What is the topic about?

Beneficiaries may be asked to submit a periodic or interim report accompanying the request for an interim payment. In other cases, beneficiaries can be as well requested to submit a progress report informing on the state of implementation of the project. Progress reports do not trigger a further payment. The interim and the progress reports must be submitted by the deadline indicated in the grant agreement.
_{Source: Erasmus+ Programme Guide 2024 (Version 1, 28.11.23); page 444}

During the project life cycle and before the submission of the final beneficiary report, the National Agency can request the Interim, Progress or Periodic report(s) from the beneficiary.

Under KA171-HED - Mobility of higher education students and staff supported by external policy funds, call 2022 and 2023, beneficiaries will be asked to submit the interim report (2022) or periodic report (2023), informing the NA about the project status and, in some cases, accompanying the request for a further pre-financing payment. The report must be submitted by the deadline indicated in the grant agreement.

Under KA210 - Small-scale partnerships and KA220 - Cooperation partnerships, call 2023, beneficiaries will be asked to submit a periodic or progress report, informing the NA about the project status and, in some cases, accompanying the request for a further pre-financing payment. The report must be submitted by the deadline indicated in the grant agreement.

An email notification is sent to the contacts of the beneficiary organisation when the interim/progress/periodic report request is launched. The relevant report can then be completed and submitted from Beneficiary module.

Report request and submission

Report Request

The National Agency will request the relevant report and the primary contact of the beneficiary will receive a notification email with the report submission deadline. As of this moment, it is possible for the beneficiary to submit the report.

Notifications to project contacts

Filling in the report

The report is filled in using a dedicated functionality from the report specific tab (Interim report, Periodic report or Progress report) of the project in Beneficiary module.

Report submission

Once the report is filled in, it must be submitted along with all required documents, via the report specific tab of the project in Beneficiary module.

After submission, the report is locked and no more changes can be made. The report status in Beneficiary module is updated to Submitted, once the submission to the National Agencies project management system is finalised.

The National Agency checks the report

The National Agency will now check if all necessary information and required documents have been included in the submitted report.

Report Reception Accepted

If the National Agency accepts the report, the assessment of the report will start.

Report Update requested due to additional/missing information required

If the National Agency deems the report to be incomplete or insufficient, a report update will be requested from the accredited beneficiary. A notification email is sent, informing the beneficiary contact about the required revision.

In such cases, the report can be updated and resubmitted. All previously submitted documents and any new documents must be re-attached to the report before it can be submitted.

Report cancelled due to submission by mistake

If the report was submitted by mistake, the National Agency has the option to cancel the report reception in their project management system. A notification email is sent, informing the beneficiary contact about the cancellation.

In such cases, the status of the report changes to Cancelled.

Project updated

After the NA has checked the report, the National Agency will finalise the report workflow in their project management system. The report status in Beneficiary module is updated, now displaying Accepted.

In the case of a KA171 Interim Report and depending on the updates requested with the submitted report, such as additional funding for your project following a possible redistribution of funds or a return of funds, the awarded project budget may require an amendment. Once this amendment is completed by the NA in their project management system, the updated awarded budget information will be available in the project.

Report cancelled by the National Agency before submission

It may happen that the National Agency cancels the report request before it was submitted. In such scenario, it is no longer possible to submit the report. The report status, displayed in the submission timeline for 30 days, is updated to Cancelled. A notification email is sent, informing the beneficiary contact about the cancellation.

Report Templates

KA171

Call	KA	Report type	Template
2022	KA171-HED - Mobility of higher education students and staff supported by external policy funds	Interim Report	2022 KA171 Interim Report_clean.docx
2023	KA171-HED - Mobility of higher education students and staff supported by external policy funds	Periodic report	2023 KA171 Periodic Report_clean.docx

KA210 and KA220

Call	KA	Report type	Template
2023	KA210- Small-scale partnership	Periodic/Progress Report	2023 KA210 Periodic_Progress report.docx
2023	KA220 - Cooperation partnerships	Periodic/Periodic Report	2023 KA220 Periodic_Progress report.docx

How to do this in the tools?

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Interim, Periodic and Progress Reports in Beneficiary module