GAEC Derogations (EAGF/EAFRD)

GAEC Derogations

PURPOSE

This document describes the actions related to the Data on temporary derogations from requirements of GAEC standards for the programming period 2023-2027 in the SFC2021.

This new module in SFC2021 will enable Member States to notify information regarding temporary derogations from requirements of GAEC (Good Agricultural and Environmental Condition) standards.

When implementing the minimum standards set in accordance with paragraphs 1 and 2, Member States may grant temporary derogations from requirements such as time limits and periods set in those standards where weather conditions prevent farmers and other beneficiaries from complying with those requirements in a given year. 

Such temporary derogations shall be limited in their scope to farmers and other beneficiaries or areas affected by such weather conditions and shall be applied only for as long as they are strictly necessary.

Member States shall report annually the data on temporary derogations by 15 March of the year N in relation to temporary derogations granted in the calendar year N-1. 

The first year of reporting (N-1) shall be 2025 and the first year for submission will be 2026.

REGULATIONS

More details regarding the regulation of the GAEC Derogations can be found in the Regulation 2021/2115 Art 13.2a (introduced by Regulation (EU) 2024/1468 “Simplification package 2024“).

ROLES

Roles involved in the GAEC Derogations are:

FUNDS

Workflow

This section shows the lifecycle to create and manage GAEC Derogations.

Click here to see the GAEC Derogations workflow diagram in high resolution.

Create GAEC Derogations

1. To create GAEC Derogations, go to the Monitoring > Data on Monitoring and Evaluation menu and select the GAEC Derogations option:

2. In the search screen click on the Create button to create new GAEC Derogations:

You are redirected to the GAEC Derogations Creation Wizard:

3. Enter or select the following information:

(1) Select the CCI.

The CCI list contains all allocated CCI for which the country is equal to country of the User node. The list returns the CCI, the CCI Title in English.

(2) Select the Version.

(3) Select the Financial period.

The encoding period is the period from the beginning of reporting year till 15 of March with encoding period starting in 01/01/2026.

For first reporting year N-1=2025, the encoding period is 01/01/2026-15/03/2026 and it will refer to the GAEC Derogations of calendar year N-1 (01/01/2025-31/12/2025).

(4) Enter the National reference if applicable.

(5) Select the Source language.

(6) Click on Create.

The status of the GAEC Derogations is Open.

Record/Edit the GAEC Derogations

General

Version Information

1. Click on the Edit button to enter or modify the National reference, the Source language and the Comments:

The Edit details pop-up window appears:

2. Enter or modify the following information if needed:

(1) The National reference.

(2) The Source language.

(3) The Comments.

(4) Click on Save to save the information

Officials in Charge

• Click on the Add button to add a new official in charge.

• Clicking on the Edit icon of a row will allow you to modify the information of this official.

• Clicking on the Delete icon of a row will allow you to delete the official in charge selected.

1. Click on the Add button to add a new Official in Charge:

The Edit details pop-up window appears:

2. Enter or select the following information:

(1) Enter the Name.

(2) Enter the Email.

The format of the Email address will be validated by the system and should be unique.

(3) Enter the Phone number.

(4) Select the Language.

(5) Enter the Valid from and Valid until dates.

The Valid until date should be greater than the Valid from date.

(6) Click on Save.

History

This section shows all the actions that have been taken on the GAEC Derogations since it was created, for example:

Documents

The following documents will be foreseen:

(1) Document can be sent at any time

(2) Document will be automatically sent when the Object is sent

(3) Document automatically created by the system

(4) Document required in the system before a next action can be executed

Uploading & Sending Documents

Multiple documents can be uploaded in the GAEC Derogations.

• Clicking on the Add button will open a pop-up window allowing you to add a new document type with attachments.

• Selecting a document row and clicking on the View icon will allow you to view the document information.

• Selecting a document row and clicking on the Edit icon will allow you to modify the document information. If a document of type 'Other Member State Document' must be sent, you can select the edit icon in order to send the document.

• Selecting a document row and clicking on the Delete icon will allow you to delete the document and all attachements.

1. Click on the Add button to add a new document:

The Edit document details pop-up window appears:

2. Enter or select the following information:

(1) Enter a Document Title for your Document.

(2) Select a Document Type.

(3) Enter a Document Date.

The system automatically fills the field with todays date, but this can be modified.

(4) Enter a Local reference.

(5) Click on the Add button to add a new attachment:

• You can add multiple attachments by clicking on the Add button.

• You can remove unwanted attachments by selecting the attachment and clicking on the Remove button.

The Attached files window becomes editable:

3. Enter or select the following information:

(1) Enter a Title for your attachment.

(2) Select the Type of the document.

It is possible to select from these 4 types: Annex, Cover Letter, Main or Translation.

Note that the system requires that a document contains at least one MAIN or COVER_LETTER type of attachment.

(3) Select the Language of the document.

(4) Click on Browse to select the file that you want to add as an attachment.

(5) After the attachments are uploaded click on Save.

Sending an unsent non-integral document

1. Once the document and attachment(s) have been uploaded click on the Send icon in the row containing the unsent document:

2. Click on Confirm to send the document to the Commission. For completing this action, the User will be redirected to the EU Login signature page:

Deletion of an unsent document

1. In the row of a previously uploaded unsent document click on the Delete icont to delete the document and associated attachments:

A confirmation window appears:

2. Click on OK to confirm deletion. Click on Cancel to return to the document section.

GAEC Derogations

1. Click on the Add button to create a GAEC Derogation:

The Add details pop-up window appears:

2. Enter or select the following:

(1) Select a GAEC.

(2) Enter the Derogation Description.

(3) Click on Save.

GAEC number/description

General Details

1. Click on the Edit button to enter the information:

The Edit details pop-up window appears:

2. Enter the following:

(1) Enter the Requirement concerned.

(2) Enter the Reasons for the temporary derogation.

(3) Enter the Change to the on-farm practice granted by the temporary derogation.

(4) Click on Save.

Territorial Scope

1. Click on the Edit button to enter the information:

The Edit details pop-up window appears:

2. Enter the following:

(1) Enter the Territorial scope of the temporary derogation.

(2) Enter the Area covered by the temporary derogation (ha).

(3) Click on Save.

Farmers

1. Click on the Edit button to enter the information:

The Edit details pop-up window appears:

2. Enter the following:

(1) Enter the Number of farmers and other beneficiaries concerned by the temporary derogation.

(2) Enter the Types of farmers and other beneficiaries covered by the temporary derogation.

(3) Click on Save.

Duration

1. Click on the Edit button to enter the information:

The Edit details pop-up window appears:

2. Enter or select the following:

(1) Enter a Start date.

(2) Enter an End date.

(3) Click on Save.

Validate the GAEC Derogations

Click on the Validate button to validate the GAEC Derogations:

The system validates the following information:

An example of a validation window:

You can check the list of validation results at any time throughout the GAEC Derogations:

To see the last validation results:

(1) Click on one of the 4 categories: All results, Passed, Warning, Error.

(2) The list of latest validation results for the chosen category is displayed.

After all errors have been resolved the status of the GAEC Derogations becomes Validated.

Prepare GAEC Derogations for send to EC

1. Click on the Prepare for send to EC button to prepare to send the GAEC Derogations to the Commission:

The system will ask you to confirm the send action:

2. Click on Confirm to confirm.

The status of the GAEC Derogations is set to Preparing for send to EC.

Send the GAEC Derogations

1. Click on the Send button to send the GAEC Derogations to the Commission or to an upper Node:

The system will ask you to confirm the send action:

2. Click on Confirm to confirm. For completing this action, the User will be redirected to the EU Login signature page.

On success, the GAEC Derogations version has been sent to the Commission or to an upper Node. When sent, the status is set to Sent.

Request for a revision of the GAEC Derogations by MS

Follow the steps to request for revised GAEC Derogations by MS:

1. Select the following:

(1) Select the icon with 3 vertical dots.

(2) Click on the Request revision button to request revision from the lower Node.

The system will ask you to confirm the request for revision:

1. Enter the following:

(1) Enter the Reason in the text box provided.

(2) Click on Confirm to save the information.

On success, the status of the GAEC Derogations will be changed to Revision requested by MS and the sender is notified of the action and its reason.

Delete the GAEC Derogations

Follow the steps to remove the GAEC Derogations from the system:

1. Select the following:

(1) Select the icon with 3 vertical dots.

(2) Click on the Delete button to remove the GAEC Derogations from the system.

The system will ask you to confirm the delete action:

2. Click on Confirm to confirm or click on Cancel to return to the GAEC Derogations.

Cancel the GAEC Derogations

Follow the steps to cancel the GAEC Derogations from the system:

1. Select the following:

(1) Select the icon with 3 vertical dots.

(2) Click on the Cancel button to cancel the GAEC Derogations from the system.

The system will ask you to confirm the cancel action:

2. Click on Confirm to confirm or click on Cancel to return to the GAEC Derogations.

On success, the status of the GAEC Derogations will be changed to Cancelled.

Create New Version of GAEC Derogations

1. Click on the Create button to create a new version of the GAEC Derogations:

The system will ask you to confirm the creation of a new version:

2. Click on Confirm to confirm. Click on Cancel to return to the GAEC Derogations.

On success, a new version of the GAEC Derogations has been created as a copy of the last version, with a version number identical to the previous and a working version number incremented by one. Its status is set to Open.