1.Launch the formal notification 

Click the Launch new interaction with the EU button.

Click the Launch button in the formal notification section.

Note: The formal notifications to the EU are now managed in a new application. Clicking Launch will open the new application in a new browser window. Once in the new application, you will need to click Launch again to create the notification.

• Business context

You can choose between

• • Standard Formal Notification (default option - works for most notifications).
  • Intellectual Property Rights (IPR).

Intellectual Property Rights (IPR) should only be selected if your Grant Agreement includes specific IPR notification obligations in Annex 5  (e.g. right to object/approve to transfers of ownership or licences to entities from non-associated third countries, etc; e.g. in HE, RFCS, DEP and EDF grants). If this category is selected:

• • • •  the visibility scope will become by default 'Only my organisation(s)'.
      • only if you are involved with more than 1 organisation, you can choose the PIC of the organisation concerned with the communication (only 1 PIC can be selected).
      • the process(es) will be greyed out by default. 

• Process(es) (if any)

Select the related process from the descending menu.

• Visibility
  • Only my organisation(s)
    • If this option is selected and you are involved with more than 1 organisation, then you can choose the PIC(s) of the organisation(s) concerned with the communication.

• • My organisation(s) and coordinator (option available only when logged in as PACO)
  • My organisation(s) and other beneficiaries (option available only when logged in as PACO)
  • All  

• Organisation(s)

Select the organisation(s) concerned with the communication (only 1 organisation for IPR). To select more than one organisation, press CTRL and select the organisation PICs with your cursor. The selected organisation(s) will receive notifications about the submission and the reply from the EU to the formal notification. They will be able to download and view the related documents. 

• Ownership organisation

Select the organisation in charge with managing the formal notification (only 1 PIC can be selected). Only the selected organisation will be able to manage the formal notification in the system (e.g. reply to the EU, upload documents...). 

Click Upload to attach the file containing the formal notification and, if necessary, other files containing supporting documents.

All types of attachments can be uploaded (.pdf, .zip, .doc, .docx, .rtf, .csv, .xml, 7z, .gif, .jpg, .jpeg, .png, .odt). The maximum file size is: 50MB.

If needed, you can delete the uploaded document(s) by clicking on  or you can download and view the uploaded document by clicking on Download.

Click Save to save a draft of your formal notification. You can always edit the draft at a later moment in time.

However, if you want to submit the current version of your formal notification, follow the indications at step 6.

To reopen and modify your draft formal notification, click on Formal Notifications to EU on the bottom left menu. Then, click on the Edit button to reopen your draft.

To send the formal notification, flag the check box and click the Submit button. The formal notification .pdf now has been created, Ares registered and filed. Once the notification is sent, you will be notified about its submission via the Portal Notification System.

You can find the formal notification in the Notifications section of the Process documents/Document Library. You can also find it by clicking on the button Formal Notifications to EU on the bottom left menu.

Note

To access the details of submitted formal notifications, click on View formal notifications and find the notification you are interested in. Click View details to check the details of a particular formal notification and download it in the .pdf format.

You may be asked by the EU Officer to revise your formal notification. In that case, you will receive a request for revision via a formal notification and you have 30 days to reply (a reminder for this deadline will be sent 5 days before expiration). 

To do so, click on the button Formal Notifications to EU on the bottom left menu.

The formal notification from EU will display the status Awaiting feedback. Click on View details to open the revision task.

Once in the task, download the EU request for revision from the Documents tab. Use the information to revise your formal notification. You can upload and submit the new version of the formal notification following the instructions at steps 3-6.

Go to the My Formal Notifications page to view your formal notifications. Click on the formal notification you need to acknowledge.

Provide your EU Login password and sign.

 The first of the recipients ('TO:') opening the formal notification needs to perform an EU Login first, before the download can take place.

The non-recipients ('Cc:') that have access to the corresponding process document library in the Grant Management Services (GMS) (see more about it below) can download and view the document even before its acknowledgement by the recipients.

Note: If the acknowledgement is overdue, the formal notification becomes 'expired' in the Funding & Tenders Portal, the process will be automatically moved to the next step. The recipients have 10 days to acknowledge the formal notification.

Provide your EU Login password and sign.

 The first of the recipients ('TO:') opening the formal notification needs to perform an EU Login first, before the download can take place.

The non-recipients ('Cc:') that have access to the corresponding process document library in the Grant Management Services (GMS) (see more about it below) can download and view the document even before its acknowledgement by the recipients.

Note:  If the clock expires without opening, the process will be automatically moved to the next step.