Can beneficiaries request an extension for the implementation period of the EU funded grant projects? 

An extension of the implementation period can be requested during the implementation period. The coordinator of the project may request an extension of the implementation period in accordance with Article 9 of General Conditions. In Article 9(2) it is stated that the amendment may not have the purpose or the effect of making changes to the contract that would call into question the grant award decision or be contrary to the equal treatment of applicants.
The extension request shall be accompanied by all the supporting evidence needed for its appraisal. The request should be made to the Contracting Authority (is EUD under the direct management modality) in a written format 30 days before the date on which the extension should enter into force.

As indicated in the Companion, a request extending the implementation period of the action may not entail an increase of the EU contribution (no cost extension) and always requires an addendum in accordance with Article 9(1) and a proper justification, which must not be limited to using the unspent budget balance.

It’s advised to prepare following documents for an extension request through addendum;

• The letter of request which gives justifications for proposed extension. It’s recommended that the letter is signed and stamped,
• Description of Action (DoA) that indicates modifications regarding proposed extension in track changes format (including Logical Framework Matrix)
• Concept Note (as a part of the contract) that indicates proposed extension in the form of track changes. Even if it does not contain information in relation with extension, it’s still advised to submit
• Revised budget of the contract/project in line with proposed extension. It’s recommended that the revised budget will present;
  • The budget is in force at the time of the request,
  • The proposed revised budget for the whole of the project,
  • The costs incurred from the start of the project until the request date,
  • The costs to be incurred during extension period (forecasted costs),
  • Justifications for changes per budget lines,

“Other Source of Funding” (as a part of the contract) sheet is also recommended to be submitted with the request. Note that hardcopy and soft versions (via e-mail) of above-mentioned documentation are recommended to submit to EUD. (Above-mentioned information on documentation does not exist in the Companion. The mentioned documentation requests have been observed by STGM in the course of EUD’s practices.)

For more information, please check out Companion.