Bulgaria

Dear Silvia, Maria and Petya,

As promised, following our first monthly joint meeting of Local Facilitators and the Consortium yesterday 26th of June, I would like hereby to give you answers of your questions and some guidelines as well.

DELAYS AND POSTPONEMENT IN THE IMPLEMENTATION OF THE PROJECTS' TASKS (SILVIA'S QUESTION):
In case of a delay in the implementation of the planned tasks/events, you have to present to the Consortium a table of justice/table of changes to inform about the delay/postponement and let them know that there is a change according to the set proposal and time schedule in the project.
In general, in any case some change occurs, you have to always inform the Consortium by sending them a table of changes where you tell them about the new situation, you explain them the reason why.
Important is that delays and postponements do not have an impact on the implementation of the upcoming events/tasks, which means that a delay of an event cannot substitute the next one, you just have to do all the events/tasks that you set in the proposals of your projects.
In a very extreme case, an extension of the project duration could be requested as well, but this is valid only for the projects that are less then 12 months. For the 12 months projects an extension cannot be requested.

REPORTS SUBMISSION:
When a project has a 12 months duration, a report after each trimester period have to be submitted in the month number 4, which means that you have a whole month time to submit the report after each trimester.
For the shorter projects (less than 12 months), the reports have to be submitted within the end of the trimester period.

TRAVELLING AND ACCOMMODATION COSTS FROM THE BUDGET OF THE PROJECT:
Normally, by the budget of the project you can cover the travelling and accommodation expenses of the people involved in the project (which means yourselves) and of the presenters involved in the relevant event. But you have to think about the fact that you cannot cover the expenses of everyone invited at the event (all listeners) because it will be too expensive and you will probably not have enough money for the further activities set in the project. You need to make a good estimation and distribution of the money you will need later along the time of the project.
It depends on the cost proposals, how much money you planned for the implementation of each activity. Paying all attendees will be expensive, but it is feasible as long as all the activities are implemented at the end.

INVOICING:
All the invoices have to be addressed to the beneficiary. A beneficiary is the one who applied for the project, who won it and who will implement it. What does it mean?

In the case of Silvia (Pure Air for Green Future), where they have a youth association, the beneficiary is the association.

In the case of Petya (Youth in transition) and Maria (Ecotopia-Caring Community) -- they are individuals and not an youth association. So, in this case, the invoices should be issued on their names, they are the beneficiaries. Or, where in the invoice have to be written the receiver („получател" in Bulgarian), the one that issues an invoice and is making services for you, have to write down your names, your address and your ID Number (ЕГН). But be careful, the beneficiary is the official person stated in the contract with the Consoritum!

Therefore, I have a request to Petya -- Petya, please go back to the printing company and ask them to correct the invoice. They don't have to put the address of Brussels from the grant agreement, but they have to put your names, personal address and personal ID number (in case you are the official beneficiary stated in the contract). The invoice is incorrect in the way you showed me.

And finally, about invoicing -- when describing the services in the invoice, it's always good and recommendable to mention the name of the project. Example: "Printing of this and this for XXXXX Project".

OTHER:
During the meeting another important question arised. And Maria (Ecotopia), I am turning to you.
During the meeting, it became clear that your contract for the project (Ecotopia -- Caring Community) is concluded with some other person called Jarmena Anatolieva as far as I was able to hear well the name.
The request of the Consortium in that case is to send them again a table of changes where you mention that there is a team of several other people working behind Jarmena and helping her, but she is the official person and beneficiary anyway. You should present inside the team members and explain in a simple way what are they doing, what are they responsible for, what are they taking care of. It is needed to do it in case there will be some expenses in the future that you will have to justify and those expenses refer to your names.
For example, Mimi, you will have to inform them that you are the main person for communications and coordination of the activities, that you are gathering offers, that you are the one who is participating in the meetings with the local facilitator as a main person of contact and as you have more time available to do it. In case there are further steps and documentations to be arranged in an official way, they will inform you.

Well, that is all from my side for now. I hope this was useful information for you and I provided it in an understandable manner. In case, something is still not clear for you, you are free to write me here and/or call me if you need explanation in Bulgarian.

Have a nice sunny day and week to all of you! 😊
Maria Markova