Description
The formal notification process is part of the formal communication taking place between the EU and consortia. This process allows the EU Project Officers and Participant Contacts (PACOs) or Coordinator Contacts (CoCos) from the beneficiary side to upload a document which will then be registered and sent to the other party. The EU Officers will be notified about the sending via an e-mail and the beneficiaries via an e-mail and a Participant Notification (PNS) message.
If you wish to interact with the EU for non-formal reasons, you should use the messaging facility.
Who can send formal notifications?
COCO\PACO
How to manage your formal notifications
Log in to the Funding & Tenders Portal
Click here to see how to log into the Funding & Tenders Portal.
Go to My Formal Notifications
To go to My Formal Notifications, choose My Formal Notifications from the My Area menu.
This page lists all the formal notifications that you have received for your projects and proposals.
If a formal notification is addressed to you, you also acknowledge the receipt via this page. More information about how to acknowledge a formal notification you can find in the dedicated section below.
If you receive the formal notification only for your information, no acknowledgement is required.
Formal Notifications can be also sent to the e-mail address used for registration in the Funding & Tenders Portal.
Sending a formal notification to the EU
To initiate a new formal notification on behalf of the consortium, the Coordinator should go to the My Project(s) section and click on the MP button. S/he will then arrive to the Funding & Tenders Portal - Grant Management Services (GMS).
In GMS, the following steps need to be followed:
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| 2 | Complete all the necessary fields:
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| 3 | Click the Upload files button to attach the file containing the formal notification and, if necessary other files containing supporting documents. Click the Upload mandatory attachment link to upload the file containing the formal notification. Click the Add new attachment button to add any other supporting documents (if necessary). All types of attachments can be uploaded now (.pdf, .zip, .doc, .docx, .rtf, .csv, .xml, 7z, .gif, .jpg, .jpeg, .png, .odt). The maximum file size is: 50MB. |
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| 4 | Save if you wish to edit your formal notification at a later moment in time. A draft formal notification will be created by the system. Now you may close the pop-up window. |
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| 5 | Click the Launch new interaction with the Service button to access your draft formal notification. Click the Edit button to further edit your draft. |
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| 6 | Click the Send button and the system will create and send the formal notification. The formal notification .pdf now has been created, Ares registered and filed. You can find the formal notification in the (Inbound) Notifications section of the Process documents/Document Library. |
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| 7 | The Project Officer receives the formal notification and acknowledges it. Once the Project Officer acknowledges the receipt of the formal notification, the consortium will be notified about its acknowledgement via the Participant Notification System. |
Acknowledging a formal notification from the EU
Acknowledging a formal notification from the EU directly in the Funding & Tenders Portal
| 1 | Go to the My Formal Notifications page to view your formal notifications. Click on the formal notification you need to acknowledge. |
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| 2 | Provide your EU Login password and sign.
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 only after acknowledgement or expiry of the acknowledgement delay, whichever comes first. 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. |
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| 3 | The Project Officer can now see that you have acknowledged the document. |
Acknowledging a formal notification from the EU in the Grant Management Services (GMS)
| 1 | Click on the notification in the Documents section in the Grant Management Services (GMS) (you can also see it in the My Formal Notifications section) |
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| 2 | Click "Formal Notification" to find your notification |
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| 3 | Provide your EU Login password and sign.
The non-recipients ('Cc:') that have access to the corresponding process document library can download and view the document only after acknowledgement or expiry of the acknowledgement delay, whichever comes first. Note: If the clock expires without opening, the process will be automatically moved to the next step. |
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| 4 | The Project Officer can now see that you have acknowledged the document. |
