Sales Agent Scheme- Module 2

Call for Proposals EAC/S21/2013

DISTRIBUTION

Sales Agent Scheme - Module 2

Reinvestment in Distribution Costs

SELECTED PROJECTS – MONITORING

F.A.Q. - Frequently Asked Questions

Call for Proposals EAC/S21/2013
Session 2113

These FAQ apply to the Call for Proposals and session as indicated above.

* To check the Call for Proposals:

The Call for Proposals under which your Grant Decision has been issued is mentioned on the 1st page of your Decision, as well as on the top right corner of the annexes. .

Frequently Asked Questions

Final Report

1. When is the Final Reportdue?

2. Where can I find the Final Report form? Can I send it by e-mail?

3. What are the supporting documents to provide with the Final Report?

4. What is the period of eligibility of costs?

5. How is the period of eligibility of costs calculated?

6. When and how can I request an extension of the period of eligibility of costs?

7. What costs are eligible?

8. What are the eligible Indirect costs?

9. Which exchange rate must I use?

10. The final budget is different from the forecast in the Decision. Do I have to send an explanation or a request for amendment in advance?

11. What is the Maximum Grant amount? How it is calculated in case of underspending?

12. When will I receive the pre-financing payment?

Checklist for beneficiary

Final Report

1. When is the FinalReport due?

The final Reportis due at the latest two months after the end of the eligibility period. (Annex I.VI of the Decision)
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2. Where can I find the Final Report Form? Can I send it by email?

An Excel reporting file containing the "Final Report" form will be sent as soon as the Grant Decision is signed by the Agency
These forms already contain your Company name, the Agreement reference number and original Title of the film.
The zones in red should be filled out; a warning sign will appear when not filled out.
The Excel file has to be printed out and signed where necessary.
Then you should make a scan of the final -signed- documents + other supporting documents.
There is no more obligation to send the original documents by postmail.
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3. What are the supporting documents to provide with the Final Report?

If your Grant (Article 3) is less than equal to EUR 60.000
-The invoices related to '2.2 Digital costs'.
If your Grant (Article 3) is more than EUR 60.000 and less than EUR 750.000.
-The annexes filled in and as requested in the Guidance Note (!3 documents): (

The cover letter (page 19)
The annex I (page 22)
The annex III (page 31)

4. What is the period of eligibility of costs?

The period of eligibility of costs (or the "eligibility period") is the time-frame during which costs made for the promotion of the film are considered "eligible". This means that they must have been incurred during this period, in order to be acceptable.
Accordingly, the Final Report must include only costs incurred during the eligibility period.

5. How is the period of eligibility of costs calculated?

As indicated in the Call for Proposals S21/2013, the period of eligibility of costs (or "eligibility period") starts on the date of the signature of the international sales contract and ends 18 months later.
The Period of eligibility of costs is explicitly indicated in Article 2.2 of your Decision.

6. When and how can I request an extension of the period of eligibility of costs?

Please send us as soon as possible and at the latest one month before the end of the eligibility period a written request, justifying the reasons for this extension. This request has to be made by the authorized signatory of the company. (see General Conditions N°12.3 of your Decision)
After evaluation of this request and if accepted, a maximum extension of 6 additional months to the eligibility period will be given. EACEA will then issue an amendment to the Decision with the new dates of the eligibility period.

7. What costs are eligible?

You can find an explanation and an extensive list of eligible costs in the General Conditions N°19 of your Decision.
The General Conditions are not attached to your Grant Decision. They are published on the website of the Agency:

Please pay attention to this document.
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8. What are the eligible indirect costs?

"Indirect costs" of the action are those costs which are not specific costs directly linked to the implementation of the action and can therefore not be attributed directly to it. They may not include any costs identifiable or declared as eligible direct costs
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9. Which exchange rate must I use?

For the conversion of actual costs into Euro you must use the exchange rate established by the European Commission that is applicable in the month in which you draft the Final Report.
Please use 4 decimal points.
You can find this exchange rate in the following website:

Please date and sign the financial report in the same month you draft it.

10. The final budget is different from the forecast in the decision. Do I have to send an explanation or a request for amendment in advance?

A variation of maximum 10% of the total of the eligible estimated budget per budget heading is allowed without prior request.
This means that you may vary up to 10% of the total estimated costs in each budget heading individually (and irrespectively of the variation in the global budget, or between the various budget headings).
If you have underspending of more than 10% in a budget heading, you have to send an explanation along with the Financial Statement, explaining the reasons for e.g. reducing your budget and/or cancelling specific budget items.
Overspending of more than 10% will be rejected. Please note that the MEDIA award cannot be higher than the maximum amount foreseen in your Decision as in article 3.
In any case please inform us as soon as you foresee an important variation from your estimated budget.
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11. What is the Maximum Grant amount? How it is calculated on case of underspending?

As specified in the Annex I.V,, the max of the Grant is 50% of the total eligible costs within the limit of the amount indicated on the Article 3 of the Grant Decision. .
* In case of underspending, you shall receive the 50% of your final eligible costs, i.e. after the analysis of the Final report by EACEA.
Example:
Estimated budget: € 10.000
Forecast award: € 5.000 or 50% of the final eligible costs
=>
a) overspending:
Final budget (approved): € 12.000
=> Final MEDIA award: € 5.000 (= maximum amount)
b) underspending:
Final budget (approved): € 8.000
=> Final MEDIA award: € 4.000 (= 50% of the final eligible costs)
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12. When will I receive the pre-financing payment?

There are different possibilities regarding the pre-financing payment:
a) You receive the pre-financing payment of 60% of the maximum amount specified in Article 3 upon notification of the Grant Decision.
b) You do not receive a pre-financing payment, but only a final payment once you have submitted the Final Report.
To verify which conditions your payments depend upon, please always Article 4.1 of yourDecision!

Checklist for beneficiary

1) I used the correct Final Report corresponding to the right Call for proposals. / 
2) The Final Report is signed on all pages by the authorised signatory of our company, / 
3) I used the exchange rate of the same month in which I drafted and signed the Final Report, as provided for in the Commission's website / 
4) In the Financing plan, the contribution requested from MEDIA is
a) maximum 50% of the total submitted costs, AND
b) no bigger than the maximum amount indicated in the Decision. / 
5) I filled in all required information in the Final Report, including:
- details of " all other costs" in 3.2 of the budget / 
6) I filled in all items in the Financing plan, including:
- details of any "other public support" I received
- contribution financed by the beneficiary / 
7) All supporting documents have been attached to the Final Report:
If Grant (Article 3) is less than or equal to EUR 60.000:
-the "List of invoices" + invoices related to 2.2 Digital costs.
If Grant (Article 3) is more than EUR 60.000 and less than EUR 750.000.
-The annexes filled in and as requested in the Guidance Note / 

Before sending the Financial Statement (FS), you can use this checklist to make sure that you filled in all necessary information: