How reporting works in regular and small-scale projects.
Once your project has started, you need to report to the programme on a regular basis.
A progress report normally consists of two elements – a report on activities and a report on financial uptake of funds.
Every project has to provide a report on activities every six months. This includes a summary of activity, facts and figures showing the progress on all of the work packages. The activity report is designed to provide an overview of project implementation achieved since the previous report. The timing of the reports will vary depending on when your project was approved, but there is normally six months in between two following sub-mission deadline.
At the end of the project, you will have to submit a final activity report. In the final report on activities you will also have to answer some additional questions, and you will be asked to provide more detailed information on important aspects of the project.
You must submit a financial report and thereby a request for reimbursementat least once a year, but you can do so every time you report. Reimbursements are based on costs that each project partner has already paid. Some partners may therefore need to submit a financial report with each activity report submitted in order to secure their cash flow. This should be agreed within the project partnership.
Each partner's financial report must be approved by a designated controller.
Small-scale projects report twice during their lifetime on both finance and progress. They have to submit a report at the mid-term point of the project (mid-term report) and after project closure (final report).
The mid-term report follows a different logic to reporting in regular projects. The Joint Secretariat carries out the mid-term evaluation by involving the entire project partnership, on which basis the Secretariat provides a short summary of the conclusions.
The deadline for the mid-term progress report is strictly at half-term of the project duration.
After these have been approved by the project partnership, the project submits their mid-term financial report. Control of the statement of accounts will be limited in scope due to the simplified reimbursement structure of small-scale projects.
The different steps of the mid-term report, from the collection of information by the lead partner to the approval of this report, are outlined in this overview.
You must submit all reports through the Online Monitoring System.
The lead partner must collect information on activity progress and financial uptake from each partner and combine all inputs in a single progress report. The report must reflect the work and spending of the whole partnership.
There is a deadline for submitting each report. Each project has its own unique deadline to accommodate the 80-day rule for reimbursement. If a project cannot meet a deadline, the lead partner must contact the Joint Secretariat in advance. In the worst case, failure to report for an extended period may lead to the termination of your project and the launch of a procedure to recover all funds paid out.
After the submission, your report will be processed by the Joint Secretariat. In most cases, reimbursements can be made within 80 days.
However, reimbursements are subject to availability of funding; for example, if the European Commission for some reason has not transferred sufficient funding for the programme to make the reimbursement, then the reimbursement will be put on hold until funding becomes available.