final outputs), change requests or any other issue related to the project implementation requiring an original, signed document?
A: A scanned signed document is accepted from the Russian beneficiaries. The Russian beneficiaries are required and instructed to keep the original signed documents for possible auditing or monitoring purposes. Finnish beneficiaries are required to provide signed originals on paper as before.
A: If original outputs cannot be delivered to the Managing Authority during final reporting, the respective partner shall provide a list and photos including all original outputs. The Russian beneficiaries are required and instructed to keep the original outputs for possible auditing or monitoring purposes.