Implementing an ERA-NET Cofund action

Information on the following main aspects are provided:

• General and financial issues 
• Executing the Cofunded Call
• Reporting

General and financial issues

In 2015 ERA-LEARN 2020 conducted a survey among the “First Round” ERA-NET Cofund projects, funded from the H2020 work programme 2014. The survey included an analysis of consortium agreements and call-documents and focused on financial management. The aim of the survey was to collect some first experiences with specific crucial issues in a cofunded call in order to make these experiences available to the P2P (Public-Public-Partnership) community. The findings were summarised in a report which is available for download.

The ERA-NET Cofund scheme is flexible regarding the use of the EC funding. The eligible costs form the basis for the funding but the use of the funding may differ from this funding basis. Generally this is referred to as a “black box”. In a survey ERA-LEARN has identified 4 main options which are in use by existing ERA-NET COFUND networks to cover the implementation costs. These 4 options are included in the template for an ERA-NET COFUND Consortium Agreement. The following slides provide an overview on these options.

The use of the unit cost funding is up to the consortium and should be fixed in the Consortium Agreement. It is important to consider that Union contribution to coordination costs should not exceed 20% of the total Union contribution to the action. More details are available in Calculating Unit Costs.

In an ERA-NET Cofund action the finally accepted eligible costs and the related EC contribution are only known at the end of action (after 60 months). As the use of the funding is up to the consortium there is a risk that something unforeseen happens during these 60 months which affects the eligible costs. It is therefore advisable to take into account that risk and think about risk mitigation. More details are available in Financial Risks and Risk Mitigation.

The new EU General Data Protection Regulation (GDPR) that entered into force on 25 May 2018 has several implications for the use of personal data within the context of implementing co-funded joint call for proposals and funding and managing co-funded projects. ERA-LEARN compiled FAQs to support the ERA-NET Cofund actions. Furthermore, examples of Joint Controller Agreements are provided.

Executing the Cofunded Call

The central and compulsory task of an ERA-NET Cofund action is the implementation of the joint co-funded call. ERA-LEARN offers guidelines and templates for implementing joint calls. A "Manual for call implementation" is available.

The manual highlights specific requirements for ERA-NET Cofunds in each phase of a joint call. It is advisable to follow the manual since there are a lot of recommendations and templates available, which can be used as basis for own documents.

A central question concerns the distribution of the EC-funding. The consortium is free to agree on the internal use of the EC funding. It is important to find a mode which meets the needs of the consortium and which fills potential funding gaps in the selection list. ERA-LEARN provides a detailed presentation.

Furthermore an Excel-File is provided to help a consortium understand flexibility with using the EC funding, including the option to put the entire EC contribution a balancing pot to fill the gaps in the ranking list moste efficiently. The tool is not using any Macros and can be adapted as required to consortium needs.