JTS Manual

JTS MANUAL OF PROCEDURES 15/11/2011
2

JTS Manual of Procedures

IPA Component II
Cross-Border Programmes
between
Western Balkan Partner Countries
with Centralised EU Funds Management

Table of contents

A Introduction ........................................................................................................................... 3
B Managing Technical Assistance Direct Grants Contracts (TAGCs) ............................................. 7
C Calls for Proposals launching phase ................................................................................... 11
D Calls for Proposals evaluation phase .................................................................................. 14
E Project implementation, monitoring and payments/contract amendments ................................. 19
F Programme implementation, monitoring and evaluation .......................................................... 23
G Publicity, visibility and information ......................................................................................... 26
H Other .................................................................................................................................. 29


3
A Introduction

The Joint Technical Secretariat Manual of Procedures applies to the Western Balkan partner countries,
which manage the IPA cross-border programmes through centralised management on both sides of the
border. The multiannual IPA Cross-Border Programmes, covered in this manual, are the following:
Albania Montenegro, Bosnia and Herzegovina Montenegro, the former Yugoslav Republic of
Macedonia Albania, Serbia Bosnia and Herzegovina, Serbia Montenegro, as well as, Albania -
Kosovo
*
, the former Yugoslav Republic of Macedonia Kosovo* and Kosovo* - Montenegro.

The recommendation of the European Commission is to have one JTS Manual, containing the basic
procedures/information required for CIS/CIS Western Balkan countries. Please note that the present
Manual derives from the Manual of Procedures for JTSs in IPA Component IIb Cross-Border
Programmes, prepared by Croatia for CBC Programmes between Croatia and other IPA beneficiary
countries.

This Manual is already in force and this revision is part of expected periodical update.

With regard to Antennae, no distinction has been made between their work and the JTS, since
according to the IPA Implementing Regulation they are an integral part of the JTS. Nevertheless,
considering the fact that the Antenna is dislocated from the headquarters it is important to ensure that
the antenna staff will be regularly and timely informed and that will actively participate in JTSs daily
work. A proposal of allocation of tasks between the JTS and Antenna, that would ensure that both
headquarters and antenna act as a single body, is annexed to the present Manual.

A.1 Legal and institutional background

This Manual applies to the Western Balkan partner countries for the above mentioned multiannual IPA
cross-border programmes for Albania, Bosnia and Herzegovina, the former Yugoslav Republic of
Macedonia, Montenegro, Serbia as well as Kosovo* and covers the activities of the Joint Technical
Secretariats (JTSs) and respective Antennae established under each of these programmes in line with
article 139(4) of the IPA Implementing Regulation (Commission Regulation (EC) No 718/2007 of 12
June 2007 and its amending Council Regulation (EC) No 80/2010 of 28 January 2010). A list of JTS
activities is included in Implementing Provisions section of the relevant cross-border programmes,
attached to each of the annual Financing Agreements concluded between partner countries and the
European Commission (EC).

The procedures outlined in this manual are based on the IPA Implementing Regulation, the relevant
cross-border programmes and the European Commissions Programming Guide for Components I and
II of 28 April 2007 (specifically the standard templates for Commission Decisions and Financing
Agreements). They are also related to the procedures outlined in manuals for partner country OS as
well as other documents applicable to the programmes (e.g. Joint Monitoring Committee Rules of
Procedures, Memoranda of Understanding if concluded between partner countries; IPA Framework
Agreement, Annual Financing Agreements and other documents). JTS staff is expected to be familiar
with all relevant documentation.

*
Under UNSCR 1244/99

4

A.2 Structure of sections

Each of the Manuals seven sections (from B to H) contains at the beginning an overview of individual
tasks relevant to the section with a table indicating responsibilities for preparation of documents or
actual performance of tasks, for approval and to whom documentation should be copied. The table
format is as below with example information included.

JOINT PARTNER COUNTRY
With JTS
PARTNER COUNTRY
With Antenna
JOINT
TASKS JTS OS HOS EUD OS HOS EUD JMC
1 P A1 A2 A4 A1 A2 A4 A3
2 P A1 A2 C A1 A2 C A3

The heading abbreviations are as follows: OS = Operating Structure
1
, HOS = Head of Operating
Structure, EUD = European Union Delegation, JMC = Joint Monitoring Committee, JTS = Joint
Technical Secretariat.

Abbreviations against each specific task are as follows: P = performance of task, A = approval
2
, C =
copy for information. A1, A2 etc indicate the sequential approval stages; where there are two of the
same (e.g. two A1s) this indicates that the relevant approval procedures are to be conducted
simultaneously.

After the table each task relevant to the section is described in more detail (what, when, how, who etc).

A.3 Deviations from the PRAG

Documents and procedures to be used with the regard to grant contract under the Programmes covered
by this Manual will generally follow those described in the Practical Guide (PRAG). However, in cases
where these are not appropriate (in order to reconcile them with the IPA Implementing Regulation, to
speed up grant award procedures, to strengthen monitoring and control of grant contracts) documents
and procedures are to be amended as relevant.

A.4 Language

The working language of the programmes shall be English and all documents drafted by the JTS shall
be in that language unless otherwise specified in this manual or unless clearly inappropriate (e.g.
presentations to participants of partner search forums).

1
Department (Unit) responsible for OS daily work
2
If a document needs subsequent approval from different institutions A1, A2...., the last signature is the final approval
whereas earlier signatures are considered as preconditions for the forthcoming.

5
A.5 Communication

Given that, the area for each programme includes two countries and that the JTSs will in all cases have
to liaise on a daily basis with both OSs all communication should be electronic. Where it is indicated in
the manual that communication should be in writing, this includes e-mail. In cases where signed
documents are considered absolutely necessary communication should be either by fax or by sending
signed scanned documents with e-mails.

A.6 Approval/submission circuits

The text in the sections of the manual below does not indicate individual posts but rather the institutions
(e.g. JTS, partner country OS, EUDs instead of JTS task manager, Head of JTS, etc.). In all cases
communication or submission of documents from the JTS to partner country OSs is between the Head
of the JTS and the Task Manager appointed by the partner country OS to manage technical assistance
under the programme. This means that JTS staff will always pass documentation to partner country OS
through the Head of the relevant JTS. Once documents have been submitted by the JTS to partner
country OSs, the OSs themselves are responsible for forwarding them for information or approval
unless otherwise specified in this manual.
The approval/submission circuits within and between institutions other than the JTS are governed by
their internal or inter-institutional procedures which are not included in this manual.

A.7 Annexes

The Manual is complemented by Annexes with the purpose to guide the work of JTS staff with a special
focus on the proper implementation of the JTS activities as outlined in this Manual.

The attached Annexes mostly comprise example templates to help JTS with their work. With the
permission of both OSs, they may be adapted and/or improved to suit particular situation and specific
modalities in each partner country. In addition, the format of certain templates will depend on the forms
for each Call for Proposals (e.g. the documents in the Implementation package) and so can only be
updated and/or finalized after the approval of the relevant Call for Proposals; in this case the drafting of
such templates is included in the tasks of the JTS below.

6

Folder Annexes Comment
1. Management of
Technical Assistance

1.1 JTS positions/job descriptions and related
procedures
Example from existing
JTS/A
1.2 Allocations of tasks and responsibilities
between JTS and Antenna

1.3 JTS Work Plan
Template and examples
of practices from
existing JTSs
1.4 JTS Monthly reports
1.5 JTS staff timesheets
1.6 Pre-approval of travel and subsistence costs
form
1.7 Approval and subsistence costs form
1.8 Protocol for acceptance of equipment
1.9 Checklist for invoices
2. Call for Proposal
launching
2.1 Timetable for CfP

Template and examples
of practices from
existing JTSs
2.2 Application package
Examples from the 1
st

and 2
nd
CfPs
2.3 Information session package
2.4 Partner Search Forum package
2.5 Procedure for Additional Information and FAQ
2.6 FAQ database
3. Call for Proposal
evaluation
3.1 Evaluation Guide
3.2 JSC Rules of procedures Template
4. Project
Implementation
4.1 Implementation Guide and Annexes
5. Project Monitoring 5.1 Monitoring Guide and Annexes
6. Programme
Monitoring
6.1 Annual Implementation report and Annexes Templates
6.2 JMC Rules of procedures
Template 6.3 JMC meeting agenda
6.4 JMC meeting minutes
7. Publicity, visibility
and information
7.1 Guidelines for setting up programme websites
8. Archiving 8.1 Checklist for opening and maintaining file
9. Management
Information System
9.1 MIS Manual


7
B Managing Technical Assistance Direct Grants Contracts (TAGCs)
3

Tasks
4
include the following:
1. Preparing multi-annual work plan
2. Preparing draft grant application form for technical assistance funds
3. Reporting on TA activities performed and costs incurred under TAGCs
4. Drafting requests for payment for and amendments to TAGCs
5. Ensuring visibility on outputs produced under TAGCs
6. Prior approval of costs associated with the work of JTS staff
7. Claims for payment for staff of the JTS
8. Preparing procurement documentation for supplies or services under TAGCs
9. Procuring supplies and/or services under TAGCs
10. Managing contracts for supplies or services under TAGCs
11. Checking, commenting and approving invoices and related technical documentation submitted
by contractors for supplies and services under TAGCs

With JTS
PARTNER COUNTRY
With Antenna
JOINT
1 P A1 C A1 C A2
2 P A1 A2 A3 A1 A2 A3
3
5
P P/A1 A2 P/A1 A2
4 C P A1 P A1
5 P P A1 P A1
6 P A1 A1
7 P A1 A1
8 P A1 A1
9 P A1 A1
10 P P P
11 P A1 A1

B.1 Preparing multi-annual work plan
By the end of November each year the JTS shall develop a multi-annual work plan on
programme implementation activities for the next 3 years with a proposal for how the activities
will be funded (i.e. from which budgetary year and from which partner country budget).
The work plan should be based on and will need to include the: an estimated timeline of
activities for the next 3 years, estimated multi-annual budget, and workload analysis for JTS

3
CBC Programme, Section on implementing provisions: Concerning the implementation of the Measures under the TA Priority, an
individual direct grant agreement without call for proposals shall be signed between each of the EC Delegations and the relevant national
authorities (Operating Structures or national IPA component II coordinators, as appropriate). The implementation of the Measures may
require subcontracting by the national authorities for the provisions of services or supplies. For the purpose of an efficient use of TA funds,
a close coordination between national authorities of the participating countries is required.
4
The task for management of the TA Direct Grant Contracts, legally, is the responsibility of the relevant Operating Structure which
concludes the TA Direct Grant Contract with the relevant Contracting Authority. JTS will support this task through preparation/drafting of
procedures/documents. Gradually certain tasks could be delegated to the JTSs (when JTS staff becomes more experienced) and where
technically that will be possible (JTSs are mainly located in the border regions-away from OSs).
5
Monthly reports and timesheets will be prepared by JTS and approved by OSs. All other reports in line with contractual obligations will be
prepared by OSs with the support of the JTS.

8
staff and external experts based on detail list of activities and number of projects monitored (e.g.
projects currently under the implementation and projection of those to be implemented).
The document shall be submitted to and approved by 1) the OS in each partner country, 2) the
JMC.
After approval, the document shall be copied to the Contracting Authorities.
Relevant documents will be included in the programme file.

B.2 Preparing draft grant application form for technical assistance funds
At least 2 months before the closure of the on-going TAGC for relevant partner country the JTS
shall draft grant application and budget for the next technical assistance grant contract based
on the approved multi-annual work plan.
The draft application and budget shall be submitted and approved by the: 1) OS in relevant
country, 2) HOS in the relevant country.
The OS shall submit the grant application and budget to the relevant Contracting Authority for
the approval.

B.3 Reporting on TA activities performed and costs incurred under TAGCs
On a monthly basis the JTS shall develop a report on technical assistance activities performed
under all on-going direct award grant agreements funding the technical assistance (the parts
supporting a particular programme) from both countries, and the costs incurred
6
(i.e. money
owed for work performed rather than money actually paid). Activities performed and costs
incurred will be clearly linked to budgetary years, partner country budgets and the technical
assistance measures in the programme. Figures for costs incurred shall be recorded per month
and be totalled so that they can be compared against the budget in the direct award grant
agreement.
Signed and dated timesheets linked to the budgetary years and partner country budgets for JTS
staff shall be attached to the monthly report.
The monthly report shall also indicate if the JTS believes that there is or will be a need to
amend any of the direct award grant agreements under which the programme technical
assistance is funded (e.g. re-allocations, extensions, etc.).
Monthly reports prepared by JTS shall be submitted to and approved by the OS in each partner
country.
The JTS shall provide to relevant OS all necessary inputs for preparation of other reports in line
with the contractual obligations.

B.4 Drafting Requests for payment for and Amendments to TAGCs
This shall be responsibility of the relevant OS. Relevant input may be solicited from the JTS as
appropriate.
Partner country OSs shall ensure that JTS receives copies of relevant documents.
All relevant documents will be included in the appropriate contract file.

6
The OSs from partner countries should agree in advance, on the monthly submission of a particular TAGCs financial data to the JTS
(TAGCs accounts will be managed by the respective Operating Structures)

9
B.5 Ensuring visibility on outputs produced under TAGCs
See section G.5 of this manual

B.6 Prior approval of costs associated with the work of JTS staff
In line with their contracts with the relevant partner country OS under TAGCs, JTS staff shall
submit requests for prior approval of activities and associated costs, which are directly related
to their work (e.g. per diems, travel costs).
The requests are submitted to and approved by the relevant partner country OS depending on
which partner country budget is to finance the activity and associated costs.

B.7 Claims for payment for staff of the JTS
In line with their contracts with the relevant partner country OS under TAGCs, JTS staff shall
submit invoices
7
for the work they have performed. The invoices shall be supported by signed
and dated timesheets included in the monthly reports on the implementation of the TAGCs
prepared by JTS staff and submitted to the relevant partner country OS on a monthly basis.
JTS staff shall also submit, in line with their contract with the relevant partner country OS, any
other claims for payment (e.g. per diems, travel costs) provided that the activities and costs
incurred have been previously approved by the relevant partner country OS.

B.8 Preparing procurement documentation for supplies or services under TAGCs
JTS staff shall prepare documentation for the contracting of supplies or services under TAGCs
when not performed by the JTS. Supplies may include purchase or hiring of equipment for JTS
staff (e.g. car, computers, fax, scanner, other small office equipment, and office materials) and
for events (e.g. projector). Services may include assessors, experts for programme evaluations,
and auditors for the production of verification of expenditure reports, printing/copying,
translation, interpretation, rent of premises for events, website (establishment, design and
maintenance) and maintenance of office equipment/vehicles. The activities must be foreseen in
the budget of a TAGC and must be clearly linked to it.
Documents to be prepared shall include technical specifications for supplies and terms of
reference for services along with estimated budgets. Exact documentation to be prepared and
formats and procedures to be used (including language) will depend on which partner country is
financing the supplies or services. The JTS staff must ensure that the requirements in the
related TAGC are respected, particularly those in its Annex IV.
The documentation shall be submitted to and approved by the relevant partner country OS.

B.9 Procuring supplies and/or services under TAGCs
Once the procurement documentation is approved, the JTS shall run
8
the procurement
procedure including publication or sending invitations and selecting companies or individuals.
They will ensure that the requirements in the related TAGCs are respected, particularly those in
its Annex IV. After selection of a company or individual the JTS shall prepare a contract.

7
The JTS staff contracts shall define the need for an invoice and a timesheet, or other forms of evidence/payment request,
for their monthly work
8
The TAGCs beneficiary (OS) may delegate the following task to the JTS

10
The contract dossier (including publication or invitation letters, records of the selection
procedure, evaluation reports and draft contract with all necessary annexes) will be submitted
and approved by the relevant partner country OS which is responsible for contract signature.

B.10 Managing contracts for supplies or services under TAGCs
The JTS shall manage
9
the contracts resulting from section B.8 and B.9 above, ensuring, inter
alia, quality of goods and services supplied, adherence to deadlines, and informing contractors
with regards to their obligations (e.g. certificates of origin, timesheets, EU visibility on outputs
etc).

B.11 Checking, commenting and approving invoices and related technical documentation submitted by
contractors for supplies and services under TAGCs
In line with their contracts resulting from B.8, contractors shall submit invoices and/or technical
documentation (e.g. reports, timesheets), to the JTS
10
for the work they have performed or
equipment supplied.
JTS staff shall check
10
such invoices and/or technical documentation (contract outputs, reports,
timesheets, certificates of origin, EU visibility) send comments if necessary to the beneficiary by
e-mail with a request for corrections, at the latest within two weeks of receipt.
JTS staff shall ensure that if necessary additional documentation is prepared (e.g. acceptance
of equipment, VAT exemption), signed by the relevant partner country OS and sent as
appropriate.
Once the documents meet the requirements the originals will be forwarded to the relevant
partner country OS for approval and subsequent payment.
All relevant documents will be included in the appropriate contract file, copies having been
made before sending the files to the relevant partner country OS.

9
If agreed with Operating Structure
10
If agreed with Operating Structure

11
C Calls for Proposals launching phase

JTS tasks include the following:
1. Preparing Call for Proposals timetable
2. Organising partner search forums, seminars and training sessions
3. Drafting Calls for Proposals and related documentation (Application Package)
4. Publication/upload to programme website
5. Organising information sessions for potential applicants
6. Answering queries from interested applicants

With JTS
PARTNER COUNTRY
With Antenna
JOINT
1 P A1 C A1 C A2
2 P A1 C A1 C
3 P A1 A2 A 4 A1 A2 C A 3
4 P C C
5 P A1 C A1 C
6 P C A1 C C

C.1 Preparing Call for Proposals timetable
At least 3 months before the planned publication of a Call for Proposals the JTS shall prepare a
timetable for each Call for Proposals from partner search forums until signature of grant
contracts.
The timetable shall indicate a) budget available with reference to the annual financial allocations,
b) priorities (including the measures) covered, c) type of the Call (open or restricted), d) planned
publication date, e) establishment of Joint Steering Committee, f) use of assessors
(internal/external, at what stage of evaluation), g) type of the information and capacity building
events that will be organised for potential applicants.
The timetable shall be submitted to and approved by 1) the OS in each partner country and 2)
the JMC.
After approval, the Call for Proposal timetable shall be copied for information to the Contracting
Authorities.
All relevant documents will be included in the file for the Call for Proposals.

C.2 Organising partner search forums, seminars and training sessions
Prior to the launch of Calls for Proposals, the JTS may organise a set of different events aiming
to facilitate establishment of necessary partnerships or improvement of project preparation
capacities of potential applicants (partner search forum, PCM training session, workshops for
rejected applicants, meetings with potential applicants, etc).
The number or the types of the events that will be organised per Call for Proposals, the method
for identifying and contacting potential participants and the format shall be developed by the
JTS based on the programme area, assessment of the results of the previous Call for Proposals
and contacts with relevant stakeholders (e.g. County/Regional/Local Self Government
administrations).

12
The proposal, along with any associated costs under the TA budget for the programme, shall be
approved by the OS in each partner country. Correspondence between the JTS and
stakeholders shall be copied to OSs.
These events shall be announced by the JTS on the programme website, if possible also in the
daily newspaper in both countries. The Contracting Authorities shall be informed.
The content that will be presented by the JTS staff depends on the type of the event.
Partner country OSs may participate.
Premises and relevant equipment may be funded under the TAGC, though the first choice for
funding should be from the budget of local stakeholders (e.g. County/Regional/Local Self
Government administrations).

C.3 Drafting Calls for Proposals and related documentation (Application Package)
In line with the cross-border programmes and the approved CfP timetable the JTS shall draft all
related documentation: text for local publication, Guidelines for Applicants along with application
package.
The Guidelines for Applicants and other documents in the application package shall follow,
where appropriate, requirements set by standard template provided by PRAG taking into
account the specificities of the cross-border programmes.
The application form will be prepared in excel format, following where appropriate requirements
of the standard PRAG template and will be amended in line with CBC programme requirements.
The application form should include a requirement for applicants to indicate targets against
programme indicators in order to allow for programme monitoring. It should also indicate the
post of Functional Lead Partner and that he has a responsibility to prepare and submit progress
reports to the JTS for a project in its entirety (i.e. activities funded by both contracts signed the
Contracting Authorities in each partner country).
The documents shall be submitted to and approved by 1) the OS in each partner country 2) the
HOS in each partner country 3) the JMC, 4) and the Contracting Authorities applying Lead
Delegation principle.

C.4 Publication/upload to programme website
Once approved the relevant Call for Proposals documents will be uploaded on the EuropeAid
website by the Contracting Authority applying Lead Delegation principle. The JTS shall check
with the CAs on the date of publication on the EC website.
Once the date of publication on the EC website is known, the JTS shall translate the text for
local publication into the relevant two local languages and ensure its publication in at least one
national newspaper in each partner country simultaneously on the same date as published on
EuropeAid website.
The Guidelines for Applicants shall be uploaded to the programme website on the same date
they were published on the EuropeAid website. They may also be published on relevant
Contracting Authorities and Operating Structures websites.
The hard copies of the GfA and application package must be available in the JTS premises.

13

C.5 Information sessions for potential applicants
No later than one month after the publication of a Call for Proposals the JTS shall organise
information sessions for potential applicants.
The number of information sessions per Call for Proposals and the method for identifying and
contacting potential applicants shall be developed by the JTS based on the programme area,
assessment of the results of the previous Call for Proposals and contacts with relevant
stakeholders (e.g. County/Regional/Local Self Government Administrations).
The proposal of the agenda, timeline of the information sessions along with any associated
costs under the TA budget for the programme shall be approved by the OS in each partner
country prior to the CfP publication. Correspondence between the JTS and stakeholders shall
be copied to OSs staff in both partner countries.
The information sessions shall be announced on the programme website and if possible
included in the CfP announcement published in the daily newspapers.
Premises and relevant equipment may be funded under the TA budget for the programme,
though the first choice for funding should be from the budget of a local stakeholder (e.g.
Regional/Local Self Government Administrations etc.).
Participation of partner OSs and Contracting Authorities is highly recommended.

C.6 Answering requests for additional information from interested applicants
JTS shall draft answers to requests for additional information received from potential applicants.
Only the queries received in writing (fax or e-mail) and within the period allowed in the
Guidelines will be answered.
The draft answers shall be forwarded to the Lead Delegation of the European Union (copy to
Delegation in partner country) for the approval.
Once approved by the Contracting Authority the answers will be sent in writing to those raising
the questions. The Lead Delegation shall be responsible of publishing all queries received with
relevant answers on the EuropeAid website within the deadline defined by the Guidelines for
Applicants.
In addition, JTS shall include a Frequently Asked Question (FAQ) section in the programme
website under the relevant CfP. Any queries and answers shall be included on the programme
website as soon as possible.

14
D Calls for Proposals evaluation phase

1. Drafting a proposal for the membership of the Joint Steering Committee
11

2. Proposal for assessors
3. Arranging for the hiring of assessors
4. Receipt, registration and storage of proposals
5. Performing the task of secretary of the Joint Steering Committee duties for the opening session
and administrative check (one person from the JTS, if applicable)
6. Performing the task of secretary of the Joint Steering Committee for the evaluation of concept
notes (one person from the JTS, if applicable)
7. Performing the task of secretary of the Joint Steering Committee for the evaluation of full
application forms (one person from the JTS, if applicable)
8. Performing the task of secretary of the Joint Steering Committee for the verification of eligibility,
conclusions of the JSC and production of the final evaluation report (one person from the JTS, if
applicable)
9. Notifying applicants on the grant award
10. Budgetary clearing & contracting
11. Publicising the award of grants
12. Recording statistical information on the Call for Proposals

With JTS
PARTNER COUNTRY
With Antenna
JOINT
1 P P A1 A3 P A1 C A2
2 P P A1 A2 P A1 C
3 P A1 A1
4 P
5
12
P A1 C
6 P A1 C
7 P A1 C
8 P A2 C A1
9 P A1 A1
10 P P/A1 P/A1
11 P C C P C C P
12 P

D.1 Drafting a proposal for the membership of the Joint Steering Committee
As stated in Art. 142 (5-f) of the IPA IR, the JMC
13
shall be responsible for selecting the
operations, but may delegate this function to the Joint Steering Committee (JSC). In case they
delegate this function to JSC, the following procedure will be applicable.

11
Joint Steering Committee i.e. Evaluation Committee
12
In the case JMC decides to approve each evaluation step report, in the tasks D.5, D.6 and D.7 prior to the approval of the Contracting
Authority JMC approval will be needed.
13
In case that JMC does not delegate function of selecting operation to JSC, the procedure described in JTS Manual shall not be
applicable.

15
The partner OS from each country in line with PRAG and the CfP timetable, shall agree
between themselves the composition of the JSC, including substitutes.
The proposed JSC members shall be approved by the HOS in each partner country.
A member of JTS staff might perform the role of JSC secretary while the Contracting Authority
in each partner country shall be invited to observe.
After each HOS has taken a decision, the JTS shall draft formal letter for the composition of the
JSC for the attention of the JMC.
The JMC approves the composition of the JSC (including substitutes) as proposed by the HOSs.
After the JMC approves the JSC composition, OS will forward the composition of JSC to
Contracting Authorities for approval applying Lead Delegation principle.
All responsibilities and functions of JSC are described in JSC Rules of Procedure approved by
the JMC and Contracting Authorities afterwards.

D.2 Proposal for assessors
The JTS, in line with the PRAG and the Call for Proposals timetable, shall request both OSs to
submit the list of assessors.
The assessors shall be funded under the TA budget for the programme.
The proposal shall be submitted to and approved by 1) the HOS in each partner country 2)
Contracting Authorities (applying Lead delegation principle).

D.3 Hiring the assessors
After list of assessors has been approved, the JTS shall draft the relevant documentation (e.g.
service contracts) needed for their hiring if agreed with partner OSs. See B.9 and B.10 of this
manual for further details.

D.4 Receipt, registration and storage of proposals
The JTS will receive and register proposals.
In the case that they are delivered by hand the JTS must provide a receipt.
The JTS will ensure that the envelopes containing the applications remain sealed and are
stored in a safe place until the opening session of the evaluation.
All relevant documents will be included in the file for the Call for Proposals except for
applications (see H.3 of this manual).

D.5 Performing the task of secretary of the Joint Steering Committee for the opening session and
administrative check (one person from the JTS, if applicable)
The Secretary of the Joint Steering Committee shall in accordance with instructions from
Chairperson (further referred to as the Secretary) organise date(s) for the opening session and
administrative check and inform the members of the JSC (including observers) by e-mail of the
date, time and place.
The opening session and administrative check shall be conducted with reference to the criteria
for the opening and administrative check indicated in the Application form and in line with
applicable PRAG procedures. The chairperson of the JSC shall ensure that its members are
aware of its responsibilities and the fact that JSC members have to attend all meetings of the
committee.

16
The Secretary shall ensure that all members of the JSC complete the standard Declaration of
Impartiality and Confidentiality.
The Secretary shall draft the administrative and opening check report and ensure that it is
signed by all members of the Joint Steering Committee.
The report shall be submitted to and approved by the Contracting Authorities applying Lead
Once the report has been approved the letters informing applicants on their failing or passing of
opening and administrative check report are prepared by the Secretary of the JSC and signed
by the Chairperson of the JSC. The letters are dispatched by the Secretary of the JSC, only
after the lead CA has approved the report.

D.6 Performing the task of secretary of the Joint Steering Committee for the evaluation of concept
notes (one person from the JTS, if applicable)
The Secretary shall in line with instructions from Chairperson organise date(s) for the evaluation
of concept notes and inform the members of the JSC (including observers) by e-mail of the date,
time and place.
The evaluation of concept notes shall be conducted with reference to the selection and award
criteria indicated in the Guidelines for Applicants and in line with applicable PRAG procedures.
In certain cases this stage of the evaluation may be skipped e.g. to speed up the evaluation
process or in the case that a small number of proposals were received.
In case that assessors are used at this stage the JTS Secretary prepares and tailor all
checklists, templates of letters, reports and other forms to be used by the JSC and Assessors.
The Secretary shall draft the report on the evaluation of the concept note and ensure that it is
signed by all members of the Joint Steering Committee.
The report shall be submitted to and approved by the Contracting Authorities applying Lead
Once the report has been approved the letters informing applicants on their failing or passing of
concept note evaluation are prepared by the Secretary of the JSC and signed by the
Chairperson of the JSC. The letters are dispatched by the Secretary of the JSC, only after the
lead CA has approved the report.

D.7 Performing the task of secretary of the Joint Steering Committee for the evaluation of full application
forms (one person from the JTS, if applicable)
The Secretary shall in line with instructions from Chairperson organise date(s) for the evaluation
of application forms and inform the members of the JSC (including observers) by e-mail of the
date, time and place.
The evaluation of applications forms shall be conducted with reference to the selection and
award criteria indicated in the Guidelines for Applicants and in line with applicable PRAG
procedures.
In case that assessors are used at this stage the JTS Secretary prepares and tailor all
checklists, templates of letters, reports and other forms to be used by the JSC and Assessors.
The Secretary shall prepare the Full Application evaluation report and ensure that the Full
application evaluation report is signed by all members of the Joint Steering Committee.
The report shall be submitted to and approved by 1) the JMC, 2) both Contracting Authorities.
Both CAs will endorse the Final Evaluation report. Prior to the approval of the Final Evaluation
report, CAs may choose to request clarifications from the JMCs.

17
Once the report has been approved, the letters that follow the fourth and the final step of the
evaluation (award, rejection and reserve list letters) are prepared by the Secretary of the JSC
and signed by the CAs. The letters are dispatched by the respective CA, only after the final
report has been approved by both CAs.

D.8 Performing the task of secretary of the Joint Steering Committee for the verification of eligibility,
conclusions of the JSC and production of the final evaluation report (one person from the JTS, if
applicable)
The Secretary shall organise in line with instructions from Chairperson date(s) for the
verification of eligibility and inform the members of the JSC (including observers) by e-mail of
the date, time and place.
The verification of eligibility shall be conducted with reference to the criteria for verification of
eligibility indicated in the Guidelines for Applicants and in line with applicable PRAG procedures.
The JCS may conduct the eligibility check (step 4) together with the opening and administrative
checks (step 1), as defined in the CfP. In this case, the procedures described under the D.5
shall be applied.
In case that assessor are used at this stage the JTS Secretary prepares and tailor all checklists,
templates of letters, reports and other forms to be used by the JSC and Assessors.
The Secretary shall prepare the eligibility check report and ensure it is signed by all members of
the Joint Steering Committee.
In case the eligibility check is conducted as the step 4 and not together with opening and
administrative check step the report shall be submitted to and approved by 1) the JMC, 2) both
Contracting Authorities.
Once the report has been approved, the letters that follow the final step of the evaluation are
prepared by the Secretary of the JSC and signed by the CAs. The letters are dispatched by the
respective CA, only after the final report has been approved by both CAs.

D.9 Notifying applicants on the grant award
The letters informing applicants on their failing or passing of each of the first three steps of the
evaluation are prepared by the Secretary of the JSC and signed by the Chairperson of the JSC.
The letters are dispatched by the Secretary of the JSC, only after the lead CA has approved the
relevant reports.
The letters that follow the fourth and the final step of the evaluation (award, rejection and
reserve list letters) are prepared by the Secretary of the JSC and signed by the CAs. The letters
are dispatched by the respective CA, only after the final report has been approved by both CAs.

D.10 Budgetary clearing and contracting
In line with the PRAG, the two budgets of each application to be awarded a grant shall be
checked with regard to arithmetical errors and ineligible costs. Formally, this responsibility shall
rest with the Contracting Authorities; however, JTS staff shall be on hand to support both
institutions in this task. The JTS involvement in this task will be agreed with the Contracting
Authorities on programme level. In case that JTS is fully involved, their communication with
applicants on this issue shall take place at a working level (e.g. e-mail, telephone and face-to-
face meetings rather than formal letters).

18
In the case that the JTS performs
14
the task of the budgetary clearing, the budgets (and
applications in the case that corresponding minor changes needed to be made in them in light
of changes to the budget) are finalised and the full applications will be passed in paper and
electronic form to the Contracting Authorities for contract preparation. In case that the JTS is
not involved in budgetary clearing the full applications will be passed in paper and electronic
form to the Contracting Authorities by the Secretary after the notification of applicants.
The Contracting Authorities will then be responsible for drawing up the contracts and ensuring
signature by all parties concerned.
Once the contracts are, signed copies will be sent to the JTS (including importantly final
budgets after the budgetary clearing).
All relevant documents (e.g. communication on budget amendments) will be included in the
appropriate contract files.

D.11 Publicising the award of grants
Once all the contracts under a Call for Proposals have been signed by the Contracting
Authorities and beneficiaries, the JTS shall prepare a list of grants awarded including
beneficiaries in each partner country.
The list will be sent in electronic form, to 1) the relevant partner country OS, 2) the EUDs in
each partner country for uploading it to EuropeAid website.
The list shall also be published on the programme website (the text may also be translated into
languages appropriate to the programme area). It may also be published on other relevant
websites.

D.12 Recording statistical information on the Call for Proposals
Throughout the evaluation process, the JTS shall record all statistical information concerning
each stage of the procedure, comprising a full list of applications received with registration
numbers, applicants and financial details, reasons for exclusion at each stage, pertinent dates
in the evaluation process, etc. The information shall be used as source material for reporting on
programme implementation (e.g. Annual report on Implementation) or possible programme
revisions.

14
Contracting Authority may delegate this task to the JTS

19
E Project implementation, monitoring and payments/contract
amendments

1. Preparation of the implementation package for grant beneficiaries
2. Organisation of training sessions on grant implementation and secondary procurement for grant
beneficiaries
3. Opening and maintaining a file for each contract
4. Help line for project beneficiaries
5. Check of secondary procurement for amounts above 10,000 EUR
6. Preparing Risk Assessment/Early warning tool for projects
7. Developing an indicative monitoring visit schedule
8. Progress reports check and follow up
9. Conducting monitoring visits
10. Drafting monitoring visit reports and follow up
11. Administrative check of requests for payment and contract amendment submitted by grant
beneficiaries
12. Keeping relevant up-to-date project information in electronic form

With JTS
PARTNER COUNTRY
With Antenna
JOINT
1 P C C C C
2 P A1 C A1 C
3 P
4 P C C C C
5 P C C
6 P C C C C
7 P A1 C A1 C
8 P C C C C
9 P C C C C
10 P C C C C
11 C P P
12 P

E.1 Preparation of implementation package for project beneficiaries
Prior to the signature of the grant contracts JTS shall develop an Implementation Package
15
in
English for each Call for Proposal. The package covers the duties and responsibilities of grant
beneficiaries from contract signature until its closure. Relevant templates will be annexed to the
instructions. The modalities indicated in the package will apply equally in both partner countries
unless otherwise specified.
The JTS shall keep the Implementation Package up to date for each next Call for Proposals, in
line with IPA Implementing Regulations and PRAG.

15
The Implementation Package (Implementation Guide and Annexes) for the 1
st
round of CfPs has been prepared by the
Regional EU funded project CBIB in consultation with the WB Contracting Authorities.

20
The partner OSs and Contracting Authorities shall be copied for information and any possible
comments.
The package should be translated into the relevant language(s) of the programme area, sent to
all beneficiaries by e-mail and uploaded to the programme website.

E.2 Organisation of training sessions on project implementation and secondary procurement for grant
beneficiaries
No later than one month after the signature of the contracts the JTS shall organise an
implementation training sessions for grant beneficiaries.
The number of implementation training sessions per Call for Proposals and other relevant
modalities (e.g. the venue, use of the programmes TA budget, etc.) shall be proposed by the
JTS and will depend on the number of the contracts signed under the each Call for Proposal.
The proposal along with any associated costs under the TA budget for the programme shall be
approved by the OS in each partner country.
Once approved invitations to project beneficiaries shall be sent by e-mail and the training shall
be announced on the programme website.
The participation of the Contracting Authorities and OSs in each partner country is highly
recommended.
though the first choice for funding should be from the budget of a local stakeholder (e.g.
Regional/Local Self Government Administration).

E.3 Opening and maintaining a hard copy file for each project
The JTS shall open and maintain a hard copy file for each individual contract signed.
Files shall be clearly and logically labeled and located.
All documents prepared by or for the relevant project and all the communication should be kept
in the specific file.

E.4 Help line for grant beneficiaries
JTS staff shall ensure that a helpline is available (telephone and e-mail) for grant beneficiaries.
Queries should be answered within two weeks at the very latest (Good Administrative
Behaviour). All e-mail communication must be filled, while the notes of telephone
communication must be taken and filled.
A list of FAQs shall be maintained and regularly uploaded to the programme website.

E.5 Check of secondary procurement for amounts above 10,000 EUR
Grant beneficiaries are entitled to consult with JTS staff about any secondary procurement
issue, prior to the publication or dispatch of invitations for tenders.
The beneficiaries keep the sole responsibility for their. They may finally follow or not advice
given by the JTS.
JTS may consult with OS in each partner country as well as with Contracting Authorities prior to
answering queries related to secondary procurement issues. In case that JTS has noticed
irregularities, it is obliged to notify the relevant Contracting Authority.
The correspondence may be electronic.

21

E.6 Preparing Risk Assessment/Early Warning tool
No later than one month after the signature of grant contract, the JTS is expected to produce a
Risk Assessment for each project.
The JTS shall update project risk assessment periodically (any one after initial risk assessment
is referred to as Early Warning), as well as after each progress report is submitted by the
Functional Lead Partner and after each project monitoring visit conducted. Aside from
mentioned intervals, the JTS should update Early Warning each time a piece of information
about a particular project is received that has impact on the risk of implementation (e.g. staff
turnover, failing procurement, partners complaints, etc.). Both the results of the Risk
Assessment/Early Warning and monitoring visit plans after each update shall be submitted to
OS in each partner country and Contracting Authorities.

E.7 Developing an indicative monitoring visit schedule
Once the Risk Assessments have been prepared for each awarded project, an indicative
schedule of monitoring visits per contract shall be developed by the JTS.
The indicative schedule shall take into account a) the ranking of projects in accordance with the
given scores in the risk assessment, b) the size of a project, c) duration of project
implementation d) project complexity and number of partners e) amount of procurement f)
quality of the progress report. In principle, each contract (2 visits per projects) should be visited
at least once during the implementation. Visits should be conducted when the project is well
under way, both in terms of physical and financial progress. At the same time, visits should not
be undertaken too late, to provide time for any necessary corrective action, where problems are
identified.
Monitoring visits schedule shall be updated in line with the latest updates of the Early Warning.
Indicative schedules shall be submitted to and approved by the relevant partner country OS.
Once approved they shall be copied to the Contracting Authorities

for close cooperation.

E.8 Progress reports check and follow up
JTS staff will regularly provide the grant beneficiary, in due time for reporting, with a template of
the Progress Report.
The JTS staff shall receive (by e-mail) and analyse project progress reports submitted by
Functional lead partners at the project time-span (depending on the project duration and value
of the grant awarded as explained in the Implementation Package). The report shall cover
activities implemented under both contracts funded from separate contracts and it will provide
actual information on project progress on both sides of the border.
JTS staff shall send comments and/or queries by e-mail to Functional Lead Partners in light of
the analysis of the reports including recommendations or suggestions for improvement of
project implementation.
JTS shall extract the summary projects statistics and prepare briefs/summary reports on
programme implementation. The summary report on progress made is produced periodically,
each 6 months. Report will be sent for information to OSs, JMC and Contracting Authorities.


22
E.9 Conducting monitoring visit
In line with the approved indicative monitoring visit schedule the JTS will arrange for the actual
visits.
The visits shall be announced and date, time agreed with beneficiaries by e-mail. The general
subjects to be covered and a list of any particular questions will also be communicated to the
beneficiary by e-mail. In principle, visits should be announced at least two weeks in advance. In
case that urgent issues arise, JTS may visit projects immediately without the two-week notice.
The JTS shall use Monitoring Checklist for on-the-spot visits during project implementation and
following the end of the implementation. For the frequency and detailed instructions on the
monitoring of projects by the JTS see also Annex on Monitoring Guide.
The final arrangements will be copied to the OS in each partner country and the Contracting
Authorities in case they wish to accompany JTS staff.

E.10 Drafting monitoring visit reports and follow up
Within two weeks of the project visit, a report shall be drafted by the JTS. The report shall
include a description of the visit, an indication of project progress, conclusions and
recommendations for follow-up actions by concerned parties (i.e. beneficiary, JTS, partner
country OS, Contracting Authorities).
The report shall be sent by e-mail to the beneficiary and any other bodies which attended the
visit (i.e. partner country OSs, Contracting Authorities) for comments within one week.
JTS shall incorporate comments within one week and send to all concerned parties by e-mail
(beneficiaries, partner country OSs, Contracting Authorities). The JTS shall ensure follow up
action on its part and will monitor the implementation of any recommendations in the context of
progress reports.

E.11 Administrative check of requests for payment and contract amendment submitted by grant contract
beneficiaries
In line with their contracts, beneficiaries shall submit requests for payment and/or amendment
to the relevant Contracting Authority. JTS staff will not be involved in the approval of this
documentation but it may be consulted by the grant beneficiaries for their opinion.
Contract amendments shall be subject to the approval by the relevant Contracting Authority
(only if substantial changes to the contract have occurred, such as: modification of expenses
entailing changes in the value of budget headings exceeding 15% of their original value or the
value modified by any prior addendum; substantial changes of the planned activities, if allowed
by the CA; change of partners, if allowed by the CA; and extension of the project
implementation period).
Requests for payment shall be submitted in original to the relevant Contracting Authority.
The Contracting Authorities shall ensure that JTS receives copies of relevant documents.

E.12 Keeping relevant up-to-date project information in electronic form
The JTS shall ensure that all relevant project data (e.g. LEF, FIF, contact details, amendments
to the contract, reports) and other relevant documents are included in the appropriate contract
file.


23
F Programme implementation, monitoring and evaluation

1. Preparation of Annual and Final Reports on Implementation
2. Supporting interim evaluations and managing ex-ante evaluation
3. Drafting programme documents and related amendments proposed
4. Proposing amendments and revisions to the programming documents
5. Performing the duties of the secretariat of the JMC
6. Supply of information to partner country OSs for their reporting duties

With JTS
PARTNER COUNTRY
With Antenna
JOINT
1 P A1 A2 C A1 A2 C A3
2
16
P A1 C C A1 C C C
3 P A1 A1 A2
4 P C C
5 P

F.1 Preparation of Annual and Final Reports on Implementation
In line with the IPA Implementing Regulation the JTS shall prepare Annual and Final Reports on
Implementation. The annual report shall be submitted by 30 June each year and for the first
time the report shall be prepared in the second year following the adoption of the cross-border
programme. The final report shall be submitted at the latest 6 months after the closure of the
cross-border programme.
Both Annual and Final Reports on Implementation, together with the respective Annexes will be
submitted to and approved by 1) relevant partner country OS, 2) the HOS in each partner
country, 3) the JMC.
After approval by the JMC the relevant partner country OSs shall formally submit the reports to
the relevant Head of Geographical Unit (Directorate C) and Unit D.1 (Unit Financial instruments
& contracts) in EC Headquarters.
The copies of the reports shall be sent to 1) the Contracting Authorities, 2) the National IPA
Coordinator in each partner country.
All relevant documents will be included in the appropriate programme file.

16
Only in the case of ex-ante evaluation.

24
F.2 Supporting interim evaluations and managing ex-ante evaluation
The interim evaluations of the programme shall take place in compliance with Article 141 of the
IPA Implementing Regulation. The evaluations linked to the monitoring of the cross-border
programme shall be carried out under the responsibility of the Commission. All the relevant
stakeholders (including JTS staff) shall be involved and consulted during the evaluation process.
In the case of cross-border programmes among IPA beneficiary countries, need to carry out
the ex ante evaluation referred to in Article 109(2) shall be decided by the Commission in
agreement with the participating beneficiary countries, taking into consideration the Community
funds allocated to the programme and in accordance with the proportionality principle. In that
case the ex ante evaluation may be carried out with the support of the Commission.
If the Evaluation contractors have been hired to perform ex ante evaluations during programme
implementation, the JTS staff will cooperate with the Evaluators (e.g. supply of relevant
documents and information, analysis, data, etc).
Evaluation reports shall be approved by the respective country OSs.
Once approved they shall be sent for information by the relevant partner country OS to the 1)
HOSs in both partner countries, 2) the Contracting Authorities, 3) the JMC, 4) the National IPA
Coordinators in both partner countries,
Such evaluations shall be funded from a programmes technical assistance budget.
The ex ante evaluation conclusions shall be included in Annual and/or Final Report on
Implementation and it shall be annexed to the cross-border programme.

F.3 Drafting programme documents and related amendments proposed
The revisions of the programming documents in the initial stage of implementation will be
initiated by the Commission (inclusion of additional financial allocations 2010-2013,
improvement of programme indicators, eventual changes in the programme strategy based on
the results of programme interim evaluation, etc).
In addition, on the instructions from the relevant partner OS or JMC, the JTS shall draft
programme documentation or amendments thereto (usually based on Annual Implementation
Reports and evaluations conducted during programme implementation).
The JTS will perform the changes needed and inform the relevant partner country OSs about
the proposed programme amendments. The partner country OSs will analyse the proposed
programme amendments and will decide whether to put the proposed amendment forward for
discussion and decision-making at the JMC.
In addition, JTS will perform also revisions linked to the changes occurred in the programme
implementation (e.g. change of programme management from centralised to decentralised,
designated OS changed, etc)
Documents shall be submitted to and approved by the relevant partner country OS which shall
be responsible for securing approval from the JMC.

F.4 Performing the duties of the secretariat of the JMC
In line with the JMC Mandate and Rules of Procedure, the JTS shall prepare and circulate
documentation related to JMC meetings including the JMC approvals obtained through written
procedure.
The documents shall include invitations, agendas, minutes (draft and final versions), JTS work
plans, timetables for Calls for Proposals, Calls for Proposals and related documentation
(Guidelines for Applicants including selection and award criteria, application pack), proposals

25
for members of evaluation committees, final evaluation reports, Annual or Final Implementation
Reports, information and publicity plan, annual audit report(s) and any EC comments, and any
amendments thereto.
All documents shall be submitted to and approved by both relevant partner countries OSs prior
to circulation.
Documentation shall be dispatched to the members of the JMC by e-mail within the deadlines
prescribed in the JMC Rules of Procedure. It shall also be copied to 1) the Contracting
Authorities, 2) the National IPA Coordinators, and they shall be invited to JMC meetings as
observers.
The JTS shall also be responsible for ensuring that premises are prepared for JMC meetings
(e.g. ensuring that any necessary materials are available in hard copy, translation/interpretation
if necessary).

F.5 Supply of information to partner country OSs for their reporting duties
The JTS shall supply partner country OSs with up-to-date information for their reporting duties.
Such information may include data on the status of Calls for Proposals and subsequent
contracting, numbers of applications received, numbers of contracts awarded, payment
forecasts per contract and programme, information necessary which the relevant partner OSs
need for inter-ministerial meetings, national committees or regular review of Multi-annual
Indicative Programming Documents.
The JTS shall not be responsible for supplying information which it does not have access to or
cannot work out from documents within its possession (e.g. data on payments made to grant
beneficiaries).

26
G Publicity, visibility and information

1. Preparing Communication Action Plan
2. Maintenance of a programme website
3. Organising information and publicity events
4. Preparing information and publicity materials
5. Ensuring programme visibility and compliance with visual identity rules
6. Establishing and maintaining databases

With JTS
PARTNER COUNTRY
With Antenna
JOINT
1 P A1 A2 C A1 A2 C A3
2 P A1 A2 A1 C
3 P A1 C A1 C
4 P A1 A2 A1 A2
5 P
6 P

G.1 Preparing Communication Plan
No later than 6 months after the signature of the first Financing Agreement related to the cross-
border programme the JTS shall prepare a Communication Plan covering the whole programme
period, areas of interventions with a proposed timetable and financing. The plan shall include
objectives, description of the target group, communication activities including the information
tools to be used, human resources needed and the usage of budget. The communication action
plan and budget distribution should be supplementing the Communication plan. Minimum two
major visibility events for the programme shall be planned, one to be held towards the inception
of the programme and one at the end; they may be combined with other events such as partner
search forums and with similar events for other programmes, though financing has to be kept
separate.
The JTS will monitor progress against the plan and evaluate its contents, relevance and impact
on an annual basis and will update the plan for each year.
The proposal shall be submitted to and approved by 1) the OS in each partner country and 2)
the HOS in each partner country, 3) the JMC.
Once approved it shall be sent for information to the Contracting Authorities.
All relevant documents will be included in the relevant programme file.

G.2 Maintenance of a programme website
The JTS shall establish a programme website and ensure its maintenance. Information should
be in English and if possible also translated to partner country languages. Prior to the first
publication of the website the JTS shall ask for the approval of the relevant Contracting
Authority.
All relevant documentation and information shall be punctually uploaded to the website by the
JTS staff - e.g. announcement of vacancies within the JTS or request for supplies or services,
timetable for Calls for Proposals, announcement of events (partner search forums, information
sessions, workshops, implementation trainings post-call workshops for non-successful

27
applicants, visibility events), Calls for Proposals and related documents, FAQs, list of grants
awarded, Implementation Packages, Annual and Final Implementation Reports, programme
evaluations, minutes of JMC meetings, printed materials see the relevant parts of this manual
for details. Documents related to evaluations of Calls for Proposals remain confidential and
must not be uploaded to the website.
Prior to publication the JTS shall obtain permission from each partner country OS.

G.3 Organising information and publicity events
In line with the approved JTS Work and Communication plan the JTS shall organise events
related to the programme. For further details on type of events, see the relevant parts of this
manual.
Proposals for visibility events, press conferences or TV/radio broadcasts shall be submitted to
and approved by the OS in each partner country, where not already specified and approved
under the Communication Plan.
Once approved the proposals should be sent for information to the Contracting Authorities.
though the first choice for funding should be from the budget of one of the partner country OS.

G.4 Preparing information and publicity materials
In line with the approved Communication plan and timetables for Calls for Proposals the JTS
shall organise the writing, design and printing of documents related to information and publicity
(e.g. leaflets, brochures, adverts for Calls for Proposals, posters, newsletters, press releases),
alongside the design and production of other materials (e.g. CDs, DVDs, display panels,
travelling exhibitions and promotional items).
Draft texts shall be written by the JTS and design and printing/copying/production ensured
through companies hired under the technical assistance budget for the programme.
Draft texts and design shall be submitted to and approved by: 1) each partner country OS, 2)
relevant Contracting Authority.
After approval the materials shall be printed. The JTS shall be responsible for their
dissemination.
All relevant documents will be included in the relevant programme and/or Calls for Proposals
file.

G.5 Ensuring programme visibility and compliance with visual identity rules
The JTS shall ensure that the procedures for programme visibility are followed with regard to
the programme in line with the Communication and Visibility Guide for EU External Actions and
the Financing Agreements for the programme. Inter alia the JTS shall ensure that the
programme website, printed materials (both publicity and information purposes e.g.
Implementation Packages) and electronic documents (e.g. presentations) are clearly identified
with EU flag and appropriate text and that EU funding is clearly indicated at events, both
visually and orally.
All visibility materials developed by the JTS shall be approved by: 1) partner country OSs and 2)
relevant Contracting Authority.
Any press monitoring shall be done by each partner country OS and JTS.
At the level of individual projects and contracts, the JTS shall provide advice on visibility
requirements to the grant beneficiaries during the implementation of the projects. During project

28
monitoring visits, the JTS shall check all publicity and information material produced by
beneficiaries. All printed materials produced under such projects will be checked when the
interim or final reports are processed by the Contracting Authorities.

G.6 Establishing and maintaining databases
The JTS shall develop and maintain a database of all relevant stakeholders. The initial JTS
database shall be created based on the inputs provided from regional and local stakeholders
(e.g. County/Regional/Local Self-Government Administrations, Chambers of Commerce,
Chambers of Crafts, and Regional Development Agencies).
The JTS shall regularly update the database with the data on potential applicants, participants
from different events, applicants and grant beneficiaries.
The JTS shall supply each partner country OS with any information needed for their publicity,
information or visibility purposes (e.g. requests for information in line with laws on freedom of
information, contribution to the media).


29
H Other

1. Preparation of documentation for and oversight of joint operations identified outside Calls for
Proposals
2. Reporting irregularities
3. Filing physical documentation
4. Filing electronic documentation

With JTS
PARTNER COUNTRY
With Antenna
JOINT
1 P A1 A2 A4 A1 A2 A4 A3
2 P C C
3 P
4 P

H.1 Preparation of documentation for and oversight of joint operations identified outside Calls for
Proposals
According to the IPA Implementing Regulation, operations may be identified outside a Call for
Proposal (see IPA Implementing Regulation Article 95.1). Identification of such projects (so-
called strategic projects), if not indicated in cross-border programmes themselves, rests with
the JMC decision.
Once the partner country OSs have identified a strategic project, the JTS is responsible for
drafting relevant documentation (e.g. project outline, justification) for submission to the JMC.
The documents will be approved by 1) both partner countries OSs, 2) both HOS, 3) the JMC
and (4) finally the CAs.
Responsibility for running any procurement procedures will rest with the Contracting
Authority(ies).
With regard to their monitoring, the modalities outlined in section E should be followed mutatis
mutandis.

H.2 Reporting irregularities
JTS staff shall be responsible for reporting irregularities (including cases of suspected fraud) to
the relevant partner country OS and CAs.
The information supplied shall include contract identification, beneficiary details, nature of
irregularity and amounts endangered or incorrectly contracted or spent.
In case JTS staff has any doubt over whether an activity constitutes an irregularity it should
contact the relevant partner country OS and/or consult the manual of the relevant partner
country OS.
The JTS shall supply any subsequent information requested by relevant partner country OS
and/or CA; it will be the latters responsibility to treat the reported irregularities in line with their
procedures.

H.3 Filing physical documentation
The JTS shall establish and maintain files: a) per programme (e.g. Cross-Border Programme,
Financing Agreements, MoU between partner countries, OSs manuals of procedures, Annual

30
and Final Implementation Reports, documentation related to JMCs, evaluations, amendments
to documents, records of all communication with relevant parties (e.g. print out of e-mails),
completed checklists/approvals), b) per Call for Proposals (e.g. Guidelines for Applicants,
indicative project visit schedules, amendments to documents, records of all communication with
relevant parties (e.g. print out of e-mails), completed checklists/approvals), c) per
project/contract including the contracts through which programme technical assistance is
funded and related secondary procurement (e.g. comments from budgetary clearing, contract,
documentation related to secondary procurement, progress, reports, documentation related to
project visits, interim and final reports, amendments to documents, records of all communication
with beneficiaries (e.g. records of telephone conversations, print out of e-mails), completed
checklists/approvals).
With regard to applications, originals will be logically stored by the JTS within their premises
after Calls for Proposals have been evaluated.
In addition, the JTS will ensure the filing of originals of all application forms received.
Documentation to be included per file is indicated under each step of this manual. In principle all
versions of documents should be included in files together with any comments on previous
drafts.
All files must be clearly and logically labelled and placed. They must be easily accessible.
Contents within files shall be complete, signed and dated if required, organised clearly and
logically (e.g. in reverse chronological order, with dividers separating discrete procedures)
At the end of each programme the JTS shall ensure that all files are clean and ready for
archiving by the relevant partner OS.

H.4 Filing electronic documentation
The JTS shall ensure that it keeps up to date documentation in electronic form where it exists.
Each electronic document should be clearly labelled with a version number and date.
The JTS shall organise its electronic network in a clear and logical way (e.g. with folders per
programme, per Call for Proposals and per project/contract as indicated under filing hard
copy).
It must ensure that folders are accessible to all JTS staff in case of leave or absence.

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JTS MANUAL OF PROCEDURES 15/11/2011

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