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European Education and Culture Executive Agency

Support to European Cooperation Projects 2020

Creative Europe - EACEA 32/2019

Years
2020
EACEA Creative Europe Actions 2014-2020
CultureCooperation projects

Call for proposals

Selection results

Beneficiaries space

Project Management

Guidance on contractual project management

The following Guidance videos will give you detailed information on the following topics:

• Managing the partnership 

• Monitoring and amendments

• Financial management

• Reporting to the Agency

You can find here information on EACEA’s response to Coronavirus.

The following  Guidance on contractual project management contains practical information on:

• Communication with the Agency,

• Managing the partnership,

• Monitoring, reporting and amendments,

• Financial management

Templates

Please use the following templates when asking for a change (amendment) to:

• The work programme (work packages/activities) 
• Change of partner (addition of a partner) 
• Change in EU grant per partner

Change in EU grant per partner - EACEA/32/2019
English
(24.79 KB - XLSX)
Download

Please send the amendment request to this inbox (mentioning your Grant Agreement n°):

EACEA-CULTURE-CONTRACTUAL@ec.europa.eu

Template document for your information:
• Template document for timesheets

 

Reporting

Request for second pre-financing - Progress report

You will need to submit a request for second pre-financing payment if your grant is payable in 3 instalments. If so, your Grant Agreement will specify the reporting period in Art. I.4.

In order to receive a further pre-financing payment, please download and complete the following mandatory documents:

Final financial statements - EACEA 32/2019
English
(306.94 KB - XLSX)
Download

The ods version of the financial statements should be opened using Libre Office:

Financial statements - ods version - EACEA 32/2019
English
(158.47 KB - ODS)
Download

The documents (duly dated and signed by the authorised person mentioned in the grant agreement) must be sent within 60 calendar days following the end of the first reporting period to the following mailbox and to your project officer by e-mail:

EACEA-CULTURE-CONTRACTUAL@ec.europa.eu

Final payment - Final report

Final reports have to be submitted through the eReport (electronic reporting tool) at the latest 60 calendar days after the end of the last reporting period (mentioned in Art I.4.1 of your grant agreement).

You can access the eReport through the Funding & Tenders Opportunities portal 

The eReport must be filled in online and comprises several parts (public summary of the project’s results, statistics on the implementation of the project, budget summary and grant sharing). This document gives you an overview of the statistical included in the ereport

You must attached the following 4 mandatory attachments to the eReport (please use the templates provided below):

1. Final technical report (including evaluation by the partnership) which you must upload as a single pdf document. 

2. Final financial statements Should you had to submit a progress report, please continue to use the document you used to request further pre-financing payment (see above). Othervise please use the following document:

Final financial statements - EACEA 32/2019
English
(306.94 KB - XLSX)
Download

The ods version of the financial statements should be opened using Libre Office:

Financial statements - ods version - EACEA 32/2019
English
(158.47 KB - ODS)
Download

3. Depending on the EU grant amount (more or less than 60.000 EUR) indicated for each beneficiary in the estimated budget of the grant agreement (annex III), you will need to provide per beneficiary (project leader and partners): a Signed Audit certificate (“Report of Factual Findings on the Final Financial Report – Type I or II”) and/or supporting documents and a signed overview of the final financial statement. All these documents will need to be attached as a single pdf document. Please refer to Art I.4.4 and Annex III of your grant agreement for further information.

The mandatory templates for the Audit certificate can be downloaded from here (under Audit procedure type I and II)

4. Beneficiary’s declaration of honour (signed by the legal representative of the coordinator only). It confirms that a process of consultation and approval has been carried out within the partnership. If the signatory is not the legal representative indicated to the Agency, an authorisation (proxy) to sign on his/her behalf must also be attached. 

The eReport Submission user guide will provide you with detailed technical instructions on how to access and submit your project's eReport. 

Check list for reports (progress and final)

Electronic copies of all project's products/results (i.e. publication, brochure, poster, invitation, DVD, CD-Rom, etc.) must to be uploaded in the Creative Europe Project result database (these shall NOT be sent per e-mail or post to us).

For more information, please contact your project officer or EACEA-CULTURE-CONTRACTUAL@ec.europa.eu

 

Dissemination and Visual Identity

To increase the visibility of your project and its results, we highly encourage you to directly upload the most relevant documentation in the Creative Europe project results database.

You will be able to validate the most relevant documents only at the final report level.

Publicity

Project beneficiaries must make themselves familiar with the publicity provisions as stipulated both in the specific and the general provisions of the Grant Agreement and as laid out in the guidelines available on the following Agency website.

Any communication or publication related to the Project, made by the beneficiaries jointly or individually, including at conferences, seminars or in any information or promotional materials (such as brochures, leaflets, posters, presentations, etc.), must indicate that the project has received funding from the Union and must display the European Union emblem. When displayed in association with another logo, the European Union emblem must have appropriate prominence.