Introduction

The preconditions for reporting are the signature of the Grant Agreement by the Coordinator and the EU and the termination of a beneficiary.

As soon as the termination date is reached, the reporting process for the terminated beneficiary is started and both the Coordinator and the terminated beneficiary are notified via the Participant Notification System. The coordinator should send the termination report and the report on the distribution of payments within 30 days from the effective termination date (if the termination was requested by the Consortium), or within 60 days (if the termination was requested by the EU). 

 Please note that the below tasks are only for the terminated partner (so not for the other beneficiaries) and for the coordinator.  

There are three types of reporting in the Grant Management Services in the Funding & Tenders Portal:

• Continuous Reporting: available from the beginning of a project. 
• Periodic Reporting: available at the end of a reporting period 
• Beneficiary Termination Reporting: available from the termination date
  

 Please note that, in order to avoid opening two reports in a short span of time, a Termination report is not going to be launched if the next Periodic Report is expected to be launched within the next 30 days from the Termination date of the Terminated Beneficiary. Also, if after the Termination date arrives, the end date of the next Periodic Report is postponed via an Amendment, the Termination Report will not be automatically launched.

The reporting for a terminated beneficiary process consists of several phases:

1. Logging in to the Funding & Tenders Portal when you have received a notification
2. Completing the Periodic report for the terminated beneficiary (technical part, financial statement, distribution of payments report)
3. Submitting the report to the EU
4. The EU assesses the report
5. The final report for the terminated beneficiary is included in the next Periodic Report

Process description and steps

• Reporting process - terminated beneficiary

Note

 For ERC-COG/STG/ADG (MFF 2014-2020): in case of a change of Host Institution (coordinator), a Termination Report flow will be launched only if all the following conditions are true:

- the change of the Host Institution has a retroactive effect and the effective date of the change matches the end of a Reporting Period for which the REPA has been closed and the payment paid

- the former Host Institution has a 'Requested Contribution Eligible for CFS' higher than the CFS threshold

In all the other cases, the reporting in case of a change of Host Institution is done via a standard Periodic Report.

• • Universal Takeover of a beneficiary, if the new beneficiary is in a different country than the old one
  • Change of beneficiary 
  • Change of partner organisation for MSCA-IF-GF