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Table of contents

All pages about Periodic Reporting



Related pages



Online Manual



FAQ

  • FAQs on the Funding & Tenders Portal

Process description

The general concepts of the Grant Management Services system also apply to the reporting process. For a detailed description of the roles mentioned in this process, see the Roles and access rights in the Online Manual.

(warning) Please note that if some buttons are greyed out, you can always click the red cross to find out which validation errors need to be sorted out first before the button becomes available. 

Multiple-financing payments principle

The following payments will be made to the coordinator: 

  • a first pre-financing payment after the signature of the Grant Agreement
  • an additional pre-financing payment (defined during the Grant Agreement Preparation) after each reporting period (except the last one) as interim payment following the request for pre-financing 
  • the payment of the balance (final payment)

The pre-financing amounts are defined during the Grant Agreement Preparation. 

Composition of the Periodic Report for the "Request for Additional Prefinancing" 

The periodic report for the "request for additional prefinancing" is composed of the following elements: 

  • Technical part
  • Request for the prefinancing payment

The additional prefinancing report must include the request for additional pre-financing payment and the technical part B. The periodic and final report must contain the technical part B and the financial statement. The report in all cases must be submitted in the 60 days after the end of the reporting period.

Step by step

Step 1: All beneficiaries receive a notification and log on to the Funding & Tenders Portal

To fill in the information the beneficiary must log on to the Funding & Tenders Portal and access the relevant project. 

Step 2: All beneficiaries complete their contribution to the "Technical Part" of the Periodic Report. The Coordinator completes the "Request for pre-financing" (for all periods)

A. Completing your contribution to the Technical Part of the Periodic Report ((warning) for each reporting period) 

a. Complete the Technical Part contribution 

(info) The Participant Contact usually performs this action (also users with the roles Project Financial Signatories, Coordinator Contacts, Primary Coordinator Contacts and Task Managers can perform this action.) 

Click on the task "Technical Part contribution" to complete the requested information. (lightbulb) Click here to find more information on how to complete your technical part of the periodic report. The principle of the technical part is that all beneficiaries contribute to this technical part. When two participants are working on the same data, the data of the beneficiary saving first, will be saved, whilst the other participant receives a notification that the data have been changed and that his data are lost. 

Then click the "Save" button. Then close the current screen and return to the Funding & Tenders Portal. The validation button can give you an overview of errors which prevent you from saving.  

  

aa. Lock the Technical Report for review  

(info) Only users with the role Coordinator Contact and Primary Coordinator Contact can perform this action. 

Click the "Lock for Review" button, which will prevent further editing and generate a pdf document

(warning) This might take a few minutes: keep refreshing the page to see the pdf

    

aaa. Review the Technical report and accept and include it for submission to the EU 

(info)  Only users with the role Coordinator Contact and Primary Coordinator Contact perform this action.  

((warning) Note that also users with the roles Financial Signatories, Legal Signatories, Task Managers and Team Members can open the pdf to see the data, but that they can't unlock the data, nor accept & include the report) 

 

Confirm that you want to lock the "Technical part of the periodic report" for review: check the check box and click ok. 

(warning) This might take a few minutes, the task might keep mentioning "processing....". In this case, please keep refreshing the page until the pdf has been generated.

Once reviewed, the Technical report can be unlocked ("Unlock to draft") for further editing or accepted and included ("Accept & Include") in the Periodic Report (you might have to refresh the page to see the buttons appear) 

 

Once you have accepted &included the "Technical part of the periodic report", it is accessible via the task Periodic Report composition.  

  

 Please click on the Technical part of the periodic report pdf  to consult the data you have included. 


B. Completing the "request for pre-financing" ((warning) for each reporting period) 

b. Draft the "request for pre-financing" 

(info) The Coordinator Contacts perform this action  

Click on the task "Request for pre-financing". 

Complete the necessary field: the consumed amount of the previous pre-financing. The system will automatically calculate the percentage of consumption of the previous pre-financing and the possible reduction for the next pre-financing payment (in case less than 70% of the previous pre-financing amount was used).


bb. Lock the Request for pre-financing for review  

(info) Only users with the role Coordinator Contact and Primary Coordinator Contact can perform this action. 

Click the "Lock for Review" button, which will prevent further editing and generate a pdf document 

(warning)This might take a few minutes: keep refreshing the page to see the pdf

Confirm that you want to lock the "Request for pre-financing" for review: check the check box and click ok. 

(warning)This might take a few minutes, the task might keep mentioning "processing....". In this case, please keep refreshing the page until the pdf has been generated.

 

bbb. Review the Request for pre-financing and accept and include it for submission to the EU 

(info) Only users with the role Project Financial Signatory (PFSIGN) can perform this action.  

((warning) Note that also users with the roles Participant Contacts, Coordinator Contacts, Primary Coordinator Contacts, Task Managers and Team Members can open the pdf to see the data, but that they can't unlock the data) 

Click on the task "Request for pre-financing" to review it.  

Click on the pdf to open the document. 

The request for pre-financing opens up. 


Once reviewed, the "Request for pre-financing" can be unlocked ("Unlock to draft") for further editing or electronically signed & submitted ("Sign and Submit") to the coordinator.   

 

Once signed and submitted, the system will then ask you to confirm that the information is complete, reliable and true.  

 

Once you have confirmed, the system will ask you to complete your EU Login password, in order to electronically sign the request for pre-financing  (the comment box is optional).  

 


(warning) This might take a few minutes, the task might keep mentioning "sealing....". In this case, please keep refreshing the page until the pdf has been signed. 

At this point you have completed your "Request for pre-financing". It has been electronically signed & submitted. It is accessible via the task Periodic Report composition. Please click on the Request for pre-financing pdf  to consult the data you have submitted. 

Step 3: The Coordinator approves the elements of the Periodic Report & submits to the EU

The Coordinator must review and explicitly approve those elements of the Periodic Report, which he wishes to submit to the EU. The coordinator can: 

  • reject a Request for Additional Prefinancing Statement back to a beneficiary for further editing (by clicking the  button)
  • and/or he can unlock the Technical Part of the Periodic Report for further editing (by clicking the  button) 

To approve or reject an element of the Periodic Report, click on the task Periodic Report composition. The screen below appears. 

(info) Only users with the role Coordinator Contact and Primary Coordinator Contact can perform this action.  


Click on the Include /Redo button to approve or reject an element (the Request for Additional Prefinancing Statement and/or Technical Part of the Periodic Report).  

Once all the elements of the Periodic Report are included, the Periodic Report can be submitted to the EU.  

To submit click on the button Submit to EU.

(warning) The Request for pre-financing and the technical parts need to be included for the Submit to EU button to become available. 

(info) Only users with the role Coordinator Contact and Primary Coordinator Contact can perform this action. 

 . 

The button will be disabled if there are validation errors 

 

(warning) The submission might take a few minutes, the task might keep mentioning "processing....". In this case, please keep refreshing the page until the pdf has been signed. 


The process goes to the status Submitted and the process box turns blue (this means the process is in the hands of the EU now).  

Step 4: The EU reviews the submitted Periodic Report and accepts or rejects it   

The EU can accept the report and start preparing the payment.  

The EU can also ask for a revision of the report, this means that the process described above starts again.  

Step 5: Payment

The payment is performed, which completes this reporting process.