During project implementation, significant amendments to the project require the approval of the responsible ministry. In the event of required project amendments, the implementing organisations are required to submit an amendment request electronically to the IKI Office of ZUG. The transmission of an additional cover letter is not necessary.
Significant amendments include:
- Conceptual amendments
- Extension of the project duration (approval period)
- Additional funding requirements (topping-up/supplementary approval)
- Funds are to be used for a different purpose (re-approval)
- Removal of a suspension of funding
The following exceptions must be noted: If the sole reason for the amendment, is an extension of less than 6 months within a financial year (with no financial implications), then an informal e-mail without an amendment request to the IKI Office of the ZUG is sufficient.
Please note the following estimated processing times when planning to implement amendments to the project:
- Amendment procedures with and without extension of duration with amendments to the content and/or additional funding: 6 months
- Extension of duration with no financial implication and financial re-assignments without further adaptation of the project content: 3 months
- Technically justified release of funds (e.g. selection of pilot regions): 3 months
- Formally justified release of funds (e.g. lack of endorsement for certain countries in global projects): 2 months
After submission, the IKI Office of ZUG and the responsible ministry review the amendment request. If necessary, further information is requested from the implementing organisations, if necessary. The submitting organisations are informed of the result in writing.
Before a subsequent approval (top-up) can take place in the respective partner country, the political support of the partner country must be obtained. Further procedure is discussed individually with the implementing organisations.
Insignificant amendments with minor impacts on the project do not require an amendment request. Please explain these as part of the interim report. These include, for example, delays without impact on the approval or assignment period, amendments to project activities without impact on the agreed objectives and the rescheduling of project milestones.
If you intend to submit an amendment request, please contact your respective project managers of the IKI Office of ZUG at an early stage.
Templates
Note: The specifications for GIZ and KfW may differ. The necessary templates are provided directly by the IKI Office.
