"It [provision for contingency reserve] can be used only with the prior written authorisation of the Contracting Authority" (ref. Article 14.3 of the General Conditions, Annex II of the Grant Contract). 

In line with the above, the provision for contingency reserve may be used only to cover unforeseen costs (eligible costs as per article 14. of the General Conditions, Annex II of the Grant Contract. In such a situation, Beneficiaries should send a request to the Contracting Authority explaining the relevance of the required expenditure (activity). 

The request to use part of the contingency reserve should present a justification,  relevant for the project's objectives and expected results, and indicate the concerned budget details (e.g. unit cost, number of units, total).

The requested funds can ONLY be used after a written reply of the Contracting Authority, expenditures incurred before the date of the written approval by the Contracting Authority will not be considered eligible within the framework of your contract implementation.