THIS CALL FOR PROPOSALS IS NOW CLOSED - NO FURTHER APPLICATIONS WILL BE ACCEPTED
This page will be updated with Frequently Asked Questions as they arise during the period while the Call is open.
We welcome queries on the Call for Proposals to "email@example.com" quoting the relevant Fund in the subject line. Our aim is to respond to all queries within 3 working days. However, if the query is complex or requires us to consult with other areas, it may take longer. Note that we may not be in a position to respond to queries received by phone (unless they relate to routine process matters) to ensure that we can deliver a clear and comprehensive reply. Also, please ensure to submit your query in good time, as queries received shortly before the Application deadline may not be responded to before the deadline.
What is AMIF?
AMIF funding is for the promotion of the efficient management of migration flows and the implementation, strengthening and development of a common Union approach to asylum and immigration. This Fund will also provide financial resources for the activities and future development of the European Migration Network (EMN).
What objectives is the AMIF set up to achieve?
The AMIF Fund will contribute to the achievement of four specific objectives:
Asylum: strengthening and developing the Common European Asylum System by ensuring that EU legislation in this field is efficiently and uniformly applied;
Solidarity: making sure that EU States which are most affected by migration and asylum flows can count on solidarity from other EU States.
What types of activities can be funded?
Funding is available for Reception, Integration and Capacity Building actions that address one or more of the National Objectives set out in Ireland’s National Programme AMIF (2014-2020). The National Programme includes examples of the types of actions that may be funded. Actions not specified in the National Programme may still be eligible for funding provided they address relevant Objective(s).
Who are the groups being targeted for benefit under AMIF?
· Third Country Nationals (Citizens of non-EU countries who are legally resident in Ireland);
· Asylum Seekers, where the activities relate to their reception.
Under the Capacity Objective, actions may also target;
· Public authorities, civil society bodies and recipients of AMIF funding and the staff and volunteers of those entities.
Are EU Migrants excluded from AMIF?
The AMIF Fund is focussed on Third Country Nationals (TCN’s) (citizens of non-EU countries, legally resident in Ireland). EU Migrants are included under PEIL (ESF) and will be included in the National Funding under the forthcoming Migrant Integration Strategy.
Who manages AMIF in Ireland?
The AMIF Fund is managed by the Office for the Promotion of Migrant Integration (OPMI) in the Department of Justice and Equality. The EU Funds Unit, Department of Justice and Equality will be managing the day to day administration of the fund on behalf of OPMI.
How much funding is available?
€4.5 million is available in this call. A second call is envisaged in 2019.
Is funding available for projects that operate outside of Ireland?
The geographical scope of the funding for activities in the 3 most recent calls are confined to intervention activities in the Republic of Ireland.
Can you tell me about what activities are being sought under the ‘Reception Activities’ objective?
The National Programme AMIF 2014-2020 provides guidance of the types of activities eligible to be funded under Reception activities. Other activities not listed may also be eligible but you should use the examples as a guide to the type, scope and direction of eligible activities. The National programme is available online here: http://www.integration.ie/website/omi/omiwebv6.nsf/page/AXBN-AAFNRW1842930-en/$File/National%20Programme%20AMIF.pdf
How is AMIF funding linked to national integration policy?
A revised National Integration Strategy is due to be published in the near future. In devising the strategy. a number of areas of importance were identified and have been included in Irelands National Programme under AMI 2014-2020. Ireland’s National Programme AMIF (2014-2020) sets out national integration objectives and actions targeted for AMIF funding.
Is there any connection between the ‘National’ Funding Programme under AMIF and project assessed under this AMIF Call for Proposals?
The two funding programmes are separate. The National Funding Programme under AMIF will commence later and will broadly be concentrated on activities targeted at the integration of migrants.
What is the difference between ‘reception’ and ‘integration’ supports?
Asylum seekers, where the activities relate to their reception are eligible for reception supports – focused on activities that meet the basic social, medical and information needs of the target group. Person whose stay in the State is of a lasting and stable nature are eligible for reception and integration supports.
Can the projects start later than February?
The latest start for projects is 30 June 2017.
Will this be the only call for AMIF/ESF PEIL between now and 3-4 years time? The reason I ask this is because project duration can be from 1-3 or 1-4 years long depending on the fund. If a project was submitted now for a 1 year timeframe, am I right in assuming that no more funding under AMIF or ESF will be available until the 3 / 4 year timeframe of this call runs out?
There are no plans for further calls under ESF PEIL 2.7 Integration and Employment of Migrants (4 year projects) and the further calls for proposals under the specific objectives under AMIF and under ESF PEIL 2.9 Gender Equality will not take place until 2019 (indicative date at this stage). However, should the funding advertised in the calls launched 22nd September 2016 not be allocated in full the Department may review the matter at a later date.
Is there any scope to apply for funding across the strands?
There is nothing to prevent an organisation preparing an application under more than one Fund. It is precluded that a project action can be funded by more than one fund. It is acceptable to prepare an application that will have linkages but each application will be a distinct project. Each of the strands of funding will be scored and assessed separately. The 25% matching funding requirement under AMIF must not originate from any other EU Fund as this is specifically excluded by the Commission.
Can an organisation submit applications under each of the three calls (ESF PR 2.7, ESF PR 2.9 and AMIF)?
Yes, an organisation can submit applications under each of the calls provided the projects are separate and distinct projects. The 25% matching requirement which applies to AMIF only, cannot be funded from any other EU fund.
What sort of project monitoring and evaluation is recommended - internal or external?
Information on project monitoring and evaluation obligations to be met under the AMIF and ESF PEIL is available in Section 5 of the Information and Guidance for Applicants document. Any other project monitoring or evaluation is a matter for the applicant organisation.
What is the eligibility period for expenditure?
Projects will be funded for a minimum period of 1 year and a maximum period of 3 years.
Projects shall commence in the period from 1 February 2017 to 30 June 2017.
Expenditure will be eligible from the date of commencement of the project to a maximum period of 3 years.
Is there funding available for research projects?
General research on immigration of TCNs would not be covered by the Fund. Research into what works in integrating TCNs could be covered. Research may have a role in the context of capacity building under the Integration objective but any action has to be closely related to the National Programme AMIF objectives.
What is the timeframe for AMIF projects?
Projects shall commence in the period from 1 February 2017 to 30 June 2017. Projects will be funded for a maximum period of 3 years from date of commencement.
Can AMIF fund advocacy work?
Advocacy in individual cases would be eligible for funding, for example, legal advice and representation is mentioned in the Regulation. Nothing resembling advocacy for policy positions is in the Regulation and therefore is not considered to be eligible for funding.
During the launch of the call for proposals there was no mention of the AMIF budget for Return, which is one of the four specific objectives of the AMIF. Do you know how and when the pot of money for return, specifically voluntary returns, and associated information related services will be disbursed? Do you know who would be the informed contact on this issue in Dept of Justice/INIS?
The EU Funds Unit is not administering Return actions. These have been assigned to the Repatriation Unit of INIS.
The Capacity building objective was described as being for state and civil bodies can this also target migrant civil society community groups?
Yes, target participants can be migrant organisations. Please refer to the National Programme for guidelines on types of capacity actions. The list is not exhaustive but indicative and if the action fits in with the aim of the National Objectives, it is eligible to be funded.
Is there a breakdown of the money that is available for Reception activities and that available to integration activities?
The National Programme contains allocations between Reception, Integration, Asylum and Solidarity and we will need to respect these over the course of the programme. We can increase expenditure on any one by 15% or more with the consent of the commission.
In the area of Reception the majority of people there do not have documentation. Asylum seekers can be the only target for reception activities. Clarification is sought if a project was applying for funding under a broad range of integration activities, would asylum seekers have to be excluded from the activity.
The interventions that target asylum seekers are within the reception area of activities.
Refugees and anyone with status is eligible for the integration activities. Asylum seekers are eligible for reception activities only.
Who can apply?
Public, Private and Voluntary Bodies are eligible to apply.
Can projects funded under the last programme be funded under this new programme of funding?
This is a new Programme of funding. All processes and criteria for selection are new. There may be actions that build on previous project achievements. These Calls are not seeking to roll over funding from previous programmes.
Do all the partners need to be legally registered or is it sufficient for the lead partner only?
It is the lead partner who will sign the grant agreement, it is therefore sufficient for the lead partner to be the only legally registered entity.
Is it a condition of the call that an applicant organisation must have charitable status to apply for funding?
It is not a condition of eligibility for an organisation to have charitable status. If however, an organisation is a charity, it is a requirement for all charities to register as a charitable organisation.
Is there a preferred model for the application, either as a single organisation application or as a joint application?
There is no additional weighting or scoring for joint applications although geographical scope will be considered. It is acknowledged that the size of the budget is greater than previous funding rounds. A lead applicant is required to make the application.
Would it be better for a National Organisation to apply as the lead for Community Groups?
Grants are large and there must be a single proposal that meets the minimum grant amount. If actions are happening at the community level, the organisations are encouraged to collaborate in bringing together a range of actions that will meet the minimum grant application.
Can an organisation act as lead applicant in several applications under the same call?
Yes, an organisation can act as lead applicant in more than one application under the same call as long as the projects are separate and distinct projects.
Is it possible to submit an application in a single capacity and also as a partner in another project?
Yes, you can apply both as a lead organisation and as a partner on another project.
Can Northern Ireland delivery be referred to as evidence of experience in question 4.2?
Yes, relevant experience of delivery of programmes in Northern Ireland can be used to indicate past experience.
What kind of outcomes are being sought?
A wide range of outcomes will be considered. Proposals must include detailed outputs and results that are intended to be achieved with the funding.
The National Programme targets 20,000 migrants to be engaged. Is there any weighting being given to projects that engage with more persons than those that engage more intensively?
It is correct that 20,000 are targeted but this would not rule out a more intensive project.
The AMIF is less participant driven and a quality intervention that reaches a small number will be assessed on its merits, the quality of the proposal will drive the funding.
The application must be made online, what documentation are projects required to submit at application stage?
Applicants are advised to read the Information and Guidance for Applicants very carefully before submitting their application. In particular, prior to submitting your application, you should refer to Sections 1.7 and 1.10 and the checklist of documents in Section 12 of the Application Form Part I. Please note that other than the required documents, no other additional attachments will be accepted.
When completing the Budget Cost (Application Form Part II) is it necessary to itemise expenditure every year or for the 3 years?
You are requested to itemise the budgeted projected costs for each year of the duration of the project.
What happens after I submit an application?
Applications will be assessed by project assessors in the EU Funds Unit and a report prepared for an Appraisal Committee. The Appraisal Committee will make recommendations for project funding to the Department of Justice and Equality. Notice will be provided to projects in December of the success or otherwise of their application.
Can applications forms be printed down, completed and returned by post?
No, applications for each of the calls will only be accepted online through the dedicated email address firstname.lastname@example.org.
What are the closing dates for the Calls?
PEIL ESF Integration and Employment of Migrants
12 noon, 3 November 2016
PEIL ESF Gender Equality
12 noon, 8 November 2016
12 noon, 10 November 2016
Is there a deadline for receipt of clarification questions for each project?
We have not set a closing date for queries, and therefore will attempt to respond to all queries received up to the closing deadline for the application process. However, we have a 3-day target turnaround, and therefore, cannot be confident of responding to all queries received within 3 days of the closing date for applications, particularly those which are more complex or may require us to consult with other specialist sections for advice.
Can one submit one application covering both Reception / Asylum and Integration/legal migration within the one application? I ask
this because on page 9 of the application form, within Section 6, question 6.4 instructs to 'mark the most appropriate specific objective under which you are applying for this project'. So if the bulk of the proposed application relates to the 'Asylum' SO, is it still acceptable to have some proposed Integration/Capacity actions within the same project proposal?
Yes applicants may submit a single application covering both Asylum and Integration/legal migration within the one application.
Applicants may also tick more than one box in both National and Specific Objective columns.
If I can not fit all the information about my organisation's project within the word limits on the application form, can I either exceed them or send additional information in an attachment with the application form?
No, applicants should keep to within the word limit if possible and additional information on the proposed project attached separately will not be included in the application assessment. There are no plans to apply a very strict word count on applications. However, were it to be excessively over the limit, in the interest of fairness to all applicants, we might have to have regard for that in the appraisal process. Applicants are free to insert diagrams into the answer boxes.
The application must be signed by an Authorised Agent. Should this be the CEO or a Board Member or is this an internal decision for the organisation?
It is an internal decision for an organisation who signs off on the form but someone at the level of CEO, Board Member or equivalent level would be recommended - it should be someone who has sufficient authority within your organisation to deliver on the commitments made in the application form.
Is it acceptable to put charts or diagrams in the application?
Yes, the inclusion of charts and diagrams within the text boxes for answers on the application form (part I) is a matter for the applicant.
With reference to section 1.9 of the specification: ‘Successful applicants will be required to enter into a Grant Agreement with the Department of Justice and Equality’ – can you please advise where a copy of the grant agreement can be accessed?
We are not making a sample grant agreement available at this stage. A grant agreement will be forwarded to all successful applicants following the project appraisal process.
Does the question in Application Form Part I Section 3, question 3.2 refer to EU and government/public service related grants only?
Section 3 refers to all grant funding received, regardless of the source. This question is to get an idea of the history of managing grants within the organisation.
In relation to Section 7 of the application form, the staff section only provides space for 3 members of staff – are we able to include additional text boxes if we have more than three staff delivering the project?
Yes if you are proposing more than 3 project staff you may include additional text boxes.
Please can you confirm what costs you are expecting to see in Section 8 Project actions and outputs table e.g. does this need to include office rents, staff costs? Do the costs listed here also need to reconcile with those in the Application Form part 2 cost template?
If you have direct costs associated with an action (e.g. you hire a trainer and/or a room for a seminar), then that cost would be included in section 8. Indirect costs should not be included under the actions. There is no requirement either way to include or exclude apportioned direct staff costs.
On an overall basis, the "total cost of your project" listed under section 7.1 of the application form should tally with Part 2 of the Application Form. It is not a requirement that the total cost of the actions in Part 8 should tally with the total cost in Part 2.
Are we able to expand the project plan section of the application form to include additional outcomes or actions if required?
Yes it is appropriate to expand beyond the number of Outcomes allowed for on the application form.
Matching Funding (AMIF only)
Are 100% of projects costs being provided under AMIF funding?
No, the AMIF Fund will provide 75% of the eligible costs of the project. The Project applicant must raise the remaining 25% of the cost of the project.
Can contributions ‘in kind’ be included as part of the 25% costs that must be raised by the applicant?
No, in kind contributions are not acceptable under AMIF.
In kind contributions represent the provision of goods or services to an organisation by one of its members, valued in monetary terms. An in-kind contribution can consist either of the direct provision of a tangible asset to the infrastructure or of expenditure incurred directly by the contributor, which benefits the infrastructure and satisfies its objections. They include goods, use of services and facilities, professional services or expertise in the form of staff time, provision of or access to equipment, special materials.if
Co-funding up to 95% was available for projects working with minors, is this available under AMIF?
The Matching Funding requirement in this AMIF call is for 25% matching funding.
In the question and answer section it alludes to match funding of 25% yet in guidance notices it states that 50 % of funding comes from EU and 50% from Dept of Justice. Could you please clarify?
The requirement for 25% matching funding is in relation to AMIF only. Projects funded under PEIL ESF will be 100% grant funded. This will be paid from the Department of Justice and Equality and is 50% funded by the Exchequer and 50% funded by the European Commission.
Is it possible to use SICAP (Social Inclusion Community Activation Programme) funding as ‘matching funding’ for an AMIF funded project?
The Matching funding being put forward under AMIF must not originate from another EU Commission Fund. In this particular case SICAP is part funded by ESF and therefore cannot be used as matching funding.
What details about the matching funding commitment do you need?
A letter or letters committing to fund 25% of the total project cost is/are required at application stage. The letter must be on the headed notepaper of the organisation(s) providing the matching funding and signed by senior management within the organisation(s), this will usually be at CEO, Director, CFO level.These can be uploaded as attachment(s) and submitted with your application. The letter should also indicate the schedule for matched funding draw down. At Grant Agreement stage the schedule for drawing down the matching funding will be agreed and included in the Grant Agreement.
Many organisations are funded only on a yearly basis. Is it acceptable that the project commits to matching funding, subject to that funding being allocated in that year?
The constraints of the public funding system are acknowledged. In principle, commitment to funding over the lifetime of the project subject to funding being allocated on an annual basis will be acceptable.
Is there any possibility of funding under the National Funding Programme being made available for use as matching funding?
The National programme of AMIF funding will come at a later point and will not be available for matching funding.
At what intervals is the matched funding required to be drawn down from partners?
There is no particular requirements set down for draw-down, however the drawdown schedule should be indicated in the letter from the matching funding provider organisation.
Other Funding questions
Is there a minimum/maximum expectation for administration costs?
There is no minimum level however for indirect costs, a maximum of 15% of direct salary costs has been set.
Are financial control costs (a % of salary for a finance person) considered as administration?
Financial control costs are considered to be administration costs.
Are these costs classified as direct or indirect?
A finance person’s salary is considered to be an indirect cost.
In what detail must indirect costs be detailed or is it ok to just give a flat figure – e.g. 5%? The EU Funds Unit will pay a maximum of 15% of the direct salary costs towards indirect costs. There is no requirement to provide details in the budget or to provide invoices or receipts in this instance.
Are pension costs restricted to 10% of salary?
The pension contribution that the employer makes on behalf of the employee (employer’s pension contribution) is allowed as long as it is in line with general pension arrangements in the organisation. Pension costs will be limited to a maximum of 10% of salary.
Are any other costs not allowed – e.g. health insurance (if relevant)?
No additional pay costs other than Salary, Employers PRSI and Pension costs will be considered for funding.
I note that there is a minimum amount of funding that organisations may apply for however is there a maximum amount set?
No, there is no maximum amount set.
Is guidance available on the eligibility of expenditure items?
The EU Funds Unit will be providing a guidance document dealing with the eligibility of expenditure items, for each of the AMIF and ESF calls, in advance of the sign off of grant agreements.
As a general rule of thumb, all necessarily incurred direct staff and project costs will be eligible for funding together wih apportioned indirect overhead and administration costs once these can be supported by a reasonable apportionment policy. In the case of AMIF only, up to 75% of these costs will be eligible, the remaining 25% being funded via the matching funding arrangement that the project has entered into.
Categories of Cost
When drawing up your project budget you should seek to allocate cost to the most appropriate category as set out below.
Direct staff costs
All staff costs, including contract staff with a direct role in the project.
Indirect staff costs
Costs of administrative management and support staff
Direct project costs
All costs (not included separately in another category) incurred directly in operating / running the project
All shared office costs including light and heat etc. Being apportioned to the project.
All directly attributable administrative expenditure incurred on the project e.g. stationery.
Travel and subsistence
Travel and subsistence costs of Direct Staff
All asset purchases
All goods (including equipment below minimum asset value) purchased for use in its entirety in the project. No further use / value expected beyond the project.
All office rental cost and project activity room rental costs.
What are the procurement regulations that must be complied with?
A snap shot of the procurement requirements is outlined below. A file record should be maintained.
Less than €5,000 obtain verbal quotes from at least 3 competitive suppliers. Select lowest price/most suitable.
€5,000.01 to €25,000.00 A minimum of 3 written quotations sought from competent suppliers who ordinarily supply the relevant service.
€25,000.01 to € EU threshold Full Tender Action
Further information on the national procurement guidelines are available on the etenders website
If my application is successful, when will grant funding commence? / How will grant funding be provided to the projects and with what frequency?
Funding will be provided through EFT direct to your nominated bank account. An initial funding amount of 20% - 30% of total grant funding will be provided. Subsequent funding will be provided in accordance with the grant agreement and subject to need. Funds on hand will be monitored through the quarterly financial expenditure reports submitted to the EU Funds Unit, subsequent funding may be delayed where there is considerable under spend in the projects.