Beneficiaries are able to request amendments to a project by generating and submitting either a Regular amendment request form or an Interim amendment exercise.
The steps for preparation and submission of an amendment request are as follows:
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:
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.
There is no Mobility activities import process ongoing.
Only complete mobility activities and group activities are included for calculations in Amendment request form.
Access your project and check if it is up to date.
Click on Amendments in the Content menu to access the Amendments section of your project. The Amendments screen opens, displaying:
Initiate a request by clicking on the Create new amendment request button. A success message displays.
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.
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.
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.
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.
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:
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.
In our example, we select both options and provide the required information in the newly displayed fields.
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 type, Number 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.
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.
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 Declaration on Honour is mandatory for all projects and you must use the template provided with the request for each project:
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.
Attach any other relevant 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.
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.
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.
Read the information in the pop-up window, then click on Submit to confirm the submission.
A success message displays.
Once the request is submitted:
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.
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.
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.