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Cultural Exchange Fund

FAQ



1. May in-kind contribution include only volunteers’ work or also work of individuals with permanent employment at the Applicant’s institution?

Volunteers’ work may be considered as in-kind contribution to the project; whereas work of individuals with permanent employment cannot be treated as in-kind contribution.

2. When will the fifth call for applications to the Cultural Exchange Fund start and how long will it last?

The fifth and last call for applications to the Cultural Exchange Fund will start in the first quarter of 2010 and will last at least 2 months.

3. What documents have to be submitted in order to document own contribution to the project?


I. The following documents constitute confirmation of the amount of owned financial contribution to the project:
1. information from the Applicant’s bank stating that sufficient amount of financial resources to finance own contribution is kept in the bank account. The information should be issued up to 3 months before the date of submitting the application (bank statement or certificate issued by the bank)
2. promise of the credit
3. bank guarantee
4. administrative decision

If own contribution is partly or entirely financed by the Partner, then the following documents should be submitted:
1. Partner’s or Sponsor’s declaration concerning financial contribution to the project in specified amount. The above mentioned declaration should be accompanied with the information from the Partner’s / Sponsor’s bank confirming that sufficient amount of financial resources to finance own contribution is kept in the bank account. The information should be issued up to 3 months before the date of submitting the application.

Territorial self-government units may provide the following documents:
1. In case of year-long undertakings this may be a copy of a budget resolution for a given year. When at the moment of submitting an application, a budget resolution has not been adopted, a resolution draft has to be submitted. Budget resolution should be submitted before concluding the grant agreement.
2. In the case of undertakings longer than one budget year - Long-term Investment Plan
3. Promise obtained from a relevant administrator of a budget part, i.e. Province Office

Subordinated units or units supervised by the Minister of Culture and National Heritage should append a Minister’s declaration on taking measures to ensure required co-financing.

II. The following documents constitute confirmation of the amount of own contribution to the project:
1. Contract of lending for use along with a current valuation or a document confirming ownership of facilities with a valuation; 2. declaration of Applicant on possessing given goods with a current valuation; 3. valuation of work of volunteers including calculation of their working hours (with an hourly rate).

4. Is it possible to combine thematic areas within the Cultural Exchange Fund?

While applying to the Fund, an Applicant has to select ONE thematic area from among the following:
- music and stage art
- cultural heritage
- plastic and visual arts
- literature and archives
If the complexity of tasks within the project makes a clear classification difficult, then the area which constitutes the utmost priority and within which the greatest number of tasks will be carried out should be selected.

5. In what language an application form should be filled in?

The application and its annexes should be prepared in Polish. There are only several blanks in the application form which should be filled in English, such as: Title of the project, Full name of the Applicant, Summary of the project.

6. What is the maximum duration of the project?

Projects submitted during the call for applications in 2010 should start in 2010 and cannot last longer than 12 months.

7. What is the starting and final date of expenditure eligibility within the Cultural Exchange Fund?

The starting expenditure eligibility date for the project is the date of the final decision of the Minister of Culture and National Heritage on awarding a grant to the project, on the basis of recommendation of the Steering Committee for the Selection of Projects for the Cultural Exchange Found.
Detailed framework of expenditure eligibility for particular project shall be specified on an individual basis in the financial agreement concluded by the Beneficiary and the Operator; however, the final expenditure eligibility date must not go beyond 31 October 2011.

8. Should the amounts provided in the application form be given net or gross?

The amounts provided in the application form should be given as gross amounts, if VAT cost is eligible for grant within the Cultural Exchange Fund of the EEA Financial Mechanism and Norwegian Financial Mechanism (VAT cost is eligible for grant only if is was actually and finally incurred by the Beneficiary and when the Beneficiary cannot be reimbursed, based on national regulations. In Poland, a legal act under which it is possible to have a VAT reimbursement is the Act of 11 March 2004 on tax on goods and services (Journal of Laws of 2004, no. 54 item 535). The matter of VAT eligibility is therefore the matter of determining whether the Beneficiary can deduct VAT or not.
In the light of the Act one can distinguish cases when VAT is deductible and therefore becomes a non-eligible cost. Then, the Applicant uses net amounts in the application form, noting at the same time that VAT is not eligible and providing the amount of non-eligible expenditure.

9. Does a filled in application form and annexes have to be stapled or binded, or should they just be put in an envelope?

A hard copy of the application should not be binded. This should be an A4 one-sided print. It is recommended to paper clip the application and annexes.

10. Is it possible to have a Partner from countries not being Donor States?

Having at least one Partner from Donor States, i.e. Norway, Liechtenstein or Iceland is obligatory, whereas having a Partner from Poland is possible, but not obligatory.
However, it has to be remembered that the Fund supports cooperation between Poland and Donor States, therefore it is possible to have a Partner from other country than Poland or Donor States; however, costs incurred within such cooperation have to be considered as non-eligible costs within the Fund.

11. May volunteers’ work be treated as in-kind contribution?

Yes, volunteers’ work may be considered as in-kind contribution.

12. Is a power of attorney for the person signing the application form required in each case?

If the person signing the application is a person statutorily authorized to do so, then a power of attorney is not required; otherwise a power of attorney is required.

13. Are there any guidelines for the validity period for the copy of relevant register?

Yes, a current copy of the register (e.g. KRS) or respectively abstract from the register or other documents confirming legal status of the Applicant or Applicant’s managing unit should be issued up to 3 months before their submission to the Ministry of Culture and National Heritage.

14. Is it necessary to prepare a separate substantive and financial schedule and budget of costs incurred by the Applicant and by the Partner?

No, application form and annexes are related to the entire project, all undertaken activities (both by the Applicant and by the Partner), as well as the total of eligible and non-eligible costs incurred, without distinction on the costs incurred by the Applicant or those incurred by the Partner.

15. May the same Applicant submit several application forms concerning different projects during one call for applications?

Yes, the same Applicant may submit several different application forms during one call for applications.

16. Is it possible to submit an application concerning the project which is already being implemented?

No, it is impossible to reimburse project costs incurred before the starting date of expenditure eligibility.

17. Is it possible to appeal against the decision on rejecting an application?

Yes, an Applicant may apply an appeal procedure with regard to the decision on rejecting the application only with reference to formal appraisal of the application. An Applicant is entitled to appeal to the Fund’s Operator with regard to a formal appraisal of the application within 10 working days following the receipt of the information from the Fund’s Operator on the rejection. When the appeal against formal appraisal is accepted, an application is redirected to substantive appraisal. An Applicant cannot appeal against this decision with regard to content-based issues.

18. May additional annexes be appended to the application form?

The application form may be appended only with the annexed specified in the Beneficiary Guide to the Cultural Exchange Fund.

19. Is it possible to obtain a grant from the Cultural Exchange Fund for organization of international festival?

The Cultural Exchange Fund is aimed at tightening cooperation between Poland and three Donor States: Norway, Iceland and Liechtenstein. A Beneficiary planning an international festival with the participation of representatives from countries other than Poland and Donor States will be entitled to apply for a grant within the CEF, if the activities performed during the festival meet the CEF programme requirements and implement the CEF objectives.  

20. Is a limited liability company an entity entitled to apply for funds from the CEF?

No, a limited liability company (in Polish "spółka z o.o.") is not an entity entitled to apply for grant from the CEF.

21. Is the cost of professional folk group, composed of professional music players, an eligible cost?
 

Eligible costs within the CEF include also personnel costs related to expenditure incurred for remuneration of individuals engaged in the project implementation (in this case, fee for artists participating in the project). Eligible costs include gross payment for an employee, provided that direct taxes and social security contributions are actually paid by the project promoter.

22. Is it possible to consider recording of the CD with the participation of the partner from donor states and then release that CD as eligible costs within the CEF?


Such kind of project is eligible within the CEF, if it implements the CEF objectives and possibly generated profit is allotted to the project implementation.

23. Is it allowed to borrow films from the Partner being a film distribution institution and show films to Polish young people?


A partner institution must belong to the group of entities being Fund’s Applicants:

a.    units of territorial self-government and their associations;
b.    public cultural institutions;
c.    public art schools and colleges;
d.    national archives;
e.    non-governmental organizations from the area of culture;
f.    artists, authors, culture animators managed by one of the entities listed in points a-d.

If a Partner distributing films may be included in one of the aforementioned categories of Partners, and does not make profits on lending films, then the project is entitled to apply for grant within the CEF.

24. Are costs related to awards predicted for the project implementation (e.g. competition awards) eligible?


Costs of financial awards are not eligible. However, costs of in-kind prizes constitute eligible costs.

25. How to solve the matter of hiring e.g. a Norwegian curator taking part in the project? Which of the institutions participating in the project - Leader or Partner - should hire this person? Should the employment be performed based on the Polish or Norwegian employment agreement?

Norwegian participants taking part in the project should be employed by their parent institutions, on the basis of the equivalent of the Polish commission contract or contract for specified work. Funds for remuneration of individuals, who perform activities related to the CEF, may be obtained from a grant awarded within the CEF.

26. How to solve the matter of hiring e.g. a Norwegian curator taking part in the project? Which of the institutions participating in the project - Leader or Partner - should hire this person? Should the employment be performed based on the Polish or Norwegian employment agreement?

Norwegian participants taking part in the project should be employed by their parent institutions, on the basis of the equivalent of the Polish commission contract or contract for specified work. Funds for remuneration of individuals, who perform activities related to the CEF, may be obtained from a grant awarded within the CEF.

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