Interim ReportsInterim ReportsnopaneltrueThis page provides an overview on how to fill in and submit the Interim or Periodic Report using the dedicated functionality in the Beneficiary module, including the mandatory conditions to be fulfilled, in order to submit the report. Only beneficiary project contacts with edit rights in the project can fill and submit the report while the project is in status Project ongoing.

The illustrations on this page are based on examples from a KA171-HED - Mobility of higher education students and staff supported by external policy funds, call 2022, project. 

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. 

Steps

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Steps

General functionality

Report structure and navigation

The report screen opens and 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.

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Click on "Interim reports" In the project in Beneficiary module, click on the Interim reports tab. The reports screen opens and if the National Agency requested the report, it is from here that you will be able to edit and submit the report. In the Interim reports screen, a report timeline will be displayed and the Edit draft button is available.  If no Interim Report was requested by the National Agency, the Interim reports screen will be empty.  Image Removed HTML <div class="page-break-ruler"> </div> Click on "Edit Draft" When the Interim 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 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. Image Removed
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Auto-save

The report is saved automatically as you fill it in, and a message is displayed at the bottom of the page whenever the report is saved. At the top of the Navigation panel you can view when the report was last saved.

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Buttons and Icons

• Start submission process - this button will, for as long as submission is not possible, direct you to the end of the report, from where you can check the conditions to submit the report for submission. When the report is ready for submission, clicking on the button will start the report submission to the National Agency project management system. 
• PDF - Click this button and follow the online instructions to save a PDF version of the report, which includes the details you have filled in to date. 
• Navigation menu - Each section of the report is preceded by an icon:
  • a red X for incomplete sections, and
  • a green check mark for complete sections.
  • As you fill in each section, it will be marked with the green check, once complete. Certain sections are already marked as complete, as they do not contain any fields to fill in.

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Filling in the report

• It is advisable to fill in the report in the order of the sections listed in the Navigation menu, as the information provided in one section may affect fields in a later section. 
• Please read the information on the screen carefully when filling in the report. An answer to a question may lead to additional fields that need to be filled in.
• Mandatory fields are marked with a red asterisk (*) and, if blank, have the message Value missing underneath.
• 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 allowed number of characters, 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.

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Fill in the Report

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.

In the Context section you also find information regarding the Purpose of interim reports as well as the Terminology of mobility scope used throughout the report. 

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Check the "Activities" section

The Activities section is already filled in and marked with a green check. The section contains two tables, displaying the Overview of Activities per Region and per Country.

The tables provide an overview of the mobility activities per Activity category (Student and Staff), including the awarded and reported Average Duration and No. of participants and related details. 

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Check the "Budget" section

In the Budget section of the report you can view the Overall Budget Summary as well as information regarding Budget transfers, Organisational support, Exceptional costs, Inclusion support and Project Total Amount. Several tables are displayed, detailing the relevant budget information and are read-only.

Remember that only mobility activities in status Completed are considered in the calculated reported budget amounts. 

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Here an example of the budget information available for Organisational support, Exceptional costs, Inclusion support and Project Total Amount. 

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Complete the "Amendment request" section, if required

In the Amendment request section of the report, using the available tick boxes, you can select to:

If you select the option to

Shorten/prolong grant agreement duration to 24/36 months

Depending on the option(s) selected, the report form will adapt and additional information must be provided.

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Request additional funding

Here is an example where the option to request additional funding (1) was selected. A table displays, listing the regional partnerships in your project including information such as the Amount requested in application form, Amount granted and Max additional funds.

In column Additional amount requested (2) you can provide the required additional amounts per country within a region. 

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Return funds to the National Agency

Here is an example where the option to Return funds to the National Agency (1) was selected. A comment field (2) displays and must be completed. Using the newly displayed Add button (3), you can then provide the amount of funds you wish to return per region and country (4). 

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Shorten/prolong grant agreement duration

If you select the option to Shorten/prolong grant agreement duration to 24/36 months, no additional fields will become available in the report form. 

Complete the "Request for Further Pre-Financing" section

In this section you must confirm if you did spend 70% of the allocated funding, using the available drop-down list. You can select Yes or No. If you select No from the drop-down list, no further information must be provided in this section.

If Yes is selected, relevant project budget information will be displayed in a table, where you must specify the Amount of Pre-financing payments already received and the Amount of further pre-financing payment requested by the beneficiary to the National Agency. 

The Grant awarded as stated in your Grant Agreement and Amount of pre-financing payment used is also displayed in this table and read only.

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Complete the "Additional Comments (optional)" section, if required

In the Additional Comments (optional) section you can use the available text field to provide any additional comments regarding the interim report, if required. This is optional. 

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Add the "Declaration on Honour" and other documents

Declaration on Honour

1. Click the Download the Declaration on Honour button and follow the onscreen instructions to save the template locally.
2. Click on the Add the Declaration on Honour button and follow the onscreen instructions to locate and upload the declaration file.
3. The file will be available in the List of documents.

The Declaration on Honour can only be uploaded once. 

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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.

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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.

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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 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 report.

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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 Beneficiary Report (2) to confirm the submission.

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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. 

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

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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.

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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 Interim Report request. Only if the NA requests a new report will you be able to generate a new one.

Here an example of the updated timeline where the submitted Interim 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. 

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Report submitted but update requested

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 Interim Report. 

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

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Re-Submission of an Interim Report

Access the "Interim reports" tab in your project

Click on Interim reports in the Content menu. 

Click on the "Edit draft" button to update the previously submitted report

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. 

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

The report opens in status draft.

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. 

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Check and update the report, where required

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

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. 

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. 

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 7. Report is "Submitted".

Expected Outcome

• The report has been submitted and no further updates can be made

Expected Outcome

• The report has been submitted and no further updates can be made

What happens next?

The report is received by the National Agency, and will be assessed by experts. For more details on how the Interim Report is processed, please see the page Interim, Periodic and Progress Reports in Beneficiary module. 

Report templates

What happens next?

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