- EACEA Erasmus Plus Actions 2014-2020
- Key Action 2: Cooperation for innovation and the exchange of good practicesCapacity building in the field of youth
Call for proposals
This note has been drafted in order to assist CBY 2020 beneficiaries in implementing their project.
Organisations implementing Erasmus youth learning mobility activities must adhere to a set of quality standards. These standards exist to ensure quality experience and learning outcomes for Erasmus participants, and to make sure that all organisations receiving the Programme’s funding are contributing to its objectives.
Volunteer training cycle registration form
Please contact the Executive Agency by email at EACEA-YOUTH@ec.europa.eu if you need to make any of the following changes to your grant agreement.
Please note that formal amendments to your grant agreement are always subject to written requests which must be dated and signed by your legal representative.
Amendment request form
These amendments must be formally endorsed by the Executive Agency.
Important: EACEA must be informed of all changes before the submission of your final report. Failure to do so will mean rejection of your report.
What can you change and how?
- Legal address or name of the organisation:
The change should be introduced directly by you in the Funding and tender opportunities portal by uploading a new Legal Entity form together with official document(s) proving the change/new data;
Please also send a letter signed by the legal representative confirming the changes. This should be sent by e-mail (scan) to EACEA, once the change has been accepted by the Funding and tender opportunities portal Validation Service.
- Legal representative
Official letter signed by the legal representative with all contact details of the new legal representative together with an official document confirming the legal capacity of the new legal representative should be sent by e-mail (scan) to EACEA.
- Contact person
Official letter signed by the legal representative with all contact details of the new contact person.
- Eligibility period
Please use the appropriate section in the amendment request form to request a change to the eligibility period.
- Bank account
Any change to your bank account for purposes of managing your grant should be introduced directly by you in the Funding and tender opportunities portal. By uploading the financial identification form (FIF) duly completed and signed by the account holder and a recent document (less than 6 months) issued by the bank indicating the name of the bank, the name of the account, and the account number/IBAN (if applicable). If such a document is not available, a bank stamp (indicating the name of the bank) and the signature of a representative of the bank on the financial identification form may also be accepted.
You should also inform EACEA of the change to your bank account by email at EACEA-YOUTH@ec.europa.eu
If you need to make a change to the partnership of your project, the following information/documents need to be attached to the amendment request form:
- a withdrawal letter from the withdrawing organisation explaining the reasons of withdrawal signed by the legal representative.
- a description of the new organisation including PIC code.
- an updated mobility table if the partner is involved in mobility activities.
- mandate from the new partner.
- date on which the termination shall take effect.
- an email/declaration duly signed by the coordinator and the new partner organisation stating that:
- the substance of the project does not change
- the quality of the project and the expected results/outputs will remain unchanged
- the replacing partner will take over everything that was foreseen by the initial partner (in the budget and work programme)
Make sure that the new partner’s PIC is encoded in the Funding and tender opportunities portal (Participant Portal) and support your partner in the PIC validation process if relevant. Please note that the PIC code must be valid before any change can take effect.
Partnership: Detailed description of the new participating organisation
An amendment request relating to an adjustment to the budget breakdown is only necessary when the transfer between budget headings exceeds 10% of the amount of the heading of eligible direct costs for which the transfer is intended.
IMPORTANT: transfers between unit costs and real costs are not authorised.
To open the document "budget table", please right click on the words "en" and select "save target as" or "save link as" to download the document.
For other changes contact your project officer.
Reporting documents and templates
Instructions for Operational & Financial Reporting
Progress Report (if of application)
Request for further pre-financing
In electronic version to the following email address: EACEA-YOUTH@ec.europa.eu
Please be so kind to send a single file that contains the whole final report together with a separate Excel sheet for the budgetary annex.
The deadline for submitting your final report is 2 months after the end date of your eligibility period.
In order to receive your final payment, please fill and submit your e-Final Report with the application E-Reports.
e-Final Report (soon available)
e-Final Report User Guide (soon available)
The e-Final Report of your project is available via the Funding and tender opportunities portal (Participant Portal). You will have to attach the following annexes to the e-Final Report:
- Final Financial Statement (mandatory)
To open the document "Final Financial Statement", please right click on the words "en" and select "save target as" or "save link as" to download the document
- Certificate on the financial statements and underlying accounts
A certificate on the financial statements and underlying accounts (Report of Factual Findings on the Final Financial Report - Type I or II) is compulsory when the total sum of a + b is higher than €60,000:
a) Capacity Building: direct costs (max 80% of total) and total of indirect costs
b) Mobility activities: total sum of Special Needs Support and total sum of Exceptional costs
- EVS volunteer report – for Volunteering activities only
- Results (mandatory) - For ensuring transparency and visibility of EU funding, you must publish your project’s results on the Erasmus+ Project Results Platform.
To enrich your project space/webpage with additional information (website, logo, project results) you can start uploading them in the Beneficiary's dashboard, to which you can connect using your EULogin account.
Please keep in mind that you will be able to submit your results for review and publication only when the end date of your project has been reached. In the meantime, you can upload and modify your results, but they will become publicly available only after the validation of your e-final report.
Dissemination and visual identity
The EU logo should be used on all products and visible activities to acknowledge the financial support of the EU.
Further guidance is available on the Visual identity webpage of EACEA with the logo and disclaimer
Youthpass (available for Mobility activities)