1. Click on the report specific project tab from the "Content menu"

In the project in Beneficiary module, click on the report specific tab in the content menu. In our example, we click on the Periodic reports tab.

The reports screen opens and it is from here that you will be able to edit and submit the report. In the reports screen, a report timeline will be displayed and the Edit Draft button is available. 

If no report was requested by the National Agency, the reports screen will be empty. 

2. Click on "Edit Draft"

When the report has been requested by the National Agency, the Edit Draft button is available. A timeline graphic is also displayed, showing your progress with the report and the report statuses. In addition, you can view the History of the report by using the dedicated arrow to open the section for more details, or to collapse it.

Click on the Edit Draft button to open the report form. Use this button every time you need to access the draft report, where you will be directed to the report details screen.

3. The report form opens

The report form opens, with the navigation menu (1) to easily access the various parts to complete and the content/work area (2) as per selection in the menu.

Here is an example of the report form for a KA210-VET Periodic report. The navigation menu (1) and the content/work area (2) are available. The options available in the navigation menu are different than for the KA220 report. 

Please also consult the report templates available at the bottom of this page for the details of each report, per action type. 

4. Fill in the Report

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

4.1. Check the "Context" section

You will notice that the Context section is already filled in and marked with a green check. It contains general information that is also displayed in the Details section of the project, and it cannot be modified.

4.2. Check and complete the other report sections

Use the navigation menu to access the various sections in the report and provide the required information, as applicable. Once a section is completed, it will be marked with a green check in the navigation menu, indicating completion.

In our example, a KA220 project, the following sections are available and must be completed: 

• Project summary:
  • In this section you must provide an overall state of play of your project.
  • A Summary of Participating Organisations is available and you have the option to add Associated Partner organisations, if applicable.
• Work Package n° 1 Project Management: 
  • In this section you must provide an overall state of play of your project.
• Implementation: 
  • This section provides an overview of the additional work packages applicable to the project.
  • For each available work package, you must provide information on topics, such as the activities implemented so far and the level of achievement of planned results.
• Follow-up: 
  • In this section you must provide information regarding the project impact, sharing and promoting the project results and provide additional comments.
  • In subsection Financial statement,  you can request for a further pre-financing payment. 

The Annexes and Checklist sections are available for all reports.

Please also consult the report templates available at the bottom of this page for the details of each report per action type. 

This example shows the fields to complete in the Project summary section for a KA220 report.

Here is an example of the Financial statement subsection, part of the Follow-up section of the report. You can request a further pre-financing payment, if needed. The field Amount of Pre-financing payments already received is prefilled as per payment information registered in the National Agency's project management system. 

5. Add the "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.

6. Tick the "Checklist"

Ensure you have performed 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 final report.

Remember that the submission of the report will be blocked if an import of mobility activities in the project is in progress.

Check the list and make sure all conditions are fulfilled, i.e. all checkboxes are ticked. If one or more of the conditions are not fulfilled, you need to make the necessary changes, before you are allowed to submit the report.

7. Click on "Start submission process" button

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

Click on the Start submission process (1) button, read the information in the pop-up window, then click on Submit periodic/progress report (2) button to confirm the submission.

8. Report is "Submitted"

Once the report is submitted:

• a success message is displayed, indicating the submission has started.
• the report status changes from Draft to Submission in progress, then to Submitted. You may need to refresh the page to view the latest status.

Here is an example of the Reports screen, after successful submission of the report, while the submission is in progress. 

Here is the example when the report was successfully submitted to the National Agency. The timeline is updated accordingly.

9. View or download the report after submission

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

Click on the View Report button to view the report on the screen, or click on Download Report to export a ZIP folder including the report as a PDF file and all annexes submitted with the report. You may need to install an external tool to extract files from the ZIP folder.

10. Report cancelled 

If the report was cancelled by the National Agency after it was submitted, the status of the report will change to Cancelled. A notification email is sent to the beneficiary contact, informing them of the cancellation of the report request. Only if the NA requests a new report will you be able to generate a new one.

Here is an example of the updated timeline where the submitted report was cancelled by the NA in their project management system. The report status is updated accordingly and you can still View and Download the report. You cannot make changes to the report and resubmit it. 

11. Report submitted but update requested (Re-Submission)

The National Agency checks that all necessary information submitted in the report is available and/or satisfactory. If not, an update for the report will be requested. Reasons for requesting a new report may be missing documentation or insufficient information provided in (a) section(s) of the report. In such a case, a new instance of the report is created as a copy of the previously submitted one. A notification email is sent to the beneficiary contact, informing them of the request to revise the report. 

11.1. Access the report specific tab in your project and click on "Edit Draft"

Click on the report specific tab in the Content menu. If a new version of the report was requested by the NA, the Edit Draft button will be available. 

In the History, an information message informs you that all answers from the previous report have been copied into this report. Click on the Edit draft button to open the report. 

The Edit draft button will be available in the specific reports tab of your project. 

11.2. Report information as per previously submitted report available in the new draft

The report opens in draft status.

All information submitted with the previous version of the report is available. All items, except the Annexes and Checklist, are marked with a green check. The annexes from the previous version of the report are not available and new annexes must be attached. 

11.3. Check and update the report, where required

You can update information in the various report sections, if and where required.

11.4. Attach the required annexes, including Declaration On Honour

All previously attached documents, including the Declaration on Honour, are no longer available and must be re-attached before you can submit the new version of the report. See above for step-by-step instructions. 

11.5. Tick the "Checklist"

When all information in the report is complete and the documents are attached, tick the various items in the Checklist. See above for details. 

11.6. Click on the "Start submission process" button and confirm the submission

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 Conditions for report submission. It is only active if all conditions for the report submission are fulfilled, as explained above. See above for additional details. 

Click on the Start submission process button, read the information in the pop-up window, then click on Submit Report to confirm the submission. The report process will continue as explained in step Report is "Submitted".