Welcome

Beneficiaries are able to request amendments to a project by generating and submitting either a Regular amendment request form or an Interim amendment exercise.

Information

  • Regular amendment requests are permanently available in Beneficiary module.
  • The Interim amendment exercise is a specific type of amendment that will be available only for a specific period. An information email is automatically sent to the beneficiaries of all projects in the scope at the start of the Interim amendment exercise to inform them of the option.
  • The same form is available and used in Beneficiary module to complete a regular as well as an interim amendment exercise, with only certain parts made conditional/mandatory. 
  • 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 project. 

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

Information

Fields may vary depending on the action type of you project. Please read the onscreen information carefully to complete the relevant fields.

The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation. 

 

Prerequisites

  • Only the contact persons 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.
  • There is no Mobility activities import process ongoing. 

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


Steps


1. Check that the project is up to date

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


2. 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


3. Click on "Create new amendment request" 

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

Click on Create new amendment request

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

Take 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 open or collapse the history section which contains more details of the progress.

Amendments screen after Create new amendment request was clicked


4. 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 be directed to the request details screen.

Click on Edit Draft


5. General functionality

5.1. Request structure and navigation

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 Edit Draft

The request form 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.

Request structure and navigation

5.2. 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 as provided in the various sections of your project. 

Buttons and icons

5.3. 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.
  • 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.

Text fields options


6. Fill in the request

6.1. Fill in the "Amendment request" section, if applicable

The Amendment request section is only available during the Interim amendment exercise period. 

Click on the Amendment request section, already marked with a green check. It is here that you can indicate the type of the 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 in one of the available categories do not make any selection here but access the General requests section. 
Amendment request

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

Select options and provide information

6.2. Check and update the "Real Costs" section, if applicable

The Real Costs section is only available for a specific period. Click on the Real Costs section, already marked with a green check. You can now 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 costs in EUR. Use the Add row button to add additional real costs, if required. An added real cost can be deleted by clicking on its corresponding Remove button.

Real Costs section

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

The General requests section is only available for a specific period. 

In the General requests section you have the option to request any other kind 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

6.4. 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 allowed file sizes and the maximum allowed number of documents attached. These are mentioned at the top of the Annexes section.

6.4.1. 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.

Information

Depending on the national regulations, 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. 

Add Declaration On Honour

6.4.2. 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

6.4.3. 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.

List of documents

6.5. 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 the request screen, then return to the request, you must check all the conditions again and tick the check boxes accordingly.

Tick the Checklist


7. 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 the Amendment request submission. It is only active if all conditions for the request submission are fulfilled, as explained above. 

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 to confirm the submission. 

A success message displays. 

Success message


8. Request is "Submitted"

Once the request is submitted:

  • a success message is displayed, 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.

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

The timeline (1) is now displaying that submission is in progress. You have the options to View and Download the request (2). The History (3) is updated. A Request ID is also available. 

Request submitted


9. 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 Request button to view the request on the screen or click on Download 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.


Expected Outcome

  • The request has been submitted and is sent to the NAs project management system

What happens next?

The request is received by the National Agency and an Amendment request registered in their project management system. The National Agency will review the request. 

Depending on the outcome of the review by the NA, the request can be Cancelled, Rejected or Approved. The status of the request will be updated in the timeline.