The outbreak of Covid-19 (Corona Virus) in the EU and elsewhere has a practical impact on many Horizon 2020 projects. For instance, it may prevent beneficiaries to fulfil their obligations under the action or even to carry out work in a zone affected by the virus. It may also force beneficiaries to cancel a meeting due to unavailability of key staff or because most of the participants cannot attend. But how to deal with the eligibility of the costs (event, flight, hotel etc.) in case of cancelled meetings. Are the costs for cancelling eligible within the H2020 project (force majeure)? 

The Article 51 of the H2020 Model Grant Agreement (H2020 MGA) sets out the general framework and conditions in which the force majeure clause can be used. ‘Force majeure’ relates to an extraordinary and unforeseeable event or situation that is beyond the beneficiaries control and that prevents them from fulfilling their obligations under the action.

As a general rule under H2020, in case of force majeure, a party will be excused from not fulfilling its obligations (i.e. there will be no breach of obligations under the GA and none of the adverse measures for breach will be applied).

If such a situation occurs, beneficiaries must immediately inform the Commission/Agency/Funding Body, which will examine on a case-by-case basis the possible application of the rules on force majeure. Moreover, beneficiaries must immediately take all the necessary steps to limit any damage due to force majeure (e.g. try to cancel the flight ticket, claim the reimbursement from the cancellation insurance (if applicable)).

Costs will be eligible, if they fulfil the general eligibility conditions set out in Article 6 H2020 MGA like any other costs incurred under the action. If force majeure entails extra costs for the implementation of the action, these costs may be eligible if necessary for the implementation for the action (e.g. a cancelled conference is reorganised at a later stage). However, the maximum grant amount cannot be increased. 

For example, if a meeting/event cannot take place due to force majeure, travel and accommodation costs (that could not be cancelled and which are not reimbursed from other sources) may still be charged to the H2020 action if they fulfil the cost eligibility conditions, even if the beneficiary did not travel and did not take part in the meeting/event.