Frequently asked questions (FAQ)

Documents to be submitted

In what form does the own contribution of the Project Partners have to be provided? What has to be attached to the Application Form in this respect?
The own contribution of the Project Partners has to be secured in cash - in kind contributions are not eligible (e.g. the own contribution cannot take the form of real estate or voluntary work). At the time of the submission of the project proposal, the relevant amount does not have to be already available on a separate bank account. No bank certification is compulsory for the project proposal. Alongside the Application Form, every Project Partner (including the Lead Beneficiary) has to submit only a declaration on the availability of the own contribution, the template is part of the application package. In any case only the ‘Declaration on own contribution’ is needed to be submitted for the application (see Guidelines Chapter 4.2.1, List of documents to be submitted). Please note also here that if the given Lead Beneficiary / Project Partner organisation participates in several projects that are seleted for subsidy, the own contribution has to be provided for every project.
Which are the documents that are not produced by the applicant but by a third party and which have to be submitted as originals?
Based on the list of Chapter 4.2.1.1 of the Guidelines, from the above category of documents to be submitted the following must be originals: No. 3. (extract from register - issued by the relevant authority), No. 6 (specimen of signature - the stamp and certification of the public notary has to be original on the document), No. 17, 18 and No. 20, 21 (declarations) and No. 31 (land evaluation by an independent expert) and No. 32 (Statement on cultural heritage, relevant for works components in Croatia). All other documents to be submitted are either produced by the applicant and are therefore original by default, or they can be submitted also as copies, not only as originals.
What kinds of documents are possible for completion?
Chapter 4.2.1.1 of the Guidelines contains the list of documents to be submitted, with a column regulating the possibility for completion. Please note that the supporting documents in bold letters cannot be sent in as completion.
Which Establishing document is needed to be submitted in case of a local government (municipality): the very first one or the minutes from the latest statutory meeting?
Since the acting local government has been established by the latest local elections on the basis of public law, it is sufficient to submit the minutes of the most recent statutory meeting.
'Original specimen' - what exactly does it mean? Is it the signature certified by the public notary? What does 'original or certified by a public notary' mean?
The legal representative with the right of representation and signature is determined by the establishing document of every organisation, and the specimen of their signature is kept in a legally proscribed way, depending on the legal status of the organisation. (Please note that there can be organisations where the signatures of two legal representatives are necessary to make the certification legally binding.) This specimen of signature (or specimens) have to be submitted alongside with the Application Form.

In case an original is not available, a copy certified by the public notary is to be submitted instead. If the organisation does not have such a document, it should provide a statement about the signatory (signatories) in original language, signed, stamped and dated by the legally authorised representative(s), stating that the signature at the end of statement is his or hers and that the same signature will be used on all official documents. This self-made statement has to be certified by a public notary (közjegyző / javni bilježnik).

In case of all specimens of signature, they should be from the same signatory person who actually signs the AF and/or all other documents where certification is required. Please note that signatures provided on documents of the application package will be cross-checked with the specimens of signature.
Item No. 15 (Terms of reference for procurement with suspension clause) in Chapter 4.2.1.1 of the Guidelines: does it mean that the ToR for all services and equipment that is going to be subcontracted/acquired is to be submitted with the project proposal?
As to the ToR for procurement with suspension clause, it is possible to employ this kind of procurement procedure only in such cases when there is valid justification for it. This means situations where, due to objective reasons, it is not possible to wait with the start of the procurement until the Subsidy Contract for the Community funding is signed. (The reasons should be explained in the project proposal.) There can be cases where the later implementation of the project will not be possible without the procurement procedure under suspension clause.

Please note that because of its special implications, the suspension clause has to be emphasized in every such Call for Offer or Request for Offer. If you are planning to run a procurement procedure with suspension clause it has to be clearly stated in the above-mentioned budgetary tables of the AF, and the documentation of the procurement procedure (the Terms of Reference or ToR) from this particular procurement procedure should be submitted alongside the AF in case you implement it before the signing of the Subsidy Contract. In all procurement procedures with suspension clause the Call for Offer has to obligatory include a reference to Chapter 2.4.12 of the PraG.
Item No. 16, Declaration on Value Added Taxes (VAT) - is this valid for both Hungarian and Croatian organisations?
No, the Declaration on Value Added Taxes (VAT) is only signed by the Hungarian Project Partners individually.
Is it necessary to verify translated documents in English with a court interpreter, or is a simple translation (done e.g. by a private English school or an English professor) sufficient, without further verification?
It is not required to have the whole document translated by an official interpreter. Please note that the project proposal has to be compliant with the requirements formulated in Guidelines Chapter 4.2.1, especially in the text in Italics at the very beginning of the Chapter:

"In the table below, ‘original document’, ‘certified by the legally authorised representative’, ‘issued by’, ‘the translation of an extract into English’ and

‘in conformity with the original document’ are to be understood as follows:
- ‘original document’: prepared or officially issued by a person/organisation, having the original certification on it (meaning that the ink of the signature is blue and not black as in case of photocopies);
- ‘certified by the legally authorised representative of the respective organisation’: signed by that person / those persons and in that way as authorised in the establishing document and/or in the specimen of signature to sign in the name of the organisation (Project Partner or Lead Beneficiary);
- ‘issued by’: certified by the institution/person producing or providing the document;
- ‘the translation of an extract into English’: the sentence ‘In conformity with the original document.’ has to be indicated on the translation which has to be certified by the legally authorised representative; extract means that the key pieces of information are filtered from the given document.
What kind of information should the Establishing document contain?
• Name of the organisation;
• Type of the organisation;
• Headquarters of the organisation;
• Basic tasks;
• Management competence;
• Supervising institution;
• Name of founding organisation;
• Enterprise tasks (if relevant);
• Name and headquarters of the separate institution dealing with financial and economic tasks;
• Right of disposition over property;
• Responsibility over economic tasks: a) operating, investment, property management; b) commitment, remittance, countersignature.
Who should sign the statutes or its copy when the non-profit organisation was established by several founders?
The founding organisations and their representatives do not have to be involved in the preparation of this supporting document. Only the legally authorised representative of the actual Lead Beneficiary or Project Partner organisation has to sign it.
If a plot of land on which an investment is to be implemented is the property of an organisation (with a legally valid contract), but the Croatian Land Register has not yet finished the process concerning the registration the new owner: What kind of documents should we provide?
Beyond the document No. 23 listed in Chapter 4.2.1.1 of the Guidelines (Land or building registration certificate - tulajdoni lap, ZK uložak), you have to submit alongside the printed project proposal the following extra documents as well:

a) your Request for registration of the ownership for the land concerned, to the relevant land registration office (Zahtjev za upis u zemljišne knjige, nadležnom Zemljišno knjižnom odjelu);
b) Certification, issued by the Land Registration Office, that they have, upon request, started a procedure to properly settle the ownership issue of the parcels concerned and that your case is still under the process (new certification from the ZK odjel, not older than 30 days);
c) Land registration certificate (ZK uložak) in which the old owner is indicated, not older than 30 days and d) Purchase contract with the old owner from which it is clear that you have purchased the same pieces of land as specified in the relevant ZK uložak.
Regarding document to be submitted No. 25 in the list of Chapter 4.2.1.1 of the Guidelines, is it acceptable if the cost estimation / price quotation contains amounts in HUF or HRK instead of EUR?
Since they have to be submitted in the original language, cost estimations and/or price quotations can be acceptable if they contain amounts indicated in the national currencies.