This leaflet was developed as an instrument meant to help the beneficiaries and potential beneficiaries in the Bucharest-Ilfov Region in order to draw in as many funds as possible for projects with non-reimbursable financing from the Regional Operational Programme (ROP).

The leaflet briefly presents the main aspects to be considered in the preparation, elaboration and implementation of a project.



The identification of the need to develop an activity in order to obtain results can materialize in the objectives of a project.

The project involves carrying out activities that aim at a particular objective, by putting into practice a goal in order to achieve some clearly defined results, within a well-defined time period.


In order to achieve the success criteria proposed by the project, the following factors must be taken into account:


The objectives proposed by the project must be realistic and take into account the economic, financial and social factors of the environment in which it will be implemented.


A project must meet the real needs of the beneficiaries and its results will lead to a positive change.

Financing sources

In order to support a project, sufficient financial resources must be provided from different sources of funding:

  • funds from the financing programmes suitable for the idea of the project;
  • co-financing (loans, guarantees);
  • own funds to provide the cash needed for the performance of the project’s activities until the reimbursement and the covering of the percentage of own expenses.


The impact of the project must be considered starting from the project preparation phase.


The consequences of the implementation of the project must continue after its completion, with notable positive effects on the beneficiaries and on the environment where it was implemented.

Partners identification

The partners have the same rights and obligations as the beneficiary.




Carefully and thoroughly study of the applicant’s guide and of the related legislation;

Coherent correlation of the proposed objectives with the recommendations of the financier in order to achieve the indicators set by the programme.

The activities of the project must be realistic, their results influencing the indicators.

Demonstration of the sustainability of the project!


1. Strict compliance with the requirements specified by the financier

  • The applicants and the partners should be eligible;

  • The project falls under the categories of related operations;

  • The activities and the expenses should be eligible according to the legislation in force;

  • The rights over the infrastructure, if it represents an investment objective within the project;

  • Consultation of the relevant legislation.

3. Elaboration of the technical and economical documentation (according to GD no. 907/2016), if applicable

4. Elaboration of the plan of the activities within the project

The plan of the activities within the project is carried out in accordance with the provisions of the financing programme, following its specific objective, the intended use of the funds provided and the direct beneficiaries of the investments made. All the activities included in the activity plan should take into account the contractual conditions, both general for accessing EU funds and those specific to the programme.


  • Realistic, with sufficient time reserves;
  • The objectives, the results and the indicators must be well substantiated and correlated with the activities of the project;
  • The implementation duration of the project’s activities must not exceed the programme’s end date.

2. Project team

Involvement of the partners in the preparation and the elaboration of the project

  • Ensuring sufficient human resources;
  • Relevant experience in project management, especially for the decision-makers involved in the project;
  • Preparing the staff who will carry out the activities within the project;
  • Establishing the responsibilities in carrying out the activities of the project.

Responsibilities of the project manager

  • Responsible for implementing the project activities in accordance with the conditions undertaken in the financing contract;
  • Ensures the observance of the application of the national legislation and of the provisions of the EC Regulations;
  • Provides the information requested to the intermediate body / management authority in due time;
  • Observes all the provisions of the financing contract.


5. The elaboration of the promotion and advertising plan, part of the general plan of activities

Information and promotion of financing from European funds is an important and mandatory component in the implementation of the projects benefiting from these funds.

Financing applicants must develop a series of information and communication activities, in accordance with the provisions of the Applicant Guide (general/specific) and the Visual Identity Manual. In order to carry out these activities, both the human resources with clearly defined responsibilities, and the sufficient financial resources will be established.

Firstly, the activities indicated as mandatory for information and promotion, by the financier, will be planned. Depending on the budget and the promotional needs of the project, other activities with impact on target groups will be planned.



Planning of the information and promotional activities is part of the entire project planning activity.

The activities calendar will take into account the deadlines provided by the financier and the way the project is developed.

The activities will be carried out by persons with distinct responsibilities in the information and promotional activity.

Communication means and tools

Promoting the role and the contribution of the 2014-2020 Operational Programmes/other financing programs to the national/regional development;

Ensuring transparency and dissemination of the information regarding the sources of financing for contracting the funds allocated by the programme to all categories of potential beneficiaries;

Pointing out the value of the institution/organization managing the programme and the project contribution to the direct beneficiary and the beneficiaries of the activities carried out through the project.



Funding request (Annex 2 to the financing contract)

  • Transposition of the data developed on the structure of the funding request;

  • Correlation of the information presented in the Funding Request with the ones presented in the annexes;

  • Numbering the funding request and the attached documents;

  • Verification of the quality of the project (the use of the evaluation grids).



Mistakes made during the elaboration of the projects

  • Unrealistic planning of the activities;

  • The team members do not have clearly defined responsibilities in order to fully cover the activities of the project;

  • Not clear definition of the potential beneficiaries of the project’s results;

  • Failure to comply with the stages specified in the public procurement legislation;

  • Unrealistic allocation of the financial resources for each activity (overvaluation/undervaluation)

Submission of the projects

The Funding Request (FR) is filled in directly online on My SMIS 2014. The filling in instructions are found in the FR, Annex to the Specific Guide.

The MySMIS2014 information and data exchange system facilitates the electronic exchange of information between the potential beneficiaries, the beneficiaries and the authorities responsible for managing the European structural and investment funds.

Mistakes made when submitting and filling in the funding request

  • Submission of the funding request at the last minute;
  • Failure to comply with the directions for filling in the funding request;
  • The absence of numbering or wrong numbering (where applicable);
  • Filling in the budget incompletely, wrongly or with calculation errors;
  • Non-correlation of the information within the documents;
  • The absence of certain mandatory documents.

Instructions for filling in the sections from the funding request

  • It means the selection of a call by the legal representative, the selection of the objective specific to the operation/action (click the “Confirm” button), the title of the project shall be filled in and then click the “Save” button;
  • The user enrolled with the legal entity will be able to see the call for project selected by the legal representative and will be able to write only for the projects of the legal entity, if he has received the legal representative’s consent;
  • After creating/selecting a project, data can be entered on the structure of Funding Request defined by the MA at the call selected for that project;
  • The generated document will be electronically signed by the person electronically identified as the legal representative of that legal entity;
  • The funding request (submission of the project) can be submitted ONLY by the legal representative;
  • All documents attached to the funding request will be uploaded in MySMIS2014 in PDF format with electronic signature.


Project Team

Clear duties in the project management (job descriptions) based on relevant experience in project management
by correlating the responsibilities with the activities of the project.

Public Procurement Procedure

Plan of Activities

  • Compliance with the legislation regarding quality in construction (for infrastructure investments)

  • Compliance with the schedule of the public procurement and activities;

  • The duration of the implementation of the activities of the project must not exceed the programme’s end date.


Promotion and advertising activities

  • Carrying out information and publicity activities related to the non-reimbursable financial assistance obtained through the Regional Operational Programme, in accordance with those declared in the funding request;

  • Use of the technical information comprised in the Visual Identity Manual for all the communication products developed during the European funded projects;

  • Submitting to the Intermediate Body for approval the information and advertising materials developed for the implementation of the information and publicity measures undertaken through the financing contract, at least 15 business days before their launch and utilization;

  • Archiving in a file (printed and/or electronic) where there shall be registered all the documents and products related to the information and publicity activities performed;

  • Informing through the media the start of the activities of the project;

  • Upon completion of the project, the beneficiary will publish a report on the project and its results in the local newspaper with the largest audience, except for tabloids.

Target groups

Maintaining good relationships with various types of audience, by transmitting appropriate messages and direct actions of information and promotion.

  • The users/the beneficiaries of the project carried out (priority audience)

  • Mass media (mass media facilitates the flow of information)

  • The general public

Messages of the programme

  • Creating a harmonious visual identity in order to ensure the coherence and the stability of the programme over time;

  • Customization through the beneficiary’s logo (pictographic element in its visual identity).

Messages for the promotion of the project

Through a creative approach of the messages, it is aimed at efficiently transmitting to the target groups the information about the objectives pursued and the results achieved in the implementation of the projects.

Visual identity manual

System of instructions, rules and recommendations for the application of the fundamental visual identity elements:

</p> <h3 style='text-align: left;'>Temporary panel</h3> <p style='text-align: left;'>General conditions:</p> <p style='text-align: left;'><strong>Location</strong>:</p> <ul style='text-align: left;'> <li>Throughout the implementation of the project and three months after its completion</li> <li style='text-align: left;'>In a visible place, at the location of the project. For multiple locations of the project, the most appropriate location for visibility will be identified at at least one of its locations.</li> </ul> <p style='text-align: left;'><strong>Execution</strong>:</p> <ul style='text-align: left;'> <li>Weatherproof material</li> <li>If the panel gets damaged, it must be restored within 15 working days.</li> <li>The model will contain visual identity elements and the information provided for by the <u>Visual Identity Manual</u></li> </ul> <p style='text-align: left;'>Specific conditions:</p> <p style='text-align: left;'><strong>For projects whose value of the public contribution exceeds EUR 500,000</strong>:</p> <p style='text-align: left;'>a.1 <strong>Infrastructure investments</strong>:</p> <ul style='text-align: left;'> <li style='text-align: left;'>Display: within at most 4months after the order on the commencement of the works is issued</li> <li style='text-align: left;'>Size: L 0.8m x h 0.5m</li> </ul> <p style='text-align: left;'>a2. <strong>Purchase of goods</strong></p> <ul style='text-align: left;'> <li style='text-align: left;'>Display: within 30 business days after the conclusion of the contract on the purchase of goods</li> <li style='text-align: left;'>Dimensiune: L 0,8m x h 0,5m</li> </ul> <p style='text-align: left;'><strong>For projects whose value of the public contribution does not exceed EUR 500.00:</strong></p> <ul style='text-align: left;'> <li>Display: in a visible place at the main entrance to the building where the project is being implemented.</li> <li>Execution: poster/panel size A2</li> </ul> <p>
All models will contain visual identity elements and the information provided for by the Visual Identity Manual

Financial management

The Beneficiary has the obligation to provide the resources necessary for carrying out the activities of the project, and to pay the amounts necessary to ensure the eligible co-financing and the financing of the non-eligible expenditures for the implementation of the project.


The beneficiary must keep an analytical accounts of the project, keep accurate and periodic records, as well as separate and transparent accounting records of the implementation of the project.


Reimbursement of expenditures /
payment requests

The eligible expenditures must comply with the legislation in force (GD no. 399/2015)

Funding will be granted based on pre-financing/reimbursement/payment requests, prepared in accordance with the relevant annexes to the financing contract


The mechanism of the payment requests – regulated by GEO no. 40/2015 on the financial management of the European funds for the 2014-2020 programming period and the implementing rules of GEO no. 40/2015 approved by GD no. 93/2016.

Reports on the activities carried out and the expenditures incurred:

Progress report (implementation stage and results obtained)

Reimbursement request (detailing the expenditures and annexing supporting documents) :

  • Annex 4 RF Schedule of Reimbursement /payment of expenditures
  • Annex 6 RF Conditions for reimbursement/payment of expenditures


  • Assessment of the achieved performances;
  • Comparison with the items pursued;
  • Application of corrective actions (if applicable).



Monitoring and reporting

Continuously collecting the information about the stage of the implementation of the project in order to correct the deficiencies;

Evaluation of the interim progress and providing the information related to the evolution of the performance indicators;

The way the resources allocated and the services provided have reached their target.

The beneficiaries have the obligation:

to keep and make available to the competent bodies the inventory of the assets acquired through the ROP;

to grant the access right to the sites and areas where the project is being implemented or was implemented, including access to the computer information systems, as well as all the documents and computer files regarding the technical and financial management of the project.

Mistakes made during the implementation of the project

non-compliance with the deadlines and conditions agreed upon;

failure to meet the objectives of the projects, provided for in the request for financing and the indicators initially established;

failure to use the financing for the purpose for which it was granted;

the attempt and the act of fraud in tenders and contracting;

the use of some inadequate financial, accounting and monitoring systems within the projects.


Ensuring the sustainability of the project after the end of the non-reimbursable financing!

The beneficiary must maintain the investment made from the ERDF for a period of five years as of the final payment or within the deadline provided for by the rules regarding state aid.


The previously mentioned deadline is reduced to three years if by the project it is aimed to maintain the investments or the jobs created by SMEs.