FAQs

Who is funding the MPF?

The MPF is funded by the European Commission’s Directorate General for Migration and Home Affairs (DG HOME) through the Asylum, Migration and Integration Fund (AMIF), the Internal Security Fund (ISF) and the Border Management and Visa Instrument (BMVI). 

 

How long has the MPF existed and how long is it planned to last?

The first phase of MPF was launched in January 2016. Based on the success of the first phase, the project has broadened its scope in 2018 with the opening of a dedicated Call for Proposals for  projects on labour migration.

Funding currently available through the MPF Calls for Proposals is available for project implementation until 30 June 2031, while provisions last.

 

How often are MPF Calls for Proposals published?

In addition to the current calls, the MPF published Calls for Proposals in 2016, 2018, 2020, 2022 and 2023. Future calls will depend on availability of funds.  

 

Is there a list or examples of MPF funded projects that can be accessed?

You can find information on completed and ongoing MPF Projects here.

 

Is it possible to apply for an Action involving more than one fund (AMIF, ISF and BMVI)?

No, this is not possible. Applicants must select one source of funding corresponding to the main topic of their proposed action.

 

Would the financing of EU Member States’ actions under MPF come from allocations to their national programmes within the AMIF, ISF and BMVI?

No, funding of actions implemented under MPF comes from the allocations for Union actions.

 

What does 95% co-financing rate mean? Which are the eligible funding sources for the remaining part of the budget not covered by MPF?

Each Action can receive a maximum contribution of 95% of its total eligible costs. Thus, the total requested funding cannot exceed 95% of the total eligible costs of the project. The remaining 5% (or more) has to be covered by other sources and may take the form of:

• beneficiaries' (lead applicant and co-applicants) own resources (in-kind contributions are accepted as co-financing); or
• financial contributions from third parties.

 

Can MPF fund activities retroactively?

No grant may be awarded retroactively for activities already started or completed. Unless specifically agreed, eligible costs may not have been incurred prior to the date of signature of the grant contract.

 

Who can be Lead Applicant or Co-Applicant?

Eligibility criteria for Lead and Co-Applicant may vary according to the Call for Proposals. We invite you to consult the applicable Guidelines.

 

What is the difference between a Co-applicant and another type of partner in the project?

Independently of the presence or status of a possible co-applicant, the main legal responsibility for the implementation of an action funded under MPF will remain with the lead applicant (Coordinator in the Grant Contract).

Co-applicants (Co-Beneficiaries in the Grant Contract) are indicated in the Grant Contract but only the lead applicant will sign the Grant Contract together with ICMPD.

Co-applicants can formally exercise responsibility for work packages, activities and related budget management in line with provisions in the Grant Contract. Their working relation with the lead applicant is normally regulated by a partnership agreement (or similar) between lead applicant and co-applicants.

 

Is it mandatory to have a Co-applicant?

No, but MPF encourages the involvement of co-applicants in a joint proposal to foster cooperation between EU MS and partner countries outside the EU.  

There may be other partners (in addition to the lead and co-applicant(s)) but they normally have a secondary role and are not directly in charge of implementation of budget and activities.

 

Do we have to sign a partnership agreement between applicant and co-applicant(s) before applying?

In case of award, only the lead applicant will sign the Grant Contract.

While a partnership agreement (or similar document) between the lead Applicant and Co-Applicant(s) is not legally required, MPF strongly encourages the formalisation of roles and responsibilities at the latest by the time a grant contract is signed. Prior to that, the identification of the priorities addressed in the grant application as well as the development of the work methodology and workplan should be carried out jointly by the applying EU MS and the respective partner country. The involvement of the partner country and foreseen cooperation mechanisms among all involved entities should be described in the Grant Application Form.

 

Which action activities may be subcontracted?

Subcontracting of activities is subject to special rules.

• It may only cover the implementation of a limited part of the action
• It must be justified as regards to the nature of the action and what is necessary for its implementation
• It must be clearly stated in the proposal
• The beneficiaries must ensure the best value for money and avoid any conflict of interest

Core tasks of the project may not be subcontracted. The coordinator may not subcontract, or delegate to the other beneficiaries, any part of its tasks (including project management tasks). For more details, please consult Article 1.6 of the General Conditions as well as Annex IV - Procurement Rules of MPF Grant Contracts.

 

Is sub-granting allowed?

A limited amount of financial support to third parties (sub-granting) can be allowed if clearly described and motivated in the proposal.

 

When can activities take place? What is the applicable action implementation period?

The starting date included in the Concept Note first and in the Full Application later is indicative, as the Action can only start:

• The day following that on which the second of the two Parties signs the Grant Contract; or

• At a later date (to be specified in the Grant Contract).

The implementation period of any action awarded is indicated in the Guidelines for each Call.

 

I have a project idea and think it fits MPF purpose and eligibility criteria. What do I do next? What are the steps towards submitting a proposal?

After having consulted with relevant partners, you can either directly submit a Concept Note or contact This email address is being protected from spambots. You need JavaScript enabled to view it. with a rough outline of your idea and the partnership. The MPF team will be in touch to discuss its feasibility and relevant next steps.

 

Is it obligatory to submit a Concept Note before a Full Application?

Yes, the submission of a Concept Note is a mandatory first step. Only if the Concept Note is approved will you be invited to submit a Full Application. No Full Applications will be considered without prior approval of Concept Note.

 

In which language should the concept note and application form be filled in?

They should be submitted in English.

 

How can I submit a Concept Note? And in which format should I submit it?

Concept Notes and Full Applications can only be submitted through the MPF online submission tool. Upon successful upload, you will receive an automated confirmation.

The format required for supporting documents (Word, Excel, PDF etc.) is specified in the Guidelines as well as on the submission tool.

 

Can the supporting documents for Concept Note / Full Application be electronically signed?

Yes

 

How to indicate the costs of a part-time position in the Budget of the Full Application?

The presentation of these costs in the budget often generates some misunderstandings and need to clarifications, for which it is worth some additional explanations.

The unit rate to be indicated in the budget should always correspond to 100% of the staff costs/full-time salary. The number of units is adjusted according to the percentage allocated under the project. The percentage of time allocated should be indicated alongside the description of the item.

Example: The Project Manager will work 50% part-time for 12 months. The full time salary is 2,000 EUR. In the budget we will write:

Project Manager (50%)         Unit: month       Number of units: (12*50%) = 6        Unit rate: 2,000 EUR

 

What is the difference between HR costs and expert fees?

Direct staff costs (positions hired by your organisation as permanent or temporary members of personnel/staff who will receive a salary) should be listed under HR costs (budget heading '1. Human Resources'). If you plan to hire (fee-based) services of experts or consultants who may make contributions to the action but will not be formally employed, these costs should be listed under budget heading '3.Other'. 

 

How to calculate per diems?

Per diems are calculated per number of complete night(s) spent abroad. They can be calculated in line with the applicant(s) internal rules and procedure BUT the maximum eligible costs cannot exceed the latest perdiem scale published by the European Commission. Per diems cover accommodation, meals and local travel within the place of the mission (within the same city) and sundry expenses. If any of these expenses are budgeted separately, per diem rates have to be reduced accordingly.

 

When should an expenditure verification (audit) be planned?

An expenditure verification carried out by an independent auditor must normally be planned for any period of 12 months and any final report. As it will contracted by ICMPD (see Guidelines), there is no need to include audit costs in the application budget.

 

What is the purpose of the contingency reserve and how can it be used?

This budget can be used in case of unforeseen costs directly linked with the implementation of the action. It can only be used with prior written authorisation from ICMPD. The amount of the contingency reserve is calculated based on the total budget and cannot be included in the budget for the first reporting period.

 

Is VAT an eligible cost?

VAT is not eligible unless it can be proven that the beneficiary(ies) are not able to recover it.

 

Can the budget be in another currency than in euro?

The budget is to be designed only in euro. However, within the course of the implementation of the Action, expenses that will occur in foreign currency will be converted by using the exchange rate of the European Commission - InforEuro - available at the following link: http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/index_en.cfm

 

Should each budget item be justified?

The Concept Note only requires an estimated lump sum budget. Each cost indicated in the Full Application budget, instead, has to be duly justified mentioning the type of costs, activities concerned, source of information and calculation, if relevant. 

 

How to fill-in the budget section 'Other contributions' in the tab ‘Expected sources of Funding’?

List here all in-cash contribution provided to the Action and the name of the contributor.

 

How to indicate non-cash/in-kind contributions?

The entity providing the non-cash/in-kind contribution should be mentioned as well as the reference and the title of the budget item (line) as indicated in the overall budget.

 

How are proposals evaluated?

Eligible Concept Notes will be assessed by DG HOME. Full Applications will be assessed by a Grant Evaluation Committee, composed of representatives of EU services (DG HOME, DG INTPA, DG ENEST, DG MENA and EEAS), on the basis of the following (weighted) award criteria:

• Relevance of the proposal to the Call objectives
• Quality of the proposal and implementation methodology
• European added value
• Cost-effectiveness

The applicable weight of criteria is slightly different in each MPF Calls for proposals. Please consult the respective Guidelines for more detailed information on this.

 

What is the minimum score to be selected for funding?

Applications that pass the minimum threshold indicated in the Guidelines may be considered for funding, provided sufficient budget is available.

 

What happens after a successful evaluation? How long does it take from the moment an application is submitted until the start of implementation?

ICMPD, based on the deliberations of the Grant Evaluation Committee, reserves the right to suggest certain adjustments of proposals (description of the action and budget) following the award decision and prior to the signature of the Grant Contract. Such changes may aim at enhancing the coherence of proposals, ensuring their cost efficiency and taking into account activities of other actions, which might not be known to the Applicant. They should not bring any major modification to the application such as adjustment or replacement of activities.

Following an award decision and contractualisation, ICMPD will sign a Grant Contract (see templates in annex) with the Lead Applicant.

Depending on the quality and complexity of the application as well as other (also external) factors, it may take up to 6-7 months between the submission of a Concept Note and a possible start date of the granted Action. 

 

Is it possible to consult an example of a Grant Contract?

All templates of the Grant Contract are available under the relevant Call.