This page is relevant for:

• Erasmus+ Call 2022 and 2023
  
  • KA171-HED - Mobility of higher education students and staff supported by external policy funds

The report can be completed only if the report was requested by the National Agency. For general information on how the report is handled, please see the page Interim, Periodic and Progress Reports in Beneficiary module. 

The report to complete depends on the action type and the report type requested by the NA. In addition, the form and fields to complete adapt as per the information you provide when filling in the report. Please read the onscreen information carefully to ensure you provide the correct information.

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

Before you start completing the report, make sure all necessary information in your project, such as Participating organisations and mobility activities, is up-to-date. Only mobility activities in status Complete are considered in the report.

Click on "Interim reports" or "Periodic reports" from the Content menu

In the project in Beneficiary module, click on the Interim reports (call 2022) or Periodic report (call 2023) 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 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 Interim reports screen will be empty. 

Image RemovedImage AddedAccess Interim reports in the project from the Content menu

<div class="page-break-ruler"> </div> 

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 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 RemovedImage AddedClick on the Edit button to open the Interim Report

<div class="page-break-ruler"> </div> 

The report form opens

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

Image RemovedImage AddedInterim report form

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 can also find information regarding the Purpose of interim reports as well as the Terminology of mobility scope used throughout the report. 

Image RemovedImage AddedCheck the Context section

<div class="page-break-simple"> </div> 

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. 

Image RemovedImage AddedActivities section detailing activities per region and countries

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. 

Image RemovedImage AddedBudget provides overview of current reported budget

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

Image RemovedImage AddedBudget information available for Organisational support, Exceptional costs, Inclusion support and Project Total Amount

Complete the "Amendment request" section, if required

In the Amendment request section of the report, by choosing the appropriate drop-down menu option, you can select to:

• Request additional funding for your project following a possible redistribution of funds
• Return funds to the National Agency, and/or
• 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.

Image RemovedImage AddedAmendment request section

Request additional funding for your project following a possible redistribution of funds

Here is an example where, in the drop-down, the option Yes to request additional funding for your project following a possible redistribution of funds is selected.

Image RemovedImage AddedRequest additional funding for your project following a possible redistribution of funds drop-down

A table displays (1), 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 you can provide the required additional amounts per country within a region. A comment field (2) is also displayed and must be completed.

Image RemovedImage AddedAdditional amount requested and Comment field

Clicking the Add button creates a new row.

Image RemovedImage AddedClick the Add button to add a new row

The row is then added to the table where the Region, Country and Additional amount requested can be added.

Image RemovedImage AddedNew row added

Choose the specific Region and Country from the drop-down.

Image RemovedImage AddedChoose the specific Region and Country

Insert the additional amount requested into the field provided.

Image RemovedImage AddedAdditional amount requested field

Return funds to the National Agency

If you choose Yes in the drop-down option to Return funds to the National Agency (1) was selected. 

Image RemovedImage AddedReturn funds to the National Agency drop-down

Details of the amount (per region and country) to return to the National Agency is displayed and is read-only. Using the newly displayed Add button (2), you can then provide the amount of funds you wish to return. 

Image RemovedImage AddedDetails of the amount (per region and country) and Add button

Clicking the Add button creates a new row where the Region, Country and Amount to be returned can be inserted.

Image RemovedImage AddedClicking the Add button

The row is added to the section and more can be added by clicking the Add button, or deleted, by clicking the Delete button.

Image RemovedImage AddedRow added to section

A mandatory comment field displays the details of the activities related to the returned amounts are described. 

Image RemovedImage AddedMandatory comment field

Shorten/prolong grant agreement duration to 24/36 months

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

Image RemovedImage AddedShorten/prolong grant agreement duration to 24/36 months drop-down

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 are also displayed in this table and are read-only.

Image RemovedImage AddedComplete the Request for Further Pre-Financing section

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. 

Image RemovedImage AddedProvide optional Additional Comments

<div class="page-break-simple"> </div> 

<div class="page-break-ruler"> </div> 

 Add the "Annexes"

<div class="page-break-ruler"> </div> 

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.

Image RemovedImage AddedTick the checklist

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.

Image RemovedImage AddedClick on the Start submission process button and confirm the report submission

<div class="page-break-ruler"> </div> 

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. 

Image RemovedImage AddedInterim report submission in progress

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

Image RemovedImage AddedInterim report successfully submitted

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.

Image RemovedImage AddedView report and Download report options available after submission

<div class="page-break-ruler"> </div> 

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

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. 

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 or Periodic Report. 

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

Image RemovedImage AddedEdit draft button available if revision of report requested by the NA

Re-Submission of an Interim Report

Access the "Interim/Periodic reports" tab in your project

Click on Interim/Periodic 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. 

Image RemovedImage AddedClick on the Edit draft button to open the report

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. 

Image RemovedImage AddedAll information as submitted with the previous version of the report is available

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 Report is "Submitted".

KA171

<div class="page-break-ruler">&nbsp;</div>