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Education, Audiovisual and Culture Executive Agency Creative Europe - Culture
PRACTICAL GUIDELINES FOR MANAGING YOUR PROJECT AND FOR COMPILING YOUR INTERIM OR
FINAL REPORT
'Support to European cooperation projects'
FOR GRANT AGREEMENTS SIGNED IN 2015
CREATIVE EUROPE PROGRAMME (2014 – 2020)
Version: July 2015
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TABLE OF CONTENTS
PART 1: TIPS CONCERNING PROJECT MANAGEMENT 1. Responsibilities of the 'coordinator' (project leader) 2. Responsibilities of the partners (beneficiaries) 3. Contacting the Agency 4. Use of logo (visibility of Union funding) 5. Amendments to the Grant Agreement 5.1 Amendments to be requested to the Agency
5.1.1. Changes to the planned activities – changes to the eligibility dates 5.1.2. Changes to the budget
5.1.3. Change of name of project manager/contact person 5.1.4. Change of signatory of the GA 5.1.5. Change of bank account 5.1.6 Termination/withdrawal of the participation of a partner/involvement of a new partner 5.2 Change of administrative details requested through the Participant Portal
PART 2: IMPLEMENTATION REPORT
PART 3: FINANCIAL MANAGEMENT AND REPORTING CHECK LIST
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Disclaimer:
The following is intended as useful information for beneficiaries. It does not replace or overrule the information contained in the 'Support for European cooperation projects' guidelines or your Grant Agreement.
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PART 1: TIPS CONCERNING PROJECT MANAGEMENT
1. Responsibilities of the 'coordinator1' (project leader)
Please refer to Art. II.1.3 of the Grant Agreement (hereafter 'GA') - General Conditions (Annex II), where the role of the 'coordinator' is defined.
The coordinator has to monitor that the action is implemented in accordance with the GA.
The coordinator acts as intermediary for all communication between the Agency and the project partners2. If the Agency requests information from the partners, it will address its request to the coordinator which will collect and verify the information from the partners.
The coordinator must also inform the Agency of any event liable to substantially affect or delay the implementation of the project and of any change in the legal, financial, technical, organisational or ownership situation (including of any change in name, address or legal representative) of any of the beneficiaries.
The coordinator is responsible for supplying all necessary documents and information to the Agency and shall obtain and verify information from the partners before sending it to the Agency.
The coordinator must transfer to the partners any document related to the action or the grant (for example the signed GA). Moreover, the coordinator must keep them informed of any important communication with the Agency.
As the coordinator is the sole recipient of payments made by the Agency, it is responsible for re-distributing the payments to the partners without unjustified delay and for requesting payments to the Agency.
In case of audits, checks and evaluation, the coordinator must be able to provide all documents. Please refer to article II.27 of the GA.
It is obligatory to have a cooperation agreement between the legal representatives of the coordinator and of the partners. There is no template provided by the Executive Agency, but it could contain the following information:
a clear description of the objectives of the project, a clear description of the activities which will be implemented in order to achieve
these objectives, a clear description of the role and obligations of the project leader and each
partner in the design and implementation of the project, including the tasks assigned to each partner
a clear description of the budgetary and financial framework, the amounts of financial contributions, and pre-financing amounts,
legal aspects such as duration of agreement, liability, breach of contract, termination of agreement, governing law and dispute resolution.
1 The 'project leader' (as per Guidelines and eForm) is referred to as 'coordinator' in the GA.
2 The 'partners' and the 'coordinator' are referred to collectively as 'beneficiaries' in the GA and individually as
'beneficiary'.
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You already signed a cooperation agreement for the submission of the application.
However you can always review the terms and conditions of this agreement in order to adapt it to the elements presented above. Do not forget to send a copy of the document to the project officer in charge of your project.
2. Responsibilities of the partners (beneficiaries)
Please refer to Art. II.1.1 and II.1.2 of the GA - General Conditions (Annex II), where the role of the partners (called 'beneficiary/ies') is defined.
The beneficiaries are jointly and severally responsible for carrying out the action in accordance with the terms and conditions of the GA and for complying with any legal obligation.
Beneficiaries shall make internal arrangements for the implementation of the action consistent with the provisions of the GA (in the form of a cooperation agreement).
The partners must send the coordinator all data needed to draw up reports and financial statements in order to report adequately to the Agency. They must also inform the coordinator of any event liable to substantially affect or delay the implementation of the project and of any change in their legal, financial, technical, organisational or ownership situation (including of any change in name, address or legal representative).
3. Contacting the Agency
Always mention your GA number (2015-XXXX) when contacting the Agency.
The project officer appointed to your project can help you to answer questions or solve problems. Please contact him/her directly. If this person is not available, and you have an urgent request, you may send an e-mail to the following general inbox:
It is recommended to contact your project officer by e-mail, explaining the issue you are encountering in your project. These mails are saved in the file pertaining to your project and can be consulted by others in case your project officer is unavailable.
4. Use of logo (visibility of Union funding)
Please refer to Art. II.7 of the GA (General Conditions – Annex II).
The European Union emblem has to be used in any product realised in connection with the project activities (i.e. catalogue, leaflet, programme, brochure, banner, poster, invitation, T-shirt, CD-Rom, DVD, database, website, etc.).
Please check following website for instructions on how to use the European Union emblem and the phrases that have to be used with it: http://eacea.ec.europa.eu/about/eacea_logos_en.php
Note that you have to enclose electronic copies of all products with the final report.
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5. Amendments to the Grant Agreement
Please refer to Art. II.12 of the GA (General Conditions – Annex II).
It must be clearly understood that the funding has been granted for the project as it was introduced, evaluated by the experts and selected by the Agency. Hence, any changes to the project need to be discussed with the Agency on beforehand.
However, as a project is not something static, it is understandable that certain aspects may change in comparison to what was initially foreseen in the project application. To this purpose, you can submit a request for amendment to the Agency as far as the changes to be introduced will not modify the project in any substantial way.
As per Art. II.12.3 of the GA, amendments need to reach the Agency at the very latest one month before the end of the eligibility period.
An amendment can only be requested in writing. Oral requests for modifications cannot bind the parties legally. Changes that were not communicated to the Agency and approved (in writing), or that were communicated only after they took place, will not be accepted.
The request for an amendment can be accepted by e-mail on the condition that the scanned and motivated request duly signed by the legal representative is attached to the e-mail. The modifications to the GA have to be authorised by the same parties who have signed the initial agreement. On behalf of the beneficiaries, this is the legal representative of the coordinator.3
Any amendment request made by the coordinator should be based on the preliminary agreement of the partners.
5.1. Amendments to be requested to the Agency
The following amendments need to be requested to the Agency. Please address your request to this inbox:
5.1.1. Changes to the planned activities – changes to the eligibility dates
Any changes to the planned activities must be submitted to the Executive Agency in writing for prior approval. Changes having the effect of altering the main concept of the planned activities are not allowed.
Should you wish to postpone one or more actions so that they finish later than the end of the eligibility date as specified in the GA, an official request must be sent to the Executive Agency to change the end of the eligibility period. This official request must explain the reason for the delay and indicate the proposed modified timetable. Requests
3 If the person signing is not the legal representative identified as such in the GA, a supporting document
proving the authority to sign on behalf of the coordinator should be submitted along with the request for amendment.
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will be examined by the Executive Agency and – if accepted – an amendment to the GA shall be made. A shift of start and end date can also be considered.
No extension to the eligibility period beyond the maximum duration (i.e. 48 months) will be granted (as per Guidelines part 5.6). However, if after the signing of the agreement and after the start of the project it becomes impossible for the beneficiary, for fully justified reasons beyond his control, to complete the project within the scheduled period, an exceptional extension to the eligibility period may be granted. A maximum extension of 12 additional months may be granted, if requested before the deadline specified in the agreement. The maximum duration will then be 60 months.
The beneficiary must provide the Agency with:
- an official letter requesting the change and explaining the reasons thereof, signed by the legal representative of the coordinator (scan version of the letter attached to an e-mail is sufficient).
- an updated work programme (please use the template that is available here: https://eacea.ec.europa.eu/creative-europe/beneficiaries-space/cooperation-projects_en)
- if the change has an impact on the budget (for example you add an activity in a third country and consequently you add third country costs in the budget not initially foreseen), the template document 'amendment budget' duly filled in (please use the template that is available here: https://eacea.ec.europa.eu/creative-europe/beneficiaries-space/cooperation-projects_en), both in electronic format (xls), and a scanned version signed by the legal representative.
5.1.2. Changes to the budget
The beneficiaries may adjust the estimated budget attached to the GA by transfers between categories of eligible costs (as per Art. I.8 of the GA), provided that:
this adjustment of expenditure does not affect the implementation of the project
and that the transfer between budget categories is limited to 10% of the estimated eligible costs of the action (mentioned in Art I.3 of the GA). Transfers NOT exceeding 10% of the estimated budget do not need to be notified to the Agency. Note, however, that the original budget attached to the GA will continue to apply.
ATTENTION: the total eligible budget and the EU grant may never increase.
Changes which exceed the 10% of the estimated eligible costs ceiling need to be officially approved by the Agency and will result in a budget amendment. The coordinator must provide the Agency with:
- an official letter requesting the change, signed by the legal representative of the coordinator, and explaining in detail why the change is needed (scan version of the letter attached to an e-mail is sufficient).
- the template document 'amendment budget' duly filled in (please use the template that is available here: https://eacea.ec.europa.eu/creative-
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europe/beneficiaries-space/cooperation-projects_en), in electronic format and a scanned version signed by the legal representative.
Please note that if there is a decrease of the total sum of the self-financing amount (estimated budget income, part '3. Self-financing') of the beneficiaries (coordinator and partners), an amendment to the revenue side of the project needs to be requested. The beneficiary must provide the same documents mentioned above.
5.1.3. Change of name of project manager/contact person
In case the project manager/contact person mentioned in the application form changes, the coordinator needs to send the Agency the following information:
- an official letter, signed by the legal representative of the coordinator, explaining the change and the date from which it takes effect (scan version attached to an e-mail is sufficient).
- the CV of the new project manager/contact person.
The said amendment will be accepted by the Agency via e-mail.
5.1.4. Change of signatory of the GA (i.e. change of legal representative of the coordinator and partners)
In case the legal representative of the coordinator or one of the partners changes (mentioned in the GA), the coordinator needs to send the Agency:
- an official letter, signed by the new legal representative, explaining the change and mentioning the date from which it takes effect (scan version of the letter attached to an e-mail is sufficient).
- an official document which justifies this change (extract of Official Journal, decision of the management board of the organisation, etc.).
5.1.5. Change of bank account
In case the bank account mentioned in Art.I.5. of the GA changes, the coordinator needs to send the Agency:
- an official letter, signed by the legal representative of the coordinator, requesting to make the change (scan version of the letter attached to an e-mail is sufficient).
- a new 'Financial identification form', duly completed an signed by the legal representative (to be found here: http://ec.europa.eu/budget/contracts_grants/info_contracts/financial_id/financial_id_en.cfm).
5.1.6. Termination/withdrawal of the participation of a partner/involvement
of a new partner
In case one of the partners wishes to terminate its involvement in the project, the coordinator should inform the Agency immediately.
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If there are enough remaining partners ('Larger scale cooperation project': minimum 6 partners from at least 6 different countries; 'Smaller scale cooperation project': minimum 3 partners from at least 3 different countries), the coordinator shall either send the Agency a proposal to reallocate the tasks of the exiting partner or shall propose a replacement. If not enough partners remain, a proposal to nominate a replacement must be made.
The Agency shall assess the suitability of the proposed reallocation/replacement and will inform the coordinator of its decision.
Following documents need to be sent to the Agency:
- a letter, signed by the legal representative of the coordinator, explaining the change, the reasons thereof and the date at which it takes effect (scan version of the letter attached to an e-mail is sufficient).
- a letter by the organisation that terminates its involvement in the project, signed by its legal representative, explaining in detail the reasons for the termination, presenting the activities implemented in the framework of the project and making a balance of the financial contribution to the project and the costs incurred.
- a letter from the remaining partners in which they declare to agree with the termination.
- as this changes always has an impact on the budget (a.o. distribution of the EU grant between beneficiaries), the template document 'amendment budget' duly filled in (please use the template that is available here: https://eacea.ec.europa.eu/creative-europe/beneficiaries-space/cooperation-projects_en) in electronic format and a scan version signed by the legal representative of the coordinator.
- in case a new partner is added: o a letter from the new partner in which its legal representative officially
declares to be willing to participate in the project. o the document 'Change of partners' filled in in all its parts (available at:
https://eacea.ec.europa.eu/creative-europe/beneficiaries-space/cooperation-projects_en)
o activity reports for two consecutive years and CV of the person responsible for the implementation of the project on behalf of the new partner.
o the mandate letter, duly signed by the legal representative of the new partner and the legal representative of the coordinator.
o an updated cooperation agreement, signed by the legal representatives of all partners and the legal representative of the coordinator.
Before being able to make this amendment, new partners will have to register their organisation in the Education, Audiovisual, Culture, Citizenship and Volunteering Participant Portal. The Participant Portal is the tool through which all legal and financial information related to the organisations will be managed.
Information on how to register in the Participant Portal can be found at: http://ec.europa.eu/education/participants/portal.
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The legal entity form and the required annexes will have to be uploaded in the portal. You can find the legal entity form here:
http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm
Registration in the portal will result in the creation of a Participant Identification Code (PIC).
Any organisation only needs to create a PIC once. If your partner already created a PIC in order to apply for a previous call for proposals, the same PIC has to be used.
5.2. Change of administrative details requested through the Participant Portal
The following amendments need to be introduced via the Education, Audiovisual, Culture, Citizenship and Volunteering Participant Portal (hereafter the 'Participant Portal').
In case the legal seat, legal status or name of the beneficiary organisation (coordinator or partner) changes, the beneficiary will himself make the change in the Participant Portal (this will be considered to be sufficient and is deemed to be equal to a request). The changes and any supporting documents are checked and validated by the Research Executive Agency (REA). Once approved, the EACEA will acknowledge acceptance of the said amendment in writing to the beneficiary.
5.2.1. Change of address
Should the beneficiary move its legal seat from one country to another, the EACEA will check that the project still fulfils the requirements concerning the minimum number of countries to be involved for a project to be eligible. If the change of address results in ineligibility, this should be regarded as equivalent to termination of the agreement.
5.2.2. Change of legal status
The new status of the beneficiary is examined to make sure that they fulfil all the eligibility and selection criteria originally applied, including proof of operational and financial capacity. If the new status results in ineligibility or non-fulfilment of the eligibility and/or selection criteria, this should be regarded as equivalent to termination of the agreement
5.2.3. Change of name
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PART 2: IMPLEMENTATION REPORT
The request for further pre-financing payment or payment of the balance (as per Art. II.23 and Annex IV and V of the GA) shall be accompanied by an interim/final implementation report and an interim/final financial report ('final financial statements' and 'list of invoices and income').
The interim/final implementation report must be made using the template that can be downloaded from the Executive Agency's website at https://eacea.ec.europa.eu/creative-europe/beneficiaries-space/cooperation-projects_en
Make sure to download the correct template, as templates may change from year to year.
Please provide all the required information in as detailed a manner as possible, adding supporting documents (electronic copies of attendance lists of meetings/conferences, brochures, leaflets, publications, CD/DVD, etc.).
You need to send us both a paper version of the implementation report (signed, where required, by the legal representatives of the different organisations involved), and an electronic version (Word version via e-mail to your project officer or on CD Rom/USB Stick in the interim/final report package).
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PART 3: FINANCIAL MANAGEMENT AND REPORTING
You will find some practical information about the financial management of your project in the E-tutorial. Part I of the E-tutorial includes an explanation on important rules and advice, eligible and ineligible costs, documents to be submitted as well as audits and evaluation, while Part II offers a detailed, visual demonstration of how to fill in the financial statement. The E-tutorial is available here: http://eacea.ec.europa.eu/creative-europe/library/e-tutorial-financial-management-your-project_en
All partners of the project must be informed about the existence of this E-tutorial and must be encouraged to follow it.
Furthermore, we strongly recommend that you carefully read your Grant Agreement and the Guidelines on the 'Support to European cooperation projects' (available here http://eacea.ec.europa.eu/creative-europe/funding/cooperation-projects_en). Also these documents must be shared with the partners.
In case of additional questions, do not hesitate to contact the Executive Agency's project officer in charge of your file, or – in his/her absence in case of urgent questions – the functional mailbox [email protected].
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CHECK LIST
Use this CHECK LIST to ensure that your final report is complete before sending it to us:
Final technical report
Download the correct template from the Beneficiaries space: https://eacea.ec.europa.eu/creative-europe/beneficiaries-space/cooperation-projects_en
All parts of the 'Final technical report' are filled in
The part of the 'Final technical report' called 'evaluation of cooperation among participating organisations' is filled in and signed by the legal representative of each partner
The 'Final technical report' is signed by the legal representative of the beneficiary (coordinator)
Electronic copy of products provided (leaflets, books, CD-Roms, Tshirts, press releases, etc.)
Both paper version and electronic version sent to project officer
Final financial statement
Download the correct template from the Beneficiaries space: https://eacea.ec.europa.eu/creative-europe/beneficiaries-space/cooperation-projects_en
'List of invoices and income' completed in all its parts
'Final financial statement' signed by the legal representative of the coordinator
'Final financial statement' and all pages of the 'List of invoices and income' signed, stamped and dated by the external auditor producing the certificate
In case the requested Union grant is more than 60.000 EUR: Report of Factual Findings on the Final Financial Report, produced by the external auditor. Download the correct version of the guidance note and template of the 'Report on Factual Findings on the Final Financial Report' (Audit procedure type I or II) from here: http://eacea.ec.europa.eu/about-eacea/document-register_en#financial
In case the requested Union Grant is less than or equal to 60.000 EUR: all copies of invoices and contracts related to the list of supporting documents
Both paper version and electronic version (Excel) sent to project officer
