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not visible to the users: Replace the section 5 with the sections one below when PPXMS 8.0 goes into PROD: Add Heading 2 to each section title

Step 5: The EU reviews the submitted Termination Report   

Upon submission, the EU will assess the Termination Report. In case the EU judges that the Termination Report is incomplete, the EU can request for a revision of the report. In this case, the coordinator and terminated beneficiary will be notified via Formal Notifications, and the cycle repeats as of Step 1 and the EU will re-assess, upon re-submission of the revised Termination Report. In case the EU judges that the Termination Report is complete, the EU will assess any costs submitted by the terminated beneficiary. On the basis of the submitted costs and the distribution of payments to the terminated beneficiary, the EU will calculate the 'amount which is due' for the terminated beneficiary.  

Further the EU will complete the process for the Termination Report. As a result, the terminated beneficiary and the coordinator will be notified in a Beneficiary Termination Calculation Pre-information Letter, via Formal Notifications, about the 'amount which is due', and: 

  • If the Commission/Agency owes amounts to the beneficiary, those amounts will be included in the calculation of the next payment to the consortium (interim or final) 
  • if the beneficiary has received excess, those amounts must be repaid by it, usually to the consortium via the coordinator. 


Step 6a: The Coordinator does not agree with the content of the Beneficiary Termination Calculation Letter and uploads observations 

A letter containing the decision regarding the 'amount which is due' 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. The Formal Notification will be found under "My Notifications" section of the Funding & Tenders Portal and needs acknowledgment of receipt.

To acknowledge the Formal Notification, click on the link and, when prompted, provide your EU Login password and click Sign.

You will now be able to download all letter attachment individually (by clicking on the corresponding arrow) or an archive (by clicking Download .zip).

 

After receiving this letter and its attachments, 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 letter, you can find it in the task that has been just created for the upload of observations - click the link to the document to download it.

The letter is also stored under Process Documents - it can be accessed and downloaded from there. To download it, 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. The submitted Observations document will be added to the Process documents section.


Step 6b: The Coordinator agrees with the content of the Beneficiary Termination Calculation Letter and closes the process without observations

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

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 "Beneficiary Termination Calculation Final Letter". 

The Coordinator will be notified about the sending of this letter via the Participant Notification System. The Formal Notification will be found under "My Notifications" section of the Funding & Tenders Portal and needs acknowledgment of receipt.

As before, to acknowledge the Formal Notification, click on the link and, when prompted, provide your EU Login password and click Sign. You will be then able to download all letter attachment individually (by clicking on the corresponding arrow) or an archive (by clicking Download .zip).

The process will be now completed and can be found in the Archived Processes section.


Step 7: The Coordinator confirms the reimbursement from the terminated beneficiary 

In case of negative balance of the payment, the coordinator will have to confirm that it has been reimbursed by the terminated beneficiary

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

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Then click Add new attachment to attach the document:

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

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Once the uploading is finished, click OK:

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After uploading the confirmation, click Complete to send it to the EU. 

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If the confirmation document has been successfully submitted, the corresponding action is not available anymore.

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