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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 final beneficiary report can be generated if the project is in status Project Ongoing or Final report - awaiting submission

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. For a quick overview of the Final Report in Beneficiary module, please view the eLearning video.

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Steps

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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:

  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. Organisations and Contacts: 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 details 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). If you record additional costs in the Budget section save the changes by clicking the Save button.

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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.

The final beneficiary report can be generated if the project is in status Project Ongoing or Final report - awaiting submission

Click on Reports then on Generate Beneficiary Report

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.

 Report Timeline and History 

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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.

Click on Edit Draft

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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.

The sections available depend on the action type of your project.

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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

Report structure and navigation 

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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 final report for submission. When the report is ready for submission, clicking on the button will start the final report submission. 
  • 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 (tick) 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 (e.g. Context, Budget, etc). 

Here are examples of the navigation menu available for a KA122-SCH 2021 (partial menu) and KA220-HED 2021 project.

Buttons and icons

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. 
  • 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.
  • Mandatory fields are marked with a red asterisk (*) and, if blank, have the message Value missing underneath.

Mandatory fields are marked with a red asterisk 

  • 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. 

Mandatory fields are marked with a red asterisk 

  • You can adjust the size of a text field by dragging down/up the bottom right corner of the field.

Drag the bottom right corner of a text field to adjust its size

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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.

Check the Context section

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

Report evaluation criteria

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Fill in the "Project Summary" section

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

Fill in the Project Summary section

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The project summary will be displayed in the Project Results Platform once the Final Report is finalised in the National Agency project management system.

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.

Provide a translation of the Project Summary in English

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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, call year 2021 project includes the following specific sections:

  • Activities
  • Practical arrangements
  • Quality Standards I: Basic principles
  • Quality standards II: Good management of mobility activities
  • Quality standards III: Providing quality and support to the participants
  • Quality standards IV: Sharing results and knowledge about the programme
  • Participant satisfaction
  • Project objectives and achievements

Here is an example of the specific sections to fill in, and the Activities section in a KA122 final report:

Example of specific sections and Activities - KA122

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

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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.

Check the Budget section

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Add the "Declaration on Honour" and other annexes

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Read the onscreen information carefully and make sure you observe the rules regarding the allowed file types, the maximum allowed file sizes and the maximum allowed number of documents attached. These are mentioned at the top of the Annexes section.

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:

  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. The file will be available in the List of documents.
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According to the national context, a signature by the legal representative of the beneficiary organisation may not be sufficient and a stamp for the organisation might be required as well. 

Attach the Declaration on Honour

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Other documents

Attach any other relevant documents:

  1. Click on Add documents.
  2. Follow the onscreen instructions to locate and upload the desired documents. The files will be available in the List of documents.

Attach other relevant 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.

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Read the onscreen information carefully and make sure you observe the rules regarding the allowed file types, the maximum allowed file sizes and the maximum allowed number of documents attached. These are mentioned at the top of the Annexes section.

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.

List of documents

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.

Delete a file from the list

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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.

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 boxes accordingly.

Tick the Checklist and read the data protection notice

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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, namely:

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

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. Only then becomes the Start submission process button active.

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Use the available hyperlinks to access the relevant project section directly from the report screen.

Check the Conditions for Final report submission

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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 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.

Start submission process

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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.
  • the project status changes from Project ongoing or Final report - awaiting submission to Submitted 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.

Submission in progress

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

 Report is 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 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.

View or download the report after submission

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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 such 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.

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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.

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Re-Submission of a Final Report

Access the "Reports" tab in your project

Click on Reports (1) 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 (2)

Access the Reports tab in your project

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

Expand the rejected report section to see the Final Report timeline

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. 

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

Click on the "Edit" 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 button to open the report. 

Click on the Edit button to open the report

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

The Final report opens in status draft.

All information as 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. 

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If the rejected report was submitted with the previously available light submission, meaning the report was filled in a word document and only the budget was submitted from Beneficiary module, all sections of the report are empty and must be completed. In such case, please follow the detailed steps for completing and submitting the report as described above.

The Final report opens in status draft, all 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. You also still have the option to make changes to project details, such as activities, organisations or project results, if needed. 

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. 

Attach the required annexes, including the Declaration on honour

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. 

Tick the various items in the Checklist and check the conditions for submission

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".

Click on the Start submission process button and confirm the submission


Expected Outcome

  • The report has been submitted, the project is locked and no further updates are allowed for the beneficiary and the partners

What happens next?

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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