1. Check that the project is up to date

Before submitting the report, open the project from your project list and check that the project data is up to date:

1. Project details : this section is read-only and the information cannot be updated. If there is a mistake in the project end/start date or the project title, please contact your National Agency to make the necessary adjustments.
2. Participating organisations and Associated persons : check the organisation details and associated contact persons for all organisations. 
   If any organisation details need to be updated, the National Agency should first be notified and the details should be updated in the Organisation Registration system. Once the changes are made in the National Agency's project management system, they will be reflected in your project. This does not apply to certain contact details, such as those of the project co-beneficiaries and partners, which can be updated directly in the project on the Erasmus+ and European Solidarity Corps platform.
3. Check all other sections for accuracy and completeness. Pay particular attention to the project data that affects the budget.
   • For example, in Erasmus+ KA1 youth projects, any changes made to the mobility activity details will automatically update the budget summary. In addition, all mobility activities must have the status Complete, otherwise they are not reflected in the budget.
4. Budget : check the budget summary of the project.
   • If certain information is not reflected in the summary, update the relevant project section.
   • Additional project costs may be entered in the budget screen depending on the action type, e.g. Exceptional costs - Guarantee, Number of Participants (KA1 Youth), Number of coaching days (ESC30-SOL).

2. Click on "Reports" and "Generate the Beneficiary Report"

When all the project data is up to date, click the Reports tab in the Content menu. Create the draft report by clicking the Generate Beneficiary Report button. 

A timeline graphic becomes available, 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 collapse it.

3. Click on "Edit Draft"

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

4. Report screen opens

4.1. Basic functionalities 

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

5. Fill in the Beneficiary Report

5.1. Check the "Context" section

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

The Context section also includes information on the Evaluation criteria used to assess your final report for your reference. 

5.2. Fill in the "Project Summary" section

Click on the Project Summary section and answer the questions on the screen. 

5.3. Fill in or check all other project-specific sections

The content of the remaining sections varies depending on the key action and call year of your project. You can consult the final report templates per key action and call year on page Final Beneficiary Report templates .

For example, the final report for a KA153-YOU - Mobility of youth workers Call year 2023 project includes the following sections:

• Context
• Project summary
• Description of the project
• Implementation of the Project
• Activities
• Participants' Profile
• Learning outcomes and impact
• Impact
• Dissemination of Project Results
• Future plans and suggestions
• Budget
• Follow-up
• Annexes
• Checklist

Here is an example of the specific sections to fill in. The Description of the project section is selected and displayed. 

5.3.1. European Language Label (KA121, KA122, KA210, KA220)

In Beneficiary module, when filling in the Final Beneficiary Report for a KA121, KA122, KA210 and KA220 project, the beneficiary organisation has the opportunity to apply for the European Language Label.

The European Language Label is an award encouraging the development of new techniques and initiatives in the field of language learning and teaching, as well as the enhancement of intercultural awareness across Europe. 

The Label is awarded annually or biannually to the most innovative language learning projects in each EU Member State and third country associated to Erasmus+.

By supporting such initiatives at both a local and a national level, the Label seeks, in particular, to raise the standards of language teaching across Europe. 

_{Source: European language initiatives on European Education Area}

The application for European Language Label is available as a subsection in the final beneficiary report.

Beneficiaries who wish to apply for the label must choose Yes in the drop-down list and fill in the additional fields that become available. The European Language Label section in the report also provides information regarding the European Language Label award criteria, such as Thematic priorities, Comprehensive and creative approach and Impact and dissemination. 

5.4. Check the "Budget" section

The Budget section provides a high-level overview of the Total awarded budget and the Total reported budget, as well as various project costs. All information is read-only. If changes are required, you must make them in the other sections of the projects affecting the budget and/or the budget screen, as applicable.

6. 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.

7. Complete 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.

7.1. Check the "Conditions for Final report submission" 

The Conditions for Final report submission are a part of the Checklist section of the report and include a checklist that is ticked automatically with each condition that is fulfilled. The conditions for submission vary, depending on the action type and call year of your project. 

Conditions for the submission can be, for example: 

1. All mandatory fields in the report have been filled in.
2. The Reported Budget is greater than zero.
3. All fewer opportunities participants in the project have a reason declared in the Fewer opportunities section. 
4. All mobility activities and group activities in the project are in status Complete.
5. The Declaration on Honour and all other mandatory annexes (where applicable) have been uploaded.
6. The Checklist has been fulfilled.

Check the list and make sure all conditions for the report 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 Final report. For example, if there are incomplete mobility activities and/or group activities, the two related sections in the project must be checked thoroughly and any mobility activities or group activities having the status Draft must be either completed or deleted. Only then becomes the Start submission process button in the report screen active.

8. Click on "Start submission process" button and "Confirm submission"

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

Click on the Start submission process button, read the information in the pop-up window, then click on Submit Beneficiary Report to confirm the submission.

9. 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.
• the project status changes from Project ongoing or Final report - awaiting submission to S ubmitted once the report is successfully submitted to the National Agency.
• the project is locked for the beneficiary and partners and no further changes are allowed. If you need to modify any project data at this point, contact the National Agency, which should unlock the project and release the report.

Here is an example of the Beneficiary Reports screen after successful submission of the report. 

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

11. Final report cancelled due to submission by mistake

If the Final report was submitted by mistake, the National Agency can cancel the Final report process in their project management system. In this scenario, the project status changes from Submitted to Project Ongoing. The project is unlocked. A notification e-mail is sent, informing the beneficiary user of the report rejection. 

In the reports section of the project, you will notice the status of the report is updated to Rejected.

You can, when required, use the Generate Final Report button to generate a copy of the previously submitted report. See below for details.

12. Final report submitted but not accepted due to additional/missing information required

The National Agency checks that all necessary information submitted in the report is available and/or satisfactory. If not, a new report will be requested. A notification e-mail is sent, informing the beneficiary user of the report rejection. 

Reasons for requesting new report may be:

1. missing documentation
2. additional information needed
3. other … (reason to be specified)

In such a case, the project status changes from previously Submitted to Project Ongoing. The project is unlocked and it is possible to update the project information and re-submit the final report.

13. Re-Submission of a Final Report

13.1. Access the "Reports" tab in your project

Click on Reports in the Content menu. The reports section of your project opens.

In the displayed timeline, you will notice that, for a rejected report, the rejection is indicated there. 

You can expand the rejected report section to see the Final Report timeline.

13.2. Click on the "Generate Beneficiary Report" button to generate a copy of the previously submitted report

Click on the Generate Beneficiary Report button to generate a copy of the previously submitted report. 

13.3. Click on the "Edit Draft" button

A new draft is created. In the history, an information message informs you that all answers have been copied into this report. Click on the Edit Draft button to open the report. 

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

The Final report opens in status draft.

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

13.5. Check and update the report, where required

You can update information in the various report sections if and where required. You also still have the option to make changes to project details, such as activities, organisations or project results, if needed. 

13.6. 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 final report. See above for step-by-step instructions. 

13.7. Tick the "Checklist" and check the "Conditions for Final report submission" 

When all information in the report is complete and the documents are attached, tick the various items in the Checklist. The Conditions for Final report submission are a part of the Checklist section of the report and include a checklist that is ticked automatically with each condition that is fulfilled. See above for details. 

13.8. 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 Final 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 Beneficiary Report to confirm the submission. The Final report process will continue as explained in step 7. Report is "Submitted".