ERASMUS for young entrepreneurs <20 August 2008

ACTION ENT/ERA/08/311 – ERASMUS for young entrepreneurs

- The overall objective of this call is to allow nascent EU entrepreneurs to learn in an experienced entrepreneur’s company in another EU Member State with the purpose of facilitating exchange of experiences and networking. For more information on the "ERASMUS for young entrepreneurs" initiative and a short description of the project, click here.

• A. Notice
• B. Call Text
• C. Submission set
• D. Guide for submission

- Documents to be downloaded in order to complete your proposal

• Forms A, A1 to A4, C & D (Administrative forms)
• Forms A5 (Financial Statement)
• Forms B1, B1A, B2 (Budget Form)
• Financial identification form (please fill in the appropriate sheet for your country)
  
• Legal entity form (please fill in the appropriate sheet for your legal situation)
  

- Final date for submission: 20 August 2008 (delivery by hand until 4 pm)

- An information meeting on this call will take place on 23 June 2008 from 9.30 – 13.00 in Brussels. The meeting can be followed via web streaming. Registration to participate in the meeting is now closed.

• Agenda of the information meeting

- Please note that additional information may be posted on this webpage during the publication stage. As such, we encourage you to visit this page regularly.

1. CONTEXT
This pilot project aims to ensure that experience is exchanged and reinforced at European
level for the benefit of nascent EU entrepreneurs. The general objective of the present call for
proposals is to support intra-EU partnerships for the purpose of implementing mobility schemes
for them.
For this purpose the Commission decision C(2007) 6343 of 10th December 2007 as amended by
Commission decision C(2008) 2332 of 4th June 2008 allocates a budget of €2,850,000 to be
granted to public or private entities competent in the field of business support through a call for
proposals aimed at co-financing the eligible costs of the implementation of mobility actions
designed to benefit nascent EU entrepreneurs, including those who have started a business
recently.
Entities from EFTA/EEA 1 and candidate 2 countries are admitted to participate as project
partners in the present call for proposals. This does not change the minimum requirement of
two partners from two different EU Member States as regards lot 1. 3 No grants can be
awarded to partners in those countries in the framework of the present pilot project.
By awarding grants to European partnerships enhancing the mobility of nascent entrepreneurs,
the Commission’s specific aims are:
– exchange of experience and information among entrepreneurs with regard to obstacles and
challenges in the creation and development of their businesses;
– training of nascent entrepreneurs allowing them to successfully start and develop their new
business ideas;
– market access and identification of potential partners for new businesses in other EU
countries;
– inter-cultural learning by developing knowledge and experience of other European countries.
The Commission will monitor and evaluate the results of the pilot project to determine its
continuation in future years.
2. OBJECTIVE OF THE CALL
2.1 Objective
This call for proposals aims to facilitate exchange of experiences, learning and networking for
nascent EU entrepreneurs through periods spent at companies of experienced entrepreneurs in
other EU Member States. The specific objective of the pilot action is to contribute to
1 Republic of Iceland, Principality of Liechtenstein, Kingdom of Norway, Swiss Confederation
2 Croatia, Former Yugoslavian Republic of Macedonia, Turkey
3 See below chapter 2.1.ഊ6
Commission’s approval to initiate a relationship does not necessarily imply the acceptance of
the expenditure linked to the implementation of the relationship.
The Coordinating Body (CB) assisted under lot 2 will contribute to ensuring coherence and
consistency of the work done by the IOs. It will help the mobility scheme to develop a real
pan-European scope. If possible, the CB should be established at European level to work in
close cooperation with the Commission and the IOs. Its main tasks include guidance and
assistance to IOs, developing and up-dating a central website, coordinating information and
publicity. It should also contribute to ensuring the quality of the mobility scheme.
The process of establishing an eligible relationship would be as follows:
(1) A NE submits an application to an IO (normally the IO of his/her home region or
country but other eligible IOs are not excluded) in which he/she demonstrates his/her
entrepreneurial characteristics through relevant documentation (CV, diplomas,
business plan, reference letters, language skills etc.) and his/her motivation to
complete a period abroad with another entrepreneur.
(2) The application is checked and validated by the NE’s IO.
(3) Either spontaneously or by invitation of an IO, a HE submits a reasoned file in which
he/she demonstrates his/her willingness and capability to receive a NE, and exchange
information and experience with the NE.
(4) The file is checked and validated by the IO that is active in the geographical area of
the HE. Accepted HEs are invited to participate in a potential network of successful
entrepreneurs.
(5) Suitable NEs and HEs are matched with the help of the responsible IOs. The matching
process includes advising the NE on available sources of financial assistance to cover
costs related to the stay and facilitating his/her access to such sources. After this
matching and advice on the financial feasibility, the relationships are provisionally
established and submitted to the Commission for acceptance before being formally
initiated.
(6) The selected NE, HE and the responsible IOs agree on a quality commitment and
specifications of the tasks, responsibilities, deliverables, financial conditions and legal
implications. This will need to provide for the exclusion of the NE making any profit
from the financial assistance. The latter has the function of covering the travel,
accommodation and subsistence costs which the NE incurs within the framework of
this mobility action. As such, the NE will need to declare that he/she had real
expenditure as well as any third party contributions to the travel and subsistence costs
of his stay abroad. Such third party contributions will be taken into account
accordingly when determining the financial assistance paid to the NE under this
project. The IO is responsible for keeping evidence of the NE’s real expenditure
incurred within the framework of his/her stay abroad and providing effective control
and management mechanisms with regard to the no-profit rule. Under no
circumstances can the financial assistance paid to the NE be higher than the NE’s real
costs for travel, accommodation and subsistence when staying with the HE. The
financial assistance paid to NEs is independent from the compensation that the HE
might pay to the NE for the work the latter has done when staying with the HE.ഊ9
(i) Quality control and evaluation
The aim is to develop a mobility scheme of high quality. Applying consortia are invited to
describe the measures they intend to undertake to ensure such high quality, especially
concerning the respect of quality commitment as agreed by all parties involved, the fulfilment
of the reporting requirements and the evaluation of relationships that have been established.
(j) Active networking of the pilot projects
Applicants and partner bodies are invited to describe how they intend to actively participate in
the networking of the funded European partnerships, including their participation in three
network meetings in Brussels (travel and accommodation costs will need to be covered by
each consortium).
(k) Reporting
The IOs are expected to report on a quarterly basis about the implementation of activities, the
matching of relationships, problems that might have been encountered and measures that have
been taken to overcome those problems. The applying consortia should describe how they
intend to organise the reporting in an efficient and effective way.
• Lot 2: Support, coordination and networking linked to the action mentioned in lot 1.
(a) Marketing and promotion
Proposals need to contain detailed information on the actions that are intended to be
undertaken to ensure effective marketing and promotion of the mobility scheme particularly
at European level. Proposals should mention which communication channels will be used and
what kind of cooperation is envisaged with existing actors and networks. Furthermore, the CB
should help co-ordinate the communication measures developed by the European
partnerships. These measures should ensure the visibility of the EU’s support to the project.
(b) Guidance and support
Proposals need to contain detailed information on the guidance material and other standard
documentation (such as agreement template, tools for quality commitment, translations) that
are intended to be developed to support the European partnerships, including any other
relevant support services (such as help desk, frequently asked questions, support for solving
problems and conflicts etc.).
(c) Co-ordination and quality control
Applicants for lot 2 should describe how they intend to contribute to the co-ordination of the
European partnership projects mentioned in lot 1 at a European level and to ensuring their
quality. The aim is to achieve implementation in a coherent and consistent way and make sure
that mobility activities between the various projects are possible. Among other things three
network meetings are planned to be organised in Brussels allowing contact and exchange of
information and experience between all participating European partnerships assisted under lot 1.
(d) Development of a central websiteഊ11
– participation in three network meetings in Brussels (travel and accommodation costs
will need to be covered by the partnership);
– reports based on standard forms for each NE and HE having participated in a successful
relationship;
– a comprehensive final implementation report, describing the work undertaken, and the
obstacles that have been encountered, and making recommendations on how to improve
the mobility scheme for nascent entrepreneurs in the future. In order to facilitate and
speed up the validation procedure by the Commission services, this final
implementation report, if it is not written in English, French or German, should be
accompanied by a summary in one of these three languages.
• Lot 2: support, coordination and networking linked to the action mentioned in lot 1
– tools, material and events for marketing and promotion, guidance and support, co-ordination
and quality control, and reporting;
– an attractive and user-friendly website on the mobility scheme of nascent
entrepreneurs (with a link to the database developed by the Commission);
– attractive and user-friendly high quality online training material;
– assistance to three network meetings in Brussels involving representatives of all
selected European partnerships (travel and accommodation costs will be covered by
the European partnerships);
– a comprehensive final implementation and evaluation report: describing the work
undertaken and the obstacles that have been encountered, and making
recommendations on how to improve the mobility scheme for nascent entrepreneurs
in the future. In order to facilitate and speed up the validation procedure by the
Commission services, this final implementation report, if it is not written in English,
French or German, should be accompanied by a summary in one of these three
languages.
3. TIMETABLE
Scheduled start-up date for the action: as soon as possible but no later than 31 December
2008.
The maximum duration of actions is:
Lot 1: 18 months
Lot 2: 22 months
No applications will be accepted for projects scheduled to run for a longer period than that
specified in this call for proposals. However, the grant agreements may be renewed up to two
times, for 12 months each, provided that the necessary funds have been made available by the
EU’s Budgetary Authority.ഊ14
• Please note that one action may give rise to the award of only one grant from the
Community budget to any one beneficiary.
• The Commission reserves the right to award a grant of less than the amount requested by
the applicant. Grants will not be awarded for more than the amount requested.
• The publication (on the Internet site and/or in the Official Journal) does not guarantee the
availability of funds for the above action.
• The Commission grant may not have the purpose or effect of producing a profit for the
beneficiary. Profit is defined as a surplus of receipts over costs. The amount of the grant
will be reduced by the amount of any surplus.
4.1. Co-financing and joint and several responsibility
The beneficiary shall supply evidence of the co-financing provided, either by way of own
resources, or in the form of financial transfers from third parties, or in kind. The Commission
may accept co-financing in kind if considered necessary or appropriate. In such cases the
value of such contributions cannot cover all the necessary co-financing.
At least 5% of the total cost of the action must be covered by co-financing other than
contribution in kind.
The applicants shall provide an explicit undertaking from each co-financing organisation to
provide the amount of funding stated in the grant application for the operation (signed form C).
They shall agree upon appropriate arrangements between themselves for the proper
performance of the action. In particular, they shall agree on joint and several responsibility for
any amount due to the Commission by any one of them. The grant agreement shall be signed
by each participating co-beneficiary unless a power of attorney is conferred to the appointed
co-ordinator (Form A/4 of the Submission Set).
4.2. Contracting
Only a limited part of the project may be outsourced by awarding contracts, i.e. a maximum
of 10% of the eligible costs within lot 1 and a maximum of 30% of eligible costs within lot 2.
Contracting does not limit the responsibilities of the beneficiaries.
Please refer to the Guide for Submission (page 10) for further details on contracting.
4.3. Payment arrangements
The draft grant agreements attached to the Submission Set (Form E) specify the payment
arrangements.
5. ELIGIBILITY
• Lot 1 on European partnerships:ഊ17
• Application must be signed, dated and complete, using the standard Submission Set;
• Application must be submitted before the closing date mentioned below;
• Only projects that are strictly non-profit-making and/or whose immediate objective is non-commercial
shall be eligible.
In this context, any project directly or indirectly contrary to EU policy or against public
health, human rights, citizen’s security or freedom of expression will be rejected.
6. SELECTION
6.1. Applicants’ financial capacity to complete the proposed action
Applicants must show they have sufficient and stable sources of funding to ensure the continuity
of their organisation throughout the project and, if necessary, to play a part in financing it.
As such, applicants must complete and sign Form A/3 for the lead organisation, and Form A/4
for partner organisations, if applicable. The Legal Entity Form and Financial Identification
Form must also to be completed, signed and annexed to the aforementioned forms.
For ease of reference, the applicants are further requested to complete the Financial Statement
Form A/5 of the Submission Set. This form only applies to private organisations. Public
organisations are only requested to indicate their annual revenue/resources in Forms A/3 and A/4.
Applicants must include in their Grant Application Form their annual accounts (i.e. profit and
loss; balance sheet) for the previous financial year.
Alternatively, a guarantee equivalent of all or part of the grant being sought may be provided
in order to show the financial capacity.
The verification of financial capacity shall not apply to public bodies, or to the international
organisations referred to in Article 43 of the Commission Regulation (EC, Euratom) n°
2342/2002.
6.2. External audit reports
For actions where the cost to be financed exceeds €500,000 and for operating grants of over
€100,000, the application shall be accompanied by an external audit report produced by an
approved auditor. This report shall certify the accounts for the last year available and give an
assessment of the financial viability of the applicant.
This obligation does not apply to public bodies, secondary or higher education
establishments, international organisations under public law, or beneficiaries with joint and
several liabilities in the case of agreements involving several liability beneficiaries.
6.3. Applicants’ technical capacity to complete the proposed action
Applicants must demonstrate that they have the operational (technical and management) capacity to
complete the operation to be supported and can manage an activity corresponding to the size ofഊ20
European Commission
Enterprise and Industry Directorate-General
Grant Programme 2008
Call for proposals No ENT/ERA/08/311- ERASMUS for young entrepreneurs
Directorate E - Promotion of SMEs’ competitiveness
Unit E.1 – Entrepreneurship, BREY 6/284
Service central de réception du courrier
Avenue de Bourget, 1
B-1140 Bruxelles, Belgique
How to reach rue de Bourget 3:
http://ec.europa.eu/enterprise/calls/hand_delivery.html
Please note that for security reasons hand deliveries (including private courier services) are
not accepted in other Commission’s buildings. An acknowledgement of receipt shall be
delivered by the “Service central de réception du courrier”.
Evidence of timely submission by post or courier service will be constituted by the date of
dispatch, the postmark or the date of the deposit slip. In the case of hand-delivery, the signed
and dated receipt will serve as evidence.
Applicants shall strictly observe the above indications in order for proposals to reach their
final destination on time.
9. EQUAL OPPORTUNITIES
The European Community has the task of promoting equality between women and men and
shall aim in all its activities to eliminate gender inequalities (articles 2 and 3 of the EC
Treaty). In this context, women are particularly encouraged to submit proposals.
10. PERSONAL DATA
Your grant application will be processed by computer. All personal data (such as names,
addresses, CVs, etc.) will be processed in accordance with Regulation (EC) No 45/2001 of the
European Parliament and of the Council of 18 December 2000 on the protection of
individuals with regard to the processing of personal data by the Community institutions and
bodies and on the free movement of such data.17
Your replies to the questions in the Submission Set are necessary in order to assess your grant
application and they will be processed solely for that purpose by the department responsible
for the Community grant programme concerned. On request, you may be sent personal data
and may correct or complete them. For any question relating to these data, please contact the
Commission department to which the application must be returned. Beneficiaries may lodge a
complaint against the processing of their personal data with the European Data Protection
Supervisor at any time.
17 Official Journal L 8, 12.1.2001.ഊ21
11. RECOMMENDED MONTLHY ASSISTANCE TO NASCENT ENTREPRENEURS
Table 1: Recommended monthly amounts of financial assistance paid by IOs to NEs 18
Country where the HE stays Recommended amount per month
while staying in this country/ €
Belgium 830
Bulgaria 560
Czech Republic 610
Denmark 1100
Germany 830
Estonia 670
Ireland 1000
Greece 780
Spain 830
France 900
Italy 900
Cyprus 780
Latvia 610
Lithuania 560
Luxembourg 830
Hungary 670
Malta 720
Netherlands 830
Austria 900
Poland 610
Portugal 780
Romania 560
Slovenia 720
Slovakia 610
Finland 950
Sweden 950
United Kingdom 1000
12. ANNEX 1 SUBMISSION SET
13. ANNEX 2 GUIDE FOR SUBMISSION
18 The amounts mentioned are gross amounts (= maximum 90 % EU funding + minimum 10 % co-financing by
European partnerships).