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 that 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 already submitted. The 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 on 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. The Amendment form opens

The amendment request form opens, with the navigation menu (1) on the left, allowing you to easily access the various parts to complete, and the content/work area (2), displayed based on your selection in the menu.

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. 

The example below shows the amendment request form for a KA121 Call 2022 project.

Here is an example of the amendment request screen in a KA121-SCH, call 2023 project. You will notice that the navigation menu has different options. 

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 you submit the amendment must be made in the relevant project sections. 

6.1. Review "Project Details"

The Project details section 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 displayed include only completed 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. Select the relevant options.

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

7. Fill in the request

Before you start filling in the request, please familiarise yourself with the basic functionalities explained on the page Basic functionalities in report forms in beneficiary projects. 

Take note of the following when filling in the request:

• 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. 
• 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.

7.1. Fill in the "Amendment request" section, if applicable

In this section, if available, you can request the specific changes to your project:

• Extension of your grant agreement to 24 months
• Funds for additional activities
• Request a reduction of your project grant
• Funds for exceptional costs or inclusion support for participants
• Other kinds of amendments or change requests

Use the available drop-down lists to indicate the requested changes, and provide any other information. By default, No is selected for the amendment request options. 

Additional fields become available after selecting Yes for a request, and must be filled in.

If you select to request additional funds for exceptional costs or inclusion support for participants, a table displays where the cost can be requested. See below for details. 

7.2. Fill in the "Interim amendments exercise" section, if applicable

Change requests specified in the Interim amendments exercise section can be made only during the period of the interim amendment exercise, as defined by your National Agency. The availability of the section depends on the action type and call year of the project. 

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. 

7.3. Check and update the "Exceptional costs and inclusion support for participants" section, if applicable (call 2022, 2023)

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.

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

In the General requests section, if available, you have the option to request other kinds of changes to your grant agreement, not covered by additional funding, or to extend the grant agreement. You will be required to describe your amendment request and reasons for the change.

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

Add the "Declaration on Honour"

To add the Declaration on Honour:

1. Click the Download the Declaration on Honour button and follow the onscreen instructions to save the file locally. Once downloaded, the Declaration on Honour must be signed by the Legal representative(s). 
2. Click on the Add the Declaration on Honour button and follow the onscreen instructions to locate and upload the signed Declaration on Honour. The file will be available in the List of documents.

Add Other documents

Attach any other relevant documents, using the Add documents button. Follow the onscreen instructions to locate and upload the desired documents. The files will be available in the List of documents.

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.

7.6. 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 it as a zip file containing the form as a PDF file, as well as the documents submitted with the request, using the available buttons. 

Here is an example of the Amendments screen after the 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. 

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.