1. Check that the project is up-to-date

Access your project and check if it is up-to-date. 

You may want to use the Update project data functionality, available from the Actions button in the project details header, to make sure any changes to organisations, contacts or awarded budget from the NA's project management system were correctly transferred to your project, where applicable. See Updates to project data in Beneficiary module for additional information. 

Use the option to Refresh Reported Budget to ensure the reported budget in your project is also up-to-date. See Budget in projects for additional information.

2. Access the "Amendment" section in your project

Click on Amendments in the Content menu to access the Amendments section of your project. The Amendments screen opens, displaying:

1. Information regarding Amendment requests, providing relevant information on the requests available. Information displayed depends on the Action type of your project.
   • Read the available information carefully. 
2. Create new amendment request button, which is used to start creating an amendment request.

3. Click on "Create new amendment request" 

Initiate a request by clicking on the Create new amendment request button. A success message displays. 

The button will not be available if there is already an ongoing amendment request. 

A timeline graphic (1) becomes available, showing your progress in preparing and submitting the request and the different phases involved. The Edit Draft and Delete buttons (2) become available. 

In addition, you can view the History (3) of the request. Use the dedicated arrow to expand or collapse the history section which contains more details of the progress.

4. Click on "Edit Draft" to open the request details screen

Once you have generated the request, click on Edit Draft to open it. Use this button every time you need to update the draft request. You will then be directed to the request details screen.

5. General functionality

5.1. Request structure and navigation

The request form consists of several sections (1). Navigate through the sections either by scrolling up/down in the content area (2), or by clicking on the section titles in the Navigation panel. The top section indicates the completion percentage (3) of the saved draft report.

If you leave the request screen, you can return to it at any time by clicking on the Amendments tab in your project, then clicking on the Edit Draft button. 

5.2. Buttons and icons

1. Start submission process - this button will become active when the conditions for submitting the request have been met and the request is ready to be submitted.
2. PDF - Click this button and follow the online instructions to save a PDF version of the request, which includes the details you have filled in to date. 
3. Icons  - Each section of the request is preceded by an icon:
   • a red X for incomplete sections, and 
   • a green check mark  for complete sections.
     • As you fill in and complete a section, it will be marked with the green check.
     • Certain sections are already marked as complete, as they do not contain any fields to fill in (e.g. Context, Budget, etc). Often information in these sections is filled in automatically, using the information already provided in the various sections of your project. 

5.3. Filling in the request

Take note of the following when filling in the request:

• It is advisable to check and fill in the request in the sequence in which the sections are listed in the navigation menu, as the information provided in one section may affect fields in later sections. 
• Please read the information on each screen carefully when filling in the request. An answer to a question may lead to additional fields that need to be filled in. 
• The request is saved automatically as you progress through the sections.
• Mandatory fields are marked with a red asterisk (*) and have the message Value missing underneath, if not filled in.
• Text fields have a limited number of characters allowed. The maximum number of characters that can be used in each answer is indicated in the top right corner of the text field. This number decreases as you type. Once you have reached the maximum number of characters allowed, the counter displays 0 (zero) in red. 
• You can adjust the size of a text field by dragging down/up the bottom right corner of the field.

6. Review "Project Details", "Current budget usage" and "Activities"

Review the sections Project Details, Current budget usage and Activities in the amendment request to ensure all information in your project transferred to the amendment request is up-to-date and correct. 

Any changes you may want to make before submission of the amendment, must be made in the relevant project sections. 

6.1. Review "Project Details"

The Project Details sections provides general information on your project, such as Applicant organisation, Applicant organisation OID, Project code, Project start and end date and more.

All information is read-only, except for the field Language used to fill in the form. Here you can select the language you are using to fill in the request from a drop-down list. 

6.2. Review "Current budget usage"

This section of the amendment request provides the budget overview of your project in various tables, depending on the action type of the project. 

The calculation for the Grant reported is based on the data you have introduced in the your project. Calculation for completely encoded activities includes all activities marked as complete, regardless of their timing, while the calculation for implemented activities includes only completely encoded activities with an end date in the past.

Please make sure the data in your project is fully accurate and up-to-date before submitting your amendment request.

6.3. Review "Activities" and confirm the data is correct and complete

This section presents the activities implemented so far, compared with indicative targets defined in the grant agreement. The tables include only completely encoded activities (marked as Complete in your project) with an end date in the past.

Below the table(s), you must confirm that the data available in the project is correct and complete and also confirm that the National Agency may read and analyse the data for the purpose of processing this request.

Tick the relevant tick boxes.

Activities in the navigation menu will be marked with a green check. 

7. Fill in the request

7.1. Fill in the "Interim amendments exercise" section, if applicable (call 2022)

The Interim amendments exercise section is only available for amendments in KA121 and KA151 projects from call 2022 onward. In KA121 call 2021 projects, this section was only available during the Interim amendment exercise period until 30 November 2022. 

Click on the Interim amendments exercise section, already marked with a green check. It is here that you can indicate the type of required amendment(s). Use the available tick boxes to request:

• Request funding for additional activities and/or
• Prolong grant agreement duration to 24 months, which is only applicable for projects with a duration of 15 months

and answer the questions that display as a result of your selection on the screen.

If your request does not fall into one of the available categories do not make any selection here but access the General requests section. 

In our example, we select both options and provide the required information in the newly displayed fields. 

7.2. Check and update the "Exceptional costs and inclusion support for participants" section, if applicable (call 2022)

The Exceptional costs and inclusion support for participants section is only available for KA121 and KA151 projects from call 2022 onward. In KA121 projects from call 2021, this section was called Real costs and was only available until 30 November 2022. 

Click on the section to submit additional requests for exceptional costs and inclusion support for participants.

A table is available where you can add the relevant cost type and the required mandatory information, such as Activity type, Number of participants and Eligible amount in EUR.

Use the Add row button to add additional real costs, if required. An added cost can be deleted by clicking on its corresponding Remove button.

7.3. Check and update the "General requests" section, if applicable

In the General requests section you have the option to request other kinds of change to your grant agreement, not covered by additional funding or prolonging the grant agreement. You have to describe your amendment request and reasons for the change.

7.4. Add the "Declaration on Honour" and other annexes

7.4.1. Declaration on Honour

The Declaration on Honour is mandatory for all projects and you must use the template provided with the request for each project:

1. Click the Download the declaration on honour button and follow the onscreen instructions to save the template locally.
2. Complete, sign and save the downloaded form.
3. Click on the Add the Declaration on Honour button and follow the onscreen instructions to locate and upload the declaration file. The file will be available in the List of documents.

7.4.2. Other documents

Attach any other relevant documents:

1. Click on Add documents.
2. Follow the onscreen instructions to locate and upload the desired documents. The files will be available in the List of documents.

7.4.3. List of documents

In the List of documents you will view all the files you have attached. The Declaration on Honour is marked so you can identify it easily.

The files are numbered and listed in the order in which you have attached them. You can view the size of each file, as well as the total size of all annexes.

If you want to delete a file from the list, click on the Remove button next to the desired file, then click on YES in the confirmation pop-up window to confirm the deletion.

7.5. Tick the "Checklist"

Ensure you have completed all the actions listed in the Checklist, and tick the boxes accordingly. All items on the list must be ticked in order to submit the amendment request.

The checklist is not saved, therefore every time you leave and return to the request screen, you must check all the conditions again and tick the checkboxes accordingly.

The checkboxes in the Conditions for Amendment Request submission subsection below the Checklist cannot be ticked manually. They will be selected automatically once all listed conditions are fulfilled. 

8. Click on the "Start submission process" button and confirm the action

The Start submission process button is available both at the top of the screen, in the Navigation panel, and at the bottom of the screen, under the Checklist. It is only active if all conditions for the request submission are fulfilled. 

Click on the Start submission process button.

Read the information in the pop-up window, then click on Submit Amendment Request button to confirm the submission.

9. Request is "Submitted"

Once the request is submitted, you are returned to the Amendments screen. A success message displays, indicating the submission has started. The request status changes from Draft to Submission in progress, then to Submitted. You may need to refresh the page to view the latest status.

In this example, the submission is in progress, clearly indicted in the timeline. You have the options to View the request, Delete it or Download the request as a zip file, containing the form as a PDF file and with the request submitted documents, using the available buttons. 

Here is an example of the Amendments screen after successful submission of the request.

The timeline (1) is now displaying that the request was successfully Submitted. You have the options to View and Download the request (2). The History (3) section is updated. 

10. View or download the request after submission

You can still access the request after submission, but you cannot make any further changes.

Click on the View Amendment Request button to view the request on the screen or click on Download Amendment Request to export a ZIP folder including the beneficiary request as a PDF file and all annexes. You may need to install an external tool to extract files from the ZIP folder.

11. Delete an amendment request

The option to delete an amendment request is only available for Amendment requests in status Draft and Submission in progress.

Click on the red Delete button and confirm the deletion. The button is not available for amendment requests in any other status. 

Confirm the deletion in the confirmation pop-up by clicking on Yes. Once confirmed, the amendment request will be removed from your project.

Click on No in the confirmation pop-up to cancel the deletion.