Cross-Border Cooperation Serbia - North Macedonia, funded by the European Union

AMENDMENTS TO
THE CONTRACT

SECTION 4 · PIM · ANNEX 2.1 – 2.9

Unforeseen circumstances may require changes to the Grant Contract or approved application. Always contact the JTS first — they advise on the procedure and documents needed before anything is submitted to the CA/IBFM.

Minor vs. Major amendments

The procedure depends on the scale of the change — from a simple notification to a formal addendum requiring EUD approval.

VS
Does not require an addendum

Minor amendments

Coordinator notifies the CA/IBFM without delay — no prior approval needed.

Typical examples

  • Timeline changes — delay or rescheduling of activities, no budget impact.
  • Budget transfer within the same main heading (incl. adding/cancelling a line).
  • Transfer between main headings up to 25% of the original amount per heading.
  • Administrative changes — address, verifier, project staff, legal name/representative.

Procedure

  1. Coordinator drafts a signed Notification Letter with justification and supporting evidence.
  2. If budget is affected, attach the Budget Reallocation Table showing the modified budget.
  3. Consult the JTS before anything is sent officially.
  4. Send the signed & stamped letter to the CA/IBFM by email and post.
  5. CA/IBFM confirms, rejects, or requests more information.
No response in 30 days = considered approved
Annex 2.1Annex 2.2Annex 2.4Annex 2.5Annex 2.8
Requires prior approval + addendum

Major amendments

Exceptional, substantial deviations from the approved application. Maximum grant amount can never increase.

Typical examples

  • Extension of the implementation period or early closing of the contract.
  • Logframe / description changes affecting expected results (impact, outcomes, outputs).
  • Budget reallocation between main headings exceeding 25%.
  • Partnership changes — addition or replacement of a partner (last resort).
  • Restricted categories — indirect costs, contingency reserve, in-kind, volunteer work, simplified cost options.

Procedure

  1. Coordinator drafts a Request for an Addendum in English, with clear justification.
  2. Attach the Budget Reallocation Table and a revised Annex III – Budget of the Action.
  3. Consult the JTS before official submission.
  4. Submit signed & stamped request (hard copy + email) to the CA/IBFM, with a copy to the JTS.
  5. CA/IBFM reviews; major amendments require EUD ex-ante approval.
  6. Addendum is countersigned — takes effect on the date of the last signature.
Submit ≥ 30 days ahead (40 days recommended)
Annex 2.2Annex 2.3Annex 2.9

General principles — always apply

Purpose can't be questioned

Changes must never put the project's basic objectives or the grant award decision in question.

Duly justified only

Requests lacking justification or supporting documentation will be rejected.

Grant amount is fixed

The maximum Grant amount referred to in the Special Conditions may never be increased.

Signed by the Coordinator

All modification requests must be signed by the authorised representative(s).

Consult JTS first — always

Only after JTS consultation does the Coordinator submit officially to the CA/IBFM.

Mind the final deadline

Last modification request ideally reaches the JTS ≥ 2 months before the project end date.

Annex 2 — Amendments: related documentation
Annex 2.1 – 2.2
Notification Letter & Budget Reallocation Table

Core templates for minor amendments and for presenting the modified budget for any budget-related change.

Annex 2.3
Request for an Addendum

Standard template used to formally request a major amendment, together with a revised Annex III budget.

Annex 2.8 – 2.9
Modification infographics

Visual step-by-step summaries of the minor (2.8) and major (2.9) modification processes.