Hand-over to beneficiaries

Where the grant beneficiary does not have its headquarters in the country where the Action is implemented and unless otherwise specified in the Special Conditions, the equipment, vehicles and supplies paid for with the Budget of the Action must be transferred to any local partners of the grant beneficiary and/or to the final recipients of the Action, at the latest by the end of the implementation period.

At the latest one month before the end of the implementation period, the grant beneficiary must have a clear view of remaining stocks (goods and equipment), and should inform the EC thereof.

Copies of the proofs of transfers of equipments and vehicles, the purchase cost of which was more than 5,000 Euros per item, must be attached to the final report. Such proofs must be kept for control in all other cases.

In the proposal the organisation shall give clear evidence of the necessity to purchase the equipment and shall specify the intended use in the framework of the operation (e.g. donation to beneficiaries, logistic use, possible destination).

Donations may never give rise to a situation of conflict of interest, such as donation to EC services, offices, etc.

A donation certificate is a document signed by the grant beneficiary and the recipient of the donation (of durable equipment or stocks), the purpose of which is to lay down the terms and conditions of the donation.

In case of donation to local beneficiaries, the grant beneficiary must prepare a donation letter or certificate, to be signed by him/herself and the recipient of the donation. The purpose of such certificate is to lay down the terms and conditions of the donation. It must stipulate inter alia the following:

• the intended use of the donated equipment (for instance under which circumstance the equipment may be sold)
• the donated equipment must be identified in the beneficiary's inventory and/or allow for possible verifications
• in case of donation to individual beneficiaries, the latter must be clearly identified
• the beneficiary may not request the EC or other donors to pay for the use of the donated equipment, but running costs could be charged
• the certificate must also foresee that if the beneficiary does not comply with these conditions, the grant beneficiary may request the return of the donated equipment.

See an example of Donation certificate in the Toolkits section.




Sources and useful links:

• General conditions, Article 7