Kutse

FRONTSX To NFPOC Estonia, Latvia, Lithuania, Poland and Sweden

Subject: Invitation to the MMO's event in Turku, Finland organized within MMO Baltic Sea 2024

Warsaw,20th September 2024

Dear colleagues,

Frontex - the European Border and Coast Guard Agency, in cooperation with Finnish Border Guard (BG), are pleased to invite the relevant stakeholders to:

“Closing event of the MMO Baltic Sea 2024”

To this event are invited, on the concluding day of the MMO Baltic Sea 2024, the representatives of involved Agencies' communities from the host and participating MS involved in this operation as well as other stakeholders, considering the enhanced cooperation achieved during the MMO, for an initial outcome of the operational activities performed within this operation as well as to share, in a nutshell, the conclusions and proposals as recommendations for future operational activities to be implemented by EFCA, EMSA and Frontex within Baltic Sea area.

Therefore, I would like to inform you that the one-day MMO's closing event is planned on 30 October 2024 in Turku, Finland, one of the operational location of the MMO Baltic Sea 2024.

Thanks to the fruitful implementation of MMO activities for the second consecutive year in Baltic Sea area, in order to ensure the representation of the MMO operational actors as well of other stakeholders, we would like to invite you to nominate up to two maritime experts representing Frontex own community from your country, in accordance with the following schedule:

Event venue

Number of participants

Day of arrival Closing event of MMO Day of departure

Turku/FIN 2 29 October 30 October 31 October

The event will consist in presentation of overall activities performed within MMO Baltic Sea 2024, the achievements and to collect the first conclusions and recommendations from representatives of the operational actors involved within this operation.

The cost related to the participation of your representatives will be reimbursed by Frontex according to the attached reimbursement rules.

Logistical and practical details will follow.

Should you have any question, please do not hesitate to contact the operational experts from the Frontex Coast Guard Sector, e-mail [email protected] and, for logistical purposes, the Coast Guard Sector specialist Edyta ABRAMOWICZ: +48 785 111 236 / e-mail: [email protected].

The participation should be confirmed by submitting completed Frontex Registration Form to: [email protected] by 07th of October 2024.

The attendance of your experts to the upcoming workshops would be greatly appreciated and I am looking forward to your positive response.

Sincerely, ким

Kari Loukkaanhuhta

Head of Programs and Policies Unit

rontex - European Border and Coast Guard Agency

www.frontex.europa.eu | PL Europejski 6, 00-844 Warsaw, Poland | Tel. +48 22 205 95 00 | Fax +48 22 205 95 01

Frontex - European Border and Coast Guard Agency

www.frontex.europa.eu | Pl. Europejski 6, 00-844 Warsaw, Poland | Tel. +48 22 205 95 00 | Fax +48 22 205 95 01

REIMBURSEMENT RULES

2024/OPD/CGS – REIMBURSEMENT OF PARTICIPANTS

Closing event of the MMO (Multipurpose Maritime Operation) Baltic Sea 2024, 30th October 2024, Turku, Finland

Frontex shall reimburse persons participating in the meeting on the basis of the following rules:

1. Reimbursement covers travel expenses, accommodation and daily subsistence allowances

(DSA) as incurred by the sending institution in accordance with its internal rules. However, the

reimbursement is always subject to the following limitations:

• Travel expenses cover the costs of transportation used between the place of employment/residence and the place of the meeting. They are reimbursed at the maximum amount of 1100 EUR for travels within Europe. They include: travel insurance (if obligatorily imposed by the carrier) and long distance means of transport (one or more) such as: plane (economy class), train, long-distance bus, ferry or car and are reimbursed upon presentation of supporting documents: a ticket (with a clearly indicated price) or an invoice. As a general rule, a taxi is not to be treated as a long-distance means of transport. Travel expenses cover also the costs related to Covid-19 tests (bill/invoice for the tests should be submitted together with other supplementing documents). The costs of travel by car are reimbursed upon presentation of a statement indicating the exact route and number of kilometers or a kilometer log. The kilometer allowance is fixed at the maximum rate of €0.28 per km and it covers all costs related to the use of a car such as: fuel, motorway tolls, parking fees, car wash, etc.. If justified, car rental costs are eligible for reimbursement based on the car rental invoice. An additional maximum rate of €0.28 per km is granted to cover the costs related to the use of the rented car such as fuel, motorway tolls, parking fees, car wash, etc.

• For accommodation and DSA the amounts claimed cannot exceed the rates used by the European Commission for the country where the meeting takes place.

• Accommodation expenses cover the costs of nights at the place where the meeting is held and/or during travel period if necessary. Non-obligatory expenses such as charity contributions, pay TV, mini bar, etc. are not reimbursed. The number of nights reimbursed must not exceed the number of meeting days + 1. Accommodation expenses are reimbursed on presentation of supporting documents: hotel bill or invoice.

• DSA is intended to cover meals, local transport within city administrative boundaries (such as train, bus, tram, metro, taxi), telecommunications, accident insurance and other sundry expenses. No supporting documents are required to prove the expenses related to DSA. The maximum amount reimbursed by Frontex is limited to the maximum rate applied by the European Commission for the country in which the meeting takes place multiplied by the number of eligible nights or meeting days, whichever is bigger. For each meal offered (lunch or dinner) a reduction of 25% of the maximum rate is made.

2. In the framework of this meeting Frontex will reimburse the number of experts indicated in

the invitation letter unless otherwise agreed and justified. As a rule, Frontex does not reimburse

EU institutions, bodies, offices and agencies, unless otherwise agreed and justified. The same

rule applies to organizations with which Frontex has signed a working arrangement specifying

that each party bears the costs of its own staff participating in the other’s activities. In addition,

as per MB decision, as of 2016 Frontex does not reimburse the participation of United Kingdom

and Ireland in its activities.

Frontex - European Border and Coast Guard Agency

www.frontex.europa.eu | Pl. Europejski 6, 00-844 Warsaw, Poland | Tel. +48 22 205 95 00 | Fax +48 22 205 95 01

3. All reimbursements are paid to the bank account of the sending institution. Thus it is the

sending institution which must address Frontex requesting the reimbursement of costs for its

employees. Only in case of private experts who do not represent an institution, the

reimbursement may be paid to the private expert.

4. In order to apply for a reimbursement, the following documents, filled in by the sending

institution, must be submitted:

• Application for reimbursement covering all the costs and all participants, signed and stamped by the institution’s representative, clearly indicating the project number and dates of the meeting.

• Supporting documents, as described above.

• Financial Identification form indicating Bank Account, only if it has not been submitted previously or if the Beneficiary is changing his bank account (please use the form available on: http://ec.europa.eu/budget/contracts_grants/info_contracts/financial_id/financial- id_en.cfm).

We kindly request you not to attach any other documents!

5. The reimbursement is paid in EUR. For invoices issued in other currencies, the exchange rate

used is the monthly accounting exchange rate published by the European Commission applicable

for the month in which the invoice/ bill was issued (available on the following website:

http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/index_en.cfm).

6. All the documents are to be submitted in PDF format once by e-mail (at

[email protected] and [email protected]) not later than 45 days after the

last day of the meeting at Frontex, Plac Europejski 6, 00-844 Warszawa, Poland.

Country Maximum rate of

accommodation (EUR) Maximum rate of daily

subsistence allowance (EUR)

Finland 142 113