Pre-submission checks

General purpose

Pre-submission checks shall safeguard a basic level of completeness and consistency of a submitted application form. This provides a certain level of security to applicants and saves formal verification effort on the side of programme officers. Each Application form requires a successful pre-submission check of content before it can be submitted. Note that automatic checks do not replace human control of application contents.

A successful pre-submission check is no guarantee that an application is fully complete and formally compliant!

Pre-submission checks include verification of mandatory fields and conditions.

Pre-submission rules include business conditions and verification of mandatory fields!

Location and access

Pre-submission checks are located in the Application lifecycle section.

Execution of pre-submission checks

A pre-submission check needs to be executed every time the user wants to submit or re-submit an application form.
The results are shown in an expandable tree. A verification result can be displayed for each section of the application form.
If the pre-submission check is passed successfully, the submit button will be activated.
If the application form is changed or a section is missing, the pre-submission check needs to be executed again.

Types of pre-submission check results

There are three types of pre-submission check results:

Error icon

Comment

Error - verification failed.

Required user interaction.

Warning - there are recommendations on how to enhance the data quality of the Application Form

User interaction is desirable.

Info - verification passed successfully.

All plugin feedback (errors, info.. messages) can be found in a translation file inside of the plugin jar (root directory) - This file is exactly same structure as a system translation file.

In order to translate the plugin, programme shall save the new translation file(s) in the root directory of the jar, following same filename convention (e.g. plugin_messages_fr.properties)

Add-on approach and predefined pre-submission checks

Pre-submission checks are delivered in the form of an add-on. This provides flexibility to programmes to apply individual checks.

Pre-submission rules can be defined by the programmes via an update of the pre-submission add-on.

Find additional information in the related section https://jems-eu.atlassian.net/wiki/spaces/DOC/pages/1854898202

In order to execute a pre-submission check, the user should click the button Run Pre-submission check.

The following table lists the set of predefined pre-submission checks, which are supported by HIT.

Section/Field/Condition	Rule
A.1 Project identification / Acronym	Mandatory (for step 1 & step 2 in case of a 2-step call using the standard plugin)
A.1 Project identification / Project title	Mandatory
A.1 Project identification / Project duration	Mandatory
A.1 Project identification / Programme priority	Mandatory
A.2 Project summary / Summary in English	Mandatory if EN is not application form language

B. Project partners	At least one active project partner should exist
B.1 Partner identity / Partner role	exactly one active lead partner
B.1 Partner identity / Abbreviated name of the organisation	Mandatory
B.1 Partner identity / Name of the organisation in original language	Mandatory
B.1 Partner identity / Name of the organisation in English	Mandatory
B.1 Partner identity / Department / unit / division	Mandatory
B.1 Partner identity / Legal status	Mandatory
B.1 Partner identity / VAT or other identifier	Mandatory
B.1 Partner identity / Is your organisation entitled to recover VAT...?	Mandatory

B.2 Partner main address / Country	Mandatory
B.2 Partner main address / NUTS2	Mandatory
B.2 Partner main address / NUTS3	Mandatory
B.2 Partner main address / Street	Mandatory
B.2 Partner main address / House no.	Mandatory
B.2 Partner main address / Postal code	Mandatory
B.2 Partner main address / City	Mandatory

B.3 Address of department / unit / division (if applicable) / Country	Mandatory (if applicable)
B.3 Address of department / unit / division (if applicable) / NUTS2	Mandatory (if applicable)
B.3 Address of department / unit / division (if applicable) / NUTS3	Mandatory (if applicable)
B.3 Address of department / unit / division (if applicable) / Street	Mandatory (if applicable)
B.3 Address of department / unit / division (if applicable) / House no.	Mandatory (if applicable)
B.3 Address of department / unit / division (if applicable) / Postal code	Mandatory (if applicable)
B.3 Address of department / unit / division (if applicable) / City	Mandatory (if applicable)

B.4 Legal representative / First name	Mandatory
B.4 Legal representative / Last name	Mandatory

B.5 Contact person / First name	Mandatory
B.5 Contact person / Last name	Mandatory
B.5 Contact person / E-mail address	Mandatory
B.5 Contact person / Telephone no.	Mandatory

B.6 Motivation and contribution / Which of the organisation's thematic competences and experiences are relevant for the project?	Mandatory
B.6 Motivation and contribution / What is the role (contribution and main activities) of you organisation in the project?	Mandatory

B. Associated organisation / Name of the organisation in original language is missing	Mandatory
B. Associated organisation / Partner is missing	Mandatory
B. Associated organisation / Country is missing	Mandatory
B. Associated organisation / NUTS2 is missing	Mandatory
B. Associated organisation / NUTS3 is missing	Mandatory
B. Associated organisation / Street is missing	Mandatory
B. Associated organisation / House no. is missing	Mandatory
B. Associated organisation / Postal code is missing	Mandatory
B. Associated organisation / City is missing	Mandatory
B. Associated organisation / Legal representative: First name is missing	Mandatory
B .Associated organisation / Legal representative: Last name is missing	Mandatory
B. Associated organisation / Contact person: First name is missing	Mandatory
B. Associated organisation / Contact person: Last name is missing	Mandatory
B. Associated organisation / Contact person: E-mail address is missing	Mandatory
B. Associated organisation / Contact person: Telephone no. is missing	Mandatory
B. Associated organisation / Role of the associated organisation is missing	Mandatory
B. Associated organisation / Contact person or Legal representative is missing	Mandatory

Partner Co-financing / Source is missing	Mandatory
Partner Co-financing / Percentage is missing	Mandatory
Partner Co-financing / Legal status is missing	Mandatory
Partner Co-financing / Amount > 0	Mandatory

Project partner budget: Budget allocation to periods	Mandatory (if applicable)
Project partner budget: Staff costs	Mandatory (if applicable)
Project partner budget: Travel and accommodation	Mandatory (if applicable)
Project partner budget: External expertise and services	Mandatory (if applicable)
Project partner budget: Equipment	Mandatory (if applicable)
Project partner budget: Infrastructure and works	Mandatory (if applicable)
Project partner budget: Unit costs	Mandatory (if applicable)
Project partner budget: Description/Function	Mandatory (if applicable)
Project partner budget: Unit type	Mandatory (if applicable)
Project partner budget: No. of units	Mandatory (if applicable)
Project partner budget: Price per unit	Mandatory
Project partner budget: Programme unit cost	Mandatory (if applicable)
Project partner budget: Cost	Mandatory (if applicable)
Project partner budget: Quantity	Mandatory (if applicable)
Project partner budget: Unit costs descriptions	Mandatory (if applicable)
Project partner budget: Partner contribution	Mandatory (if applicable)

Partner State Aid: Criterium I answer 1 or justification is missing	Mandatory
Partner State Aid: Criterium I answer 2 or justification is missing	Mandatory
Partner State Aid: Criterium II answer 1 or justification is missing	Mandatory
Partner State Aid: Criterium II answer 2 or justification is missing	Mandatory

At least 1 project partner should exist	Mandatory
Exactly 1 Lead partner should exist	Mandatory
Project budget should be greater than 0	Mandatory

C.1 Project overall objective	Mandatory

C.2.1 Common territorial challenge(s)	Mandatory
C.2.2 Approach to common challenges and/or opportunities	Mandatory
C.2.3 Cross-border/transnational/inter-regional cooperation needed to achieve the project’s objectives and results	Mandatory
C.2.4 Target group should have at least 1 item	Mandatory
C.2.4 Specification of target group	Mandatory
C.2.5 Strategy should have at least 1 item	Mandatory
C.2.5 Contribution to strategy	Mandatory
C.2.6 Synergy description	Mandatory
C.2.7 The project builds on available knowledge	Mandatory

C.3 Project partnership is missing	Mandatory
C.3 Project specific objective is missing	Mandatory

C.4 Project work plan / C.4 Project work plan	Mandatory
C.4 Project work plan / Work plan should have at least 1 work package	Mandatory
C.4 Project work plan / Work package titles	Mandatory (if applicable)
C.4 Project work plan / Work plan should have at least 1 output	Mandatory
C.4 Project work plan / Outputs	Mandatory
C.4 Project work plan / Work package should have at least 1 activity	Mandatory
C.4 Project work plan / Work package objectives	Mandatory
C.4 Project work plan / Work package / Specific objective	Mandatory
C.4 Project work plan / Work package / Communication and audience objective	Mandatory
C.4 Project work plan / Work package / Activities	Mandatory
C.4 Project work plan / Activity / Title	Mandatory
C.4 Project work plan / Activity / Description	Mandatory
C.4 Project work plan / Activity / Start period	Mandatory
C.4 Project work plan / Activity / End period	Mandatory
C.4 Project work plan / Activity / Deliverable	Mandatory (if applicable)
C.4 Project work plan / Activity / Activity should have at least 1 partner	Mandatory (if applicable)
C.4 Project work plan / Deliverable / Delivery period, title or description	Mandatory (if applicable)
C.4 Project work plan / Work package / Outputs	Mandatory
C.4 Project work plan / Output / Programme output indicator	Mandatory
C.4 Project work plan / Output / Output title	Mandatory
C.4 Project work plan / Output / Output description	Mandatory
C.4 Project work plan / Output / Target value	Mandatory
C.4 Project work plan / Output / Delivery period	Mandatory
C.4 Project work plan / Output / Output description	Mandatory
C.4 Project work plan / Work package / Investments	Mandatory
C.4 Project work plan / Investment / Title	Mandatory (if applicable)
C.4 Project work plan / Investment / Delivery period	Mandatory (if applicable)
C.4 Project work plan / Investment / Justification explain	Mandatory (if applicable)
C.4 Project work plan / Investment / Cross-border/transnational relevance	Mandatory (if applicable)
C.4 Project work plan / Investment / Who is benefiting	Mandatory (if applicable)
C.4 Project work plan / Investment / Risk	Mandatory (if applicable)
C.4 Project work plan / Investment / Documentation: Technical requirements and permissions	Mandatory (if applicable)
C.4 Project work plan / Investment / Documentation: Assessment of expected impacts of climate change	Mandatory (if applicable)
C.4 Project work plan / Investment / Ownership: site owner	Mandatory (if applicable)
C.4 Project work plan / Investment / Ownership: retention	Mandatory (if applicable)
C.4 Project work plan / Investment / Ownership: maintenance	Mandatory (if applicable)

C.5 Results / Programme result indicator	Mandatory
C.5 Results / Target value	Mandatory
C.5 Results / Delivery period	Mandatory (if applicable)
C.5 Results / Description	Mandatory

C.7.1 Project coordination	Mandatory
C.7.2 Quality assurance measures	Mandatory
C.7.3 Project communication approach	Mandatory
C.7.4 Financial management and reporting procedures	Mandatory
C.7.5 At least 3 Cooperation criteria should be selected, "Joint development" and "Joint implementation" are mandatory	Mandatory
C.7.5 Cooperation criteria description for selected cooperation criteria	Mandatory
C.7.6 Horizontal principles type	Mandatory
C.7.6 Horizontal principles description	Mandatory
C.8.1 Ownership	Mandatory
C.8.2 Durability	Mandatory
C.8.3 Transferability	Mandatory

E. Project lump sums / Lump sum Partner shares are missing	Mandatory (if applicable)
E. Project lump sums / Lump sum allocation to periods is missing	Mandatory (if applicable)

For applications for Small project funds type, the plugin adapts in following points:

B. Project partners: “Exactly 1 SPF beneficiary must be active”
B. Partner identity: “Type of partner [partnername] is missing
B. Partner budget: “Management budget should be greater than 0”
B. Partner budget: “SPF budget should be greater than 0”
B. Partner budget: “Share of managment budget must not exceed 20% of total budget”
B. Partner budget: “Small project funds allocation to periods is missing”
B. Partner budget SPF: “Unit type is missing”
B. Partner budget SPF: “No. of units is missing”
B. Partner budget SPF: “Description/Function is missing”
B. Partner budget SPF: “Price per unit is missing”
B. Partner: Checks of co-financing are performed for Management costs: co-financing and Small project funds co-financing tabs accordingly
C.2.4a “Recipient group should have at least 1 item”
C.2.4a “Specification of recipient group is missing”