Table of contents

Process description and steps

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.

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

At the end of each reporting period, a beneficiary will receive a notification to complete:

  • Their own Financial Statement (and the financial report of their Affiliated Entity (Third Party), if any). 
  • Their contribution to the Technical Part of the Periodic Report (this is common for all beneficiaries in the project)

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

In the right-hand side of your screen, in the process list, you will find the Periodic Reporting process.

(warning) In the right-upper corner of the process box, a link to the Periodic Reporting will lead you to an overview of the periodic report consisting of both the Financial Statement and the Technical Part of the Periodic Report

 

Step 2: All beneficiaries complete their own Financial Part (Financial Statement) and their contribution to the Technical Part of the Periodic Report. Beneficiaries e-sign and submit their Financial Parts to the Coordinator  

A. Completing your Financial Part  

a. Draft the financial statement

(info) The Participant Contacts (or Coordinator Contacts if it concerns the coordinating organisation), Project Financial Signatories and Task Managers can perform this action.

(info) For Affiliated Entities (Third Parties): the Participant Contacts of the main beneficiary perform this action.

Click on the task "Financial Part" and complete the costs. 

(lightbulb)  Click here to find more information on how to complete your financial statement

Complete the requested information and save. 

Complete the requested information and, if required, upload a Certificate on the Financial Statements and fill in the necessary connected data.

If necessary, you may: 

  • view the certificate or
  • delete the certificate 

Click the Validation button to see whether you have filled in all information correctly, then close the current screen and return to the the Funding & Tenders Portal. 

aa. Lock the financial statement for review

(info)   Participant Contacts (or Coordinator Contacts if it concerns the coordinating organisation) can finish the drafting and lock the data in order to review the generated report.

 Click the "Lock for Review" button, which will prevent further editing and generate a pdf document ((warning)This might take a few minutes.) 

Confirm by flagging the box and clicking OK. 

Same action can be applied for the Financial Part of an Affiliated Entity (Third Party). 


aaa. Electronically sign the Financial Report & submit it to the coordinator to include it in the Periodic Report

(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.

If necessary, the Financial Statement can be unlocked ("Unlock to draft") for further editing and after that electronically signed & submitted ("Sign and Submit") to the coordinator. 

The system will then ask you to confirm that the information is valid. 

Once you have confirmed, the system will ask you to complete your EU Login password, in order to electronically sign the Financial Statement (the comment box is optional). 


At this point you have completed your Financial Statement. Your statement has been electronically signed & submitted to the Coordinator. It is accessible via the task Periodic Report composition. Please click on the Financial Statement pdf  to consult the data you have submitted to the coordinator.

For the actions that use the standard Use of Resources (e.g. standard actions of Horizon Europe), it is possible to export to PDF the Use of Resources of a specific partner or of all partners of the project for the period 

  • the generation of a PDF containing the Use of Resources for a single partner is available in the partner's Financial Statement screen

  • the generation of a PDF containing the Use of Resources for all partners of the project for the period is available as follows:

    • the document is available from the "Financial Statements" screen that can be reached by clicking on the title of the 'Periodic Report' section in GMS. 

 

aaaa. Review the Financial Statement of Affiliated Entities/Third Parties and Submit it to Coordinator

(info) Participant Contacts (or Coordinator Contacts if it concerns the coordinating organisation) can unlock the draft for review and submit it to the Coordinator for inclusion in the Periodic Report

Click Unlock to draft to access and review the Financial Statement. Once finished Save your data. 

After that submit the Financial Statement ("Submit") to the coordinator for inclusion in the Periodic Report. 

B. Completing your contribution to the Technical Part of the Periodic Report

b. Complete the Technical Part 

(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. 

bb. Lock the Technical Part for review 

(info) Only users with the role Participant Contact, Project Financial Signatory or Task manager can perform this action. 

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

Confirm the action by flagging the checkbox and clicking "OK".

 

 (warning)Locking for review might take a few minutes: keep refreshing the page to see the pdf. 

bbb. 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.


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).


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

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

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 Financial Statement back to a beneficiary for further editing  (by clicking the  button)
  • approve the Financial Statement and include it in the Periodic Report (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. Click on the Include /Redo button to approve or reject an element (Financial Statement and/or Technical Part of the Periodic Report). 

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

The Financial Statements and the Technical Part of the Periodic Report are submitted to the EU in one single submission.  

To submit click on the button Submit to EU. 

(warning) At least one financial statement and the technical part needs to be included for the Submit to EU button to become available.

Once you have clicked the Submit to EU button, the system will check the financial statements. In some cases, if not all statements were included, it will ask you to confirm that you are aware about it and that therefore their costs will not be considered for payment. 

The button will be disabled if there are validation errors (in order to be able to submit to the EU at least one Financial Statement plus the Technical Part of the Periodic Report must be provided).

Click the Submit to EU button to submit the periodic report to the EU. 

 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). 

(warning) Please note that the documents generated after the periodic report is submitted are visible to all the members of the consortium (before being submitted, the financial documents are visible only to the concerned beneficiary and to the Coordinator).

For standard H2020 actions: the Financial Statements Summary document can be exported to Excel by Coordinators. The document is available from the "Financial Statements" screen - it can be reached by clicking on the title of the 'Periodic Report' section in Grant Management Services (GMS).


It will include, before the Periodic Report submission, the data of all the Financial Statements that have been 'Accepted by the Coordinator' (that is, included in the Periodic Report).


After the submission of the Periodic Report, the Financial Statements Summary Excel document will include the data of all the Financial Statements that have been submitted in the Periodic Report. 

 

Step 4: The EU reviews the submitted Periodic Report and accepts, requests additional information or rejects it

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

The EU can request additional information in order to accept the Periodic Report. The Coordinator will be notified via the Participant Notification System. S/he should read the request letter and upload the document containing the requested information. 

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

Step 5a: The Coordinator does not agree with the content of the Payment Letter and uploads observations 

A letter containing the decision regarding the interim/final payment is sent by the EU via a Formal Notification. The Coordinator will be notified about the sending of this letter via the Participant Notification System. After receiving the Payment Letter, the Coordinator has 30 days to submit observations on the EU decision if it does not agree with its content. 

If you need to consult the Payment letter, you can find it in the task - click the link to the document to download it.

The document is also stored under Process Documents- it can be accessed and downloaded from there. To download the letter, click the link and then the download icon :

To upload the observations document, click on the Upload button:

Then click Add new attachment to attach the document:

To remove the attached document, you just need to click on the "X". 

Once the uploading is finished, click OK:

After uploading the observations, click Submit to EU to send them to the EU. A notification will be sent to the Commission to inform that the observations have been submitted.

 If the Observations document has been successfully submitted, the corresponding action is not available anymore and the process will be completed. The submitted Observations document will be added to the Process documents section.

Step 5b: The Coordinator agrees with the content of the Payment Letter and closes the process without observations

If you agree with the content of the payment letter, complete the process without sending any observations. For this, you need to click the Close without Observations button:

If you select this option a warning message will be displayed:

Click OK to confirm or Cancel if you wish to go back and upload observations.

After the observations have been submitted or the process has been closed without observations, the EU will state its final position via a Formal Notification containing the "EU final payment letter".