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Beneficiaries are able to request amendments to a KA121 or KA151 project by generating and submitting an amendment request from their project in Beneficiary module. 

  • Regular amendment requests are permanently available in Beneficiary module.
  • The Interim amendment exercise was a specific type of amendment that was available only for a specific period (until November 2022). This is not applicable for projects for call year 2022. 
  • The number of amendment requests for a project is unlimited.

The steps for preparation and submission of an amendment request are as follows:

  1. Generate Amendment request
  2. Edit the draft request
  3. Submit the request

This page explains how to create and submit an amendment request for a project from Beneficiary module. 

In the example below, we are using a KA121-ADU, call 2022 project. 

titleRelevant For...

This page is relevant for:

  • Erasmus+, Call 2021
    • KA121 - Accredited projects for mobility of learners and staff in school education, vocational education and training, and adult education
  • Erasmus+, Call 2022
    • KA121 - Accredited projects for mobility of learners and staff in school education, vocational education and training, and adult education
    • KA151-YOU - Mobility of young people for accredited organisations

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  • Only the contact person(s) of the beneficiary organisations with edit rights to the project are able to perform these actions. Amendments are not accessible for Partner, Other, NEO and Consortium member users.
  • A grant agreement has been signed for the project and is visible in Beneficiary module.
  • To update the project it must have the status Project Ongoing.
  • Any previously submitted amendment requests must have been finalised; either Accepted, Cancelled or Rejected
  • There is no Mobility activities import process ongoing. 

  • Only complete mobility activities and group activities, where applicable, are included for calculations in the Amendment request form.


Numbered Headings

Check that the project is up-to-date

Access your project and check if it is up-to-date. 

You may want to use the Update project data functionality, available from the Actions button in the project details header, to make sure any changes to organisations, contacts or awarded budget from the NA's project management system were correctly transferred to your project, where applicable. See Updates to project data in Beneficiary module for additional information. 

Use the option to Refresh Reported Budget to ensure the reported budget in your project is also up-to-date. See Budget in projects for additional information.

Open the project

Access the "Amendment" section in your project

Click on Amendments in the Content menu to access the Amendments section of your project. The Amendments screen opens, displaying:

  1. Information regarding Amendment requests, providing relevant information on the requests available. Information displayed depends on the Action type of your project.
    • Read the available information carefully. 
  2. Create new amendment request button, which is used to start creating an amendment request.

Amendments screen

Click on "Create new amendment request" 

Initiate a request by clicking on the Create new amendment request button. A success message displays. 

The button will not be available if there is already an ongoing amendment request. 

Click on Create new amendment request

A timeline graphic (1) becomes available, showing your progress in preparing and submitting the request and the different phases involved. The Edit Draft and Delete buttons (2) become available. 

titleTake note

Edit and Delete are only available for Amendment requests in status Draft and Submission in progress.

In addition, you can view the History (3) of the request. Use the dedicated arrow to expand or collapse the history section which contains more details of the progress.


If there was a previous amendment request, its content, except the Annexes, is copied into the newly created request. This information is displayed in the History. 

Amendments screen after Create new amendment request was clicked

Click on "Edit Draft" to open the request details screen

Once you have generated the request, click on Edit Draft to open it. Use this button every time you need to update the draft request. You will then be directed to the request details screen.

Click on Edit Draft

General functionality

Request structure and navigation

The request form consists of several sections (1). Navigate through the sections either by scrolling up/down in the content area (2), or by clicking on the section titles in the Navigation panel. The top section indicates the completion percentage (3) of the saved draft report.

If you leave the request screen, you can return to it at any time by clicking on the Amendments tab in your project, then clicking on the Edit Draft button. 

Request structure and navigation

Buttons and icons

  1. Start submission process - this button will become active when the conditions for submitting the request have been met and the request is ready to be submitted.
  2. PDF - Click this button and follow the online instructions to save a PDF version of the request, which includes the details you have filled in to date. 
  3. Icons  - Each section of the request is preceded by an icon:
    • a red X for incomplete sections, and 
    • a green check mark (tick) for complete sections.
      • As you fill in and complete a section, it will be marked with the green check.
      • Certain sections are already marked as complete, as they do not contain any fields to fill in (e.g. Context, Budget, etc). Often information in these sections is filled in automatically, using the information already provided in the various sections of your project. 

Buttons and icons

Filling in the request

Take note of the following when filling in the request:

  • It is advisable to check and fill in the request in the sequence in which the sections are listed in the navigation menu, as the information provided in one section may affect fields in later sections. 
  • Please read the information on each screen carefully when filling in the request. An answer to a question may lead to additional fields that need to be filled in. 
  • The request is saved automatically as you progress through the sections.
  • Mandatory fields are marked with a red asterisk (*) and have the message Value missing underneath, if not filled in.
  • 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 number of characters allowed, 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.

Text fields options

Review "Project Details", "Current budget usage" and "Activities"

Review the sections Project Details, Current budget usage and Activities in the amendment request to ensure all information in your project transferred to the amendment request is up-to-date and correct. 

Any changes you may want to make before submission of the amendment, must be made in the relevant project sections. 


Only complete mobility activities and group activities, where applicable, are included for calculations in the Amendment request form. 

Review "Project Details"

The Project Details sections provides general information on your project, such as Applicant organisation, Applicant organisation OID, Project code, Project start and end date and more.

All information is read-only, except for the field Language used to fill in the form. Here you can select the language you are using to fill in the request from a drop-down list. 

Review the Project details

Review "Current budget usage"

This section of the amendment request provides the budget overview of your project in various tables, depending on the action type of the project. 

The calculation for the Grant reported is based on the data you have introduced in the your project. Calculation for completely encoded activities includes all activities marked as complete, regardless of their timing, while the calculation for implemented activities includes only completely encoded activities with an end date in the past.

Please make sure the data in your project is fully accurate and up-to-date before submitting your amendment request.


You can use the option to Refresh Reported Budget from the Action buttons in the project header to ensure the reported budget in your project is also up-to-date. See Budget in projects for additional information.

Review the Current budget usage in the amendment request

Review "Activities" and confirm the data is correct and complete

This section presents the activities implemented so far, compared with indicative targets defined in the grant agreement. The tables include only completely encoded activities (marked as Complete in your project) with an end date in the past.

Review the activities

Below the table(s), you must confirm that the data available in the project is correct and complete and also confirm that the National Agency may read and analyse the data for the purpose of processing this request.

Tick the relevant tick boxes.

Activities in the navigation menu will be marked with a green check. 

Confirm that the data available in the project is correct and complete and that the NA may read and analyse the data for the purpose of processing the request

Fill in the request

Fill in the "Interim amendments exercise" section, if applicable (call 2022)

The Interim amendments exercise section is only available for amendments in KA121 and KA151 projects from call 2022 onward. In KA121 call 2021 projects, this section was only available during the Interim amendment exercise period until 30 November 2022. 

Click on the Interim amendments exercise section, already marked with a green check. It is here that you can indicate the type of required amendment(s). Use the available tick boxes to request:

  • Request funding for additional activities and/or
  • Prolong grant agreement duration to 24 months, which is only applicable for projects with a duration of 15 months

and answer the questions that display as a result of your selection on the screen.

If your request does not fall into one of the available categories do not make any selection here but access the General requests section. 
Interim amendments exercise section

In our example, we select both options and provide the required information in the newly displayed fields. 

Interim amendments exercise section completed

Check and update the "Exceptional costs and inclusion support for participants" section, if applicable (call 2022)

The Exceptional costs and inclusion support for participants section is only available for KA121 and KA151 projects from call 2022 onward. In KA121 projects from call 2021, this section was called Real costs and was only available until 30 November 2022. 

Click on thesection to submit additional requests for exceptional costs and inclusion support for participants.

A table is available where you can add the relevant cost type and the required mandatory information, such as Activity typeNumber of participants and Eligible amount in EUR.

Use the Add row button to add additional real costs, if required. An added cost can be deleted by clicking on its corresponding Remove button.

Exceptional costs and inclusion support for participants

Check and update the "General requests" section, if applicable

In the General requests section you have the option to request other kinds of change to your grant agreement, not covered by additional funding or prolonging the grant agreement. You have to describe your amendment request and reasons for the change.

General requests section

Add the "Declaration on Honour" and other annexes


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

Declaration on Honour

The Declaration on Honour is mandatory for all projects and you must use the template provided with the request for each project:

  1. Click the Download the declaration on honour button and follow the onscreen instructions to save the template locally.
  2. Complete, sign and save the downloaded form.
  3. 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.

Depending on the national regulations, a signature by the legal representative of the beneficiary organisation may not be sufficient and a stamp from the organisation might be required as well. 

Add Declaration On Honour

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.

Add other 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 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.

List of documents

Tick the "Checklist"

Ensure you have completed 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 amendment request.

The checklist is not saved, therefore every time you leave and return to the request screen, you must check all the conditions again and tick the checkboxes accordingly.

The checkboxes in the Conditions for Amendment Request submission subsection below the Checklist cannot be ticked manually. They will be selected automatically once all listed conditions are fulfilled. 

Tick the checklist

Click on the "Start submission process" button and confirm the action

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 Checklist. It is only active if all conditions for the request submission are fulfilled. 

Click on the Start submission process button.

Click on the Start submission process button

Read the information in the pop-up window, then click on Submit Amendment Request button to confirm the submission.

Confirm the submission of the amendment request

Request is "Submitted"

Once the request is submitted, you are returned to the Amendments screen. A success message displays, indicating the submission has started. The request status changes from Draft to Submission in progress, then to Submitted. You may need to refresh the page to view the latest status.

In this example, the submission is in progress, clearly indicted in the timeline. You have the options to View the request, Delete it or Download the request as a zip file, containing the form as a PDF file and with the request submitted documents, using the available buttons. 

Submission of amendment request in progress

Here is an example of the Amendments screen after successful submission of the request.

The timeline (1) is now displaying that the request was successfully Submitted. You have the options to View and Download the request (2). The History (3) section is updated. 

Request submitted

View or download the request after submission

You can still access the request after submission, but you cannot make any further changes.

Click on the View Amendment Request button to view the request on the screen or click on Download Amendment Request to export a ZIP folder including the beneficiary request 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 amendment request after submission

Delete an amendment request

The option to delete an amendment request is only available for Amendment requests in status Draft and Submission in progress.

Click on the red Delete button and confirm the deletion. The button is not available for amendment requests in any other status. 

Click on the Delete button

Confirm the deletion in the confirmation pop-up by clicking on Yes. Once confirmed, the amendment request will be removed from your project.

Click on No in the confirmation pop-up to cancel the deletion. 

Confirm the deletion

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