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This page provides an overview on how to fill in and submit the final beneficiary report using the dedicated functionality in Beneficiary module, including the mandatory conditions to be fulfilled in order to submit the final report.
The illustrations on this page are based on examples from KA122 projects.
For information on how the final beneficiary report is handled, please see the page Manage the final beneficiary report.
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Check that the project is up to date
Before submitting the beneficiary report, open the project from your project list and check that the project data is up to date:
Click on "Reports" and "Generate the Beneficiary Report"
When all the project data is up to date, click the Reports tab and create the draft beneficiary 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 - use the dedicated arrow to open the section for more details or collapse it.
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.
Report structure and navigation
If you leave the report screen, you can return to it at any time by clicking on the Reports tab, then clicking on Edit Draft.
The report consists of several sections. Navigate through the sections either by scrolling up/down in the content area, or by clicking on section titles in the Navigation panel.
Buttons and icons
Filling in the report
Fill in the Beneficiary Report
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 My Projects.
If project dates or titles require modifications this should be done by making a formal amendment request to the National Agency, which will take other necessary actions to have the data updated in your project.
The Context section also includes information on the Evaluation criteria used to assess your final report.
Fill in the "Project Summary" section
Click on the Project Summary section and answer the questions on the screen:
If you are filling in the report in a language other than English, you must also provide a translation of your project summary in English.
Fill in or check all other project-specific sections
The content of the remaining sections varies depending on the key actions. Read the onscreen information carefully to fill in the required information. Certain sections also include read-only information and summaries based on details provided in other sections of the project or in participant reports (where applicable).
For example, the final report for a KA122 project includes the following specific sections:
Here is an example of the specific sections to fill in, and the Activities section in a KA122 final report:
Check the "Budget" section
The Budget section provides a high-level overview of the Total awarded budget, 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.
Add the "Declaration on Honour" and other annexes
Declaration on Honour
The Declaration on Honour is mandatory for all projects and you must use the template provided with the report for each project:
Attach any other relevant 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 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.
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.
The checklist is not saved, therefore every time you leave the report screen, then return to the report, you must check all the conditions again and tick the checkboxes accordingly.
Check the "Conditions for Final report submission"
The Conditions for Final report submission are a part of the Checklist section of the report and includes a checklist that is ticked automatically with each condition that is fulfilled, namely:
Check the list and make sure all conditions are fulfilled, i.e. all check boxes 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.
In our example below, there are incomplete mobility activities and/or group activities. The two sections of the project must be checked thoroughly and any mobility activities or group activities having the status Draft must be either completed or deleted.
Click on "Start submission process" button
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.
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.
Report is "Submitted"
Once the report is submitted:
Here is an example of the Beneficiary Reports screen after successful submission of the report.
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.
The report is received by the National Agency, and will be assessed by experts. At the same time, the National Agency will start verifying and validating the project data submitted along with the report. For more details on how the Final Beneficiary Report is processed, please see the page How to manage the final beneficiary report.
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