Frequently Asked Questions

On this page we gathered the answers to the frequently asked questions the NWE Programme receives. Below you can find information about themes and types of projects we are looking for, partners and roles, finances and more. For more detailed guidance please check our support tools.

Themes and types of projects

WHY SHOULD MY PROJECT APPLY FOR INTERREG NWE FUNDING, RATHER THAN GOING TO ANOTHER INTERREG PROGRAMME (IF THE GEOGRAPHICAL AND THEMATIC SCOPES FIT BOTH PROGRAMMES)?

An Interreg project should be based on the identification of territorial needs which are specifically relevant to the concerned programme. For Interreg NWE, these territorial needs are described both in the NWE Territorial Analysis and in the NWE Interreg Programme. Projects should therefore apply for funding to the Programme that corresponds the most to the territorial challenge they are aiming to tackle. Identifying relevant partners and competences within a certain territorial scope can also be helpful in choosing the most appropriate programme to apply to.  

IS THE PROGRAMME INTERESTED IN TRANSPORT AND MOBILITY?

Transport and mobility are relevant topics for the 2021-2027 NWE Programme. They are cross cutting topics that may be covered under several priorities and Specific Objectives (SOs) of the Programme, depending on the focus of the project idea. For example, transport and mobility are referred to in the NWE Interreg Programme, specifically in priority 1 on climate and environment (e.g., climate and environmental resilience through soft and future-proof multimodal mobility approaches), in priority 2 on energy transition (e.g., low carbon transport solutions), and priority 5 on inclusive society (e.g., accessible mobility services). For more details, and to better understand how these topics are expected to be addressed by projects, please refer to the NWE Interreg Programme.

IS THE PROGRAMME INTERESTED IN MARINE ENERGY?

The NWE Programme’s priority 2 focuses on promoting the NWE region’s energy transition. Within that priority, a Specific Objective (SO) focuses on promoting renewable energy in accordance with Directive (EU) 2018/2001, including the sustainability criteria set out therein. Within this specific objective, projects on all types of renewable energy are possible including marine energy – even if it is not explicitly mentioned in the NWE Interreg Programme.

WHAT IS MEANT BY THE PLACE-BASED APPROACH?

The place-based approach is essential in any Interreg NWE project since it anchors the project intervention to a specific place. From a territorial perspective it is key that the project is centred on the needs, challenges or opportunities of a given territory. Hence, a place-based project focuses on issues and themes which are of high relevance to the territory in question, like regions or cities. A project applicant should ask themselves: what are the common challenges or opportunities of regions and cities in a given area? And, based on these commonalities, which regions and cities need to be involved in the project to tackle the issue effectively?

DOES THE PROGRAMME USE TECHNOLOGY READINESS LEVELS (TRL) AND WHAT TRL SCALE SHOULD A TECHNOLOGY REACH BY THE END OF A PROJECT?

The NWE Programme is above all looking for projects that develop, test, adapt new or existing approaches and implement them in different contexts (e.g., regions, sectors, environments, etc.) for further uptake.

As approaches can be technological or non-technological the NWE Programme does not use the TRL scale as a reference.

The Programme expects projects to undertake activities aiming to test, validate, demonstrate new or existing approaches and implement them in in real-life environments, and ensure their dissemination, uptake, and up-scale.

WHAT CAN BE EXPECTED FOR THE CALL FOR SMALL-SCALE PROJECTS? WHEN WILL IT BE LAUNCHED?

The NWE Programme welcomes projects of any size in all calls, with applicants expected to define the scope, size of partnership, roles within the partnership, budget, and duration of their projects in line with the intended objective and expected results.

In the 2021–2027 Programme, specific calls for small-scale projects are planned. The first one will be launched in parallel to the second ‘regular’ call, towards the end of 2022. Small-scale projects are likely to be limited in scope, partnership size, budget, and duration. The application, selection and monitoring processes of the Programme may be adapted and simplified to be proportionate to the smaller size of the projects.

The specificities of small-scale projects (strategic and administrative aspects) will be defined in the future and communicated to the applicant community.

WHAT IS THE IDEAL PROJECT DURATION?

The ideal project duration is the one that corresponds to the project needs and ambition. Partners can start their activities as soon as their project is approved at step 2. In the 2021-2027 Programme, all projects must end by 30 June 2029.

However, three to four years are usually reasonable for projects in the NWE Programme.  Project applicants are also strongly encouraged to plan an average of three months for start-up as well as three months for closing projects as part of their time plan (in addition to the estimated time needed for project implementation). This will allow for a more realistic planning and give projects enough time to tackle administrative and reporting tasks without compromising implementation activities.

CAN THE PROGRAMME SHARE SUCCESSFUL PROJECT DOCUMENTS?

The Programme does not share project documents as such. Applicants can however refer to several documents to better understand how to successfully design their projects.

Applicants should read the NWE Interreg Programme to understand the themes and topics covered in the Programme; and the Programme Manual to better understand what makes a good project (e.g., Chapter 2 on Project development, and Chapters 3 and 4 on eligibility and assessment criteria at step 1 and 2).

They can review the templates (i.e., application form, eligibility criteria) that have been uploaded on the Interreg NWE website.

Furthermore, 2014-2020 projects (e.g., topics, partnerships, territories, budgets) can be consulted in the projects area of the NWE website.

Partners and roles

IS QUADRUPLE HELIX AN OBLIGATION FOR PROJECT PARTNERSHIPS?

Involving a variety of partner types enhances the potential impact of projects both on territories and on citizens. Therefore  the Programme encourages the involvement of a wide range of organisations that can contribute to and are affected by actions undertaken by projects.

Private and public actors coming from government/public authorities, the research sector, SMEs and business support organisations, and sectoral associations/NGOs/lobby organisations/citizens groups are encouraged to join partnerships. These entities make up the quadruple helix (i.e., covering four segments of society).

However, while the quadruple helix principle is important, projects should first and foremost design their partnerships in line with the project needs and ensure that the project objective and planned results are met.

It is not mandatory to have all four partner types represented in each project. It is also not necessary that all four types of partners have the same level of involvement in a project (e.g., some types could have a limited role, or be part of a project as associated organisations (observers)).

CAN LARGE COMPANIES / ENTERPRISES JOIN A PARTNERSHIP?

The NWE Interreg Programme does not specify large companies and enterprises as a key target group for Interreg NWE projects (i.e., not part of the quadruple helix). Nevertheless, their participation in NWE projects is not excluded. Partnerships can include larger companies/enterprises, as long as it is in line with the project objectives and planned results. The participation of large companies/enterprises should have a clear added value to the project and must be complementary to the rest of the partnership made up of the key target groups.

WHAT IS THE AVERAGE SIZE OF A PARTNERSHIP?

The project’s objectives and planned results determines the size of a partnership.  Overall, quantity does not mean quality. The Programme encourages strong and focused partnerships where each partner has a specific role to play. Lead partners should seek the right balance in terms of size. The size of the partnership has a direct impact on the efficiency of project implementation particularly in terms of reporting and financial management. This should be balanced by the need to set up a strong partnership, considering different types of organisations that can deliver project results successfully. It is important to note that not all Member States need to be represented in each project.

ARE SUB-PARTNERS STILL POSSIBLE IN THE 2021-2027 PROGRAMME?

Sub-partners could be included in partnerships during the 2014 – 2020 Programme, but this category has been removed in the 2021-2027 Programme.

However, there are still different levels of possible involvement of project partners. While some project partners may be involved in the entire work plan, others may have smaller/limited roles e.g., in the scope of work they will undertake, their budget, and in terms of how much time they will spend working in the project, depending on the capacities of their organisation. As such, project partners can join partnerships in a limited scope.

The Programme also now offers more Simplified Cost Options (flat rate of 40%) as a form of support. If chosen, this cost calculation category keeps financial reporting requirements lighter.

CAN UK ORGANISATIONS JOIN A PARTNERSHIP? IN WHAT ROLE?

The United Kingdom (UK) is no longer an EU Member State. In June 2020, the UK confirmed to the Programme authorities that it will not participate in future ETC programmes. Therefore, UK organisations are not eligible as partners in the NWE Programme. However, UK organisations can become associated organisations (observers) in a project, as this does not imply the award of ERDF funding to them.

CAN A PARTNER (BENEFICIARY) APPLY WITH TWO DIFFERENT PROJECTS UNDER ONE CALL?

Yes, the same beneficiary can potentially submit two (or more) applications in a same call. There is no formal limit to the number of applications that can be submitted by a beneficiary in a call. However, the time needed to prepare a step 1 application (i.e., identifying a project need, defining an objective, building a partnership, drafting a step 1 application, etc.) should not be underestimated

Finances

HOW SHOULD THE BUDGET BE PRESENTED?

When applying, the total costs (known as Total Eligible Costs (TEC)) of a project should be included in the proposal. The online application tool Jems then calculates the breakdown of funds based on the funding rates.

WHAT IS THE ERDF GRANT RATE? WHAT IS A PARTNER CONTRIBUTION (40% MATCH-FUNDING)?

The NWE Programme only reimburses costs incurred and paid by the beneficiaries during the project lifetime.

This means that each beneficiary must fully cover its project expenditure up front.

Then, once verified by the controller and included in a finance report, the Programme reimburses 60% (ERDF grant) to the lead partner who in turn must transfer the respective amount to the beneficiary (i.e., the project partner).

The remaining 40% is known as the partner contribution (match-funding).

 

Illustrative example:

A beneficiary (i.e., project partner) assigns one of their staff members (who has an employment contract) to work on the NWE project on a full-time (100%) basis. The employment costs of the staff member are 3,000 EUR per month and are supported by pay-slips.

The beneficiary pays the 3,000 EUR salary to the staff member (i.e., there is a payment made, with a payslip as evidence). It then reports the salary costs (i.e., 3,000 EUR) to the Programme. The Programme reimburses 60% of the costs to the beneficiary – paying them 1,800 EUR ERDF.

The costs of the time spent by the staff member on the project is thus partially reimbursed by the Programme (at a maximum rate of 60% ERDF). The 40% of the costs for the time spent on the project by the staff member are covered by the beneficiary.

The same applies for external expertise and services, travel and accommodation, and equipment costs. All these costs (provided they have been procured in line with procurement rules and the planned budget in the application form), can be reimbursed at a maximum of 60% if declared to the Programme as costs incurred and paid (and supported by the right documentation).

 

HOW CAN THE 40% PARTNER CONTRIBUTION (MATCH-FUNDING) BE PROVIDED BY A LEAD/PROJECT PARTNER (BENEFICIARY)?

Since the ERDF grant rate is 60%, the remaining 40% of the costs must be covered by the beneficiary (i.e., project partner). This can either be provided through:

  • own fundsg., beneficiary’s annual internal budget for staff costs in accordance with the time that employees spend on the project.
  • and/or through other funding schemes sourced from e.g., funding received from the national, regional, or local level if there is such possibility.

 

Illustrative example 1:

The beneficiary has not secured funding from other sources (e.g., national/regional, local governments) for the same project.

 

The beneficiary pays a 3,000 EUR salary to the staff member (i.e., there is a payment made, with a payslip as evidence) for the time they worked on the NWE project.

 

It then reports the salary costs incurred and paid (i.e., 3,000 EUR) to the Programme. The Programme reimburses 60% of the costs to the beneficiary – paying them 1,800 EUR ERDF. This means the remaining 1,200 EUR are paid by the beneficiary from their own funds (i.e., from their own pocket).

 

Illustrative example 2:

The beneficiary has managed to also secure funding from e.g., the regional government of their country for the same project. The funding rate in this case is 20%.

 

The beneficiary pays a 3,000 EUR salary to the staff member (i.e., there is a payment made, with a payslip as evidence) for the time they worked on the NWE project.

 

It then reports the salary costs incurred and paid (i.e., 3,000 EUR) to the Programme. The Programme reimburses 60% of the costs to the beneficiary – paying them 1,800 EUR ERDF.

Since the beneficiary also received another 600 EUR (i.e., 20% funding rate) from the regional government, they end up paying 600 EUR out of their own pocket.

WHAT IS IN-KIND CONTRIBUTION? IS IT AN ELIGIBLE COST?

CLARIFICATION: In-kind contribution has nothing to do with match-funding. These concepts are completely un-related.  

‘In-kind’ contribution used to be an option for beneficiaries to claim provision of time, works, goods, services, land, and real estate for which no cash payment supported by invoices, or documents of equivalent probative value, has been made. In-kind contribution was defined as a ‘gift’ to a beneficiary (i.e., a project partner), given by a third-party organisation outside the partnership. It was nevertheless considered as an expense and was added to the partner’s costs. The Programme consequently reimbursed 60% of the value of that ‘gift’ to the project.

Unlike the previous 2014-2020 NWE Programme, there is no longer the possibility to declare ‘in-kind’ contribution and get reimbursed for it.

 

Illustrative example:

A beneficiary (i.e., a project partner) in the past could report a theoretical and estimated amount of costs to the Programme (estimation supported by a rationale validated by a controller) and get reimbursed 60% of those reported ‘costs’ for which there was no financial transaction supported by pay-slips or invoices.

As an example, this would be the case of an NGO (i.e., beneficiary/project partner) who would have volunteers working on the project. The volunteer would NOT be employed nor be sub-contracted by the beneficiary – and they would not have been paid by the project. They would have provided their time to the project ‘in-kind’ (i.e., for free as a ‘gift’ to the project). The Programme would allow such ‘costs’ to be claimed in exceptional cases and reimburse the beneficiary for costs they have NOT in fact incurred nor paid.

This option has been removed from the 2021-2027 Programme, as it was not used extensively by projects; and when used, it led to issues with controllers in the ‘estimation’ efforts due to a lack of clear methodology.

WHAT’S THE AVERAGE BUDGET EXPECTED FOR PROJECTS?

The Programme welcomes projects of any size and expects projects to define their budget proportionally to the project objectives, workplan, outputs and results. Project applicants should propose a budget as such. There are no averages that the Programme is looking for.

Call timeline

WHAT IS THE TIMELINE OF CALLS FOR THE WHOLE PROGRAMMING PERIOD?

Regular calls are planned every eight to nine months. With the first call open in March 2022, the call 2 is expected to open in November 2022 (closure planned for February/March 2023). Please keep in mind, that Interreg NWE has a two-step application procedure, with a lighter step 1 application and upon approval, a more detailed step 2 application.

Online tools

WHERE CAN I FIND OTHER PARTNERS AND PROJECT IDEAS?

The NWE Online community (https://community.nweurope.eu/) is a networking tool, where partners can look for cooperation opportunities and browse project ideas. This is a new tool that has been set up to facilitate networking in a virtual manner. It IS NOT a tool to use to submit an application to the NWE Programme. 

WHERE CAN I SUBMIT A PROPOSAL?

All applications must be submitted on Jems at the following address: https://jems.nweurope.eu

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