Submission of ‘Interim Reports’
Interim or progress reports cover a period of 12 months and clearly describe the project activities carried out, the collaboration with project stakeholders, the use of resources and the degree of achievement of the expected results. The full set of reporting documents must be submitted to the Contracting Authority within 60 days following the end of the reporting period (re: Annex II, Articles 2.5 and 15.1, Option 2).
The full set of reporting documents consists of: (a) an Interim Report (with 12-month narrative and financial sections; Annex VI); (b) an Expenditure Verification Report (to be drafted by the auditor stated in Art. 5.2 of the Special Conditions; Annex VII), accompanied by a detailed breakdown of expenditure; and (c) a Payment Request (for further pre-financing after the initial one and for the balance of the final amount; Annex V).
Submission of ‘Final Report’
The final report contains the same set of reports as for the interim report, but this time using the template of the Final Report (Final Narrative Report and Final Financial Report) including a final version of the Logical Framework presenting the final level of achievement of the expected results. This set of reports needs to be submitted to the Contracting Authority within 3 months following the end of the reporting period (re: Annex II, Articles 2.5 and 15.2).
What is the official interpretation concerning ‘per diems’?
A ‘per diem’ is a daily allowance in case of missions which require an overnight stay away from the normal base of operations for project staff with respect to project-related (inter)national missions and for non-project staff’s participation in specific project events (seminars, conferences, meetings). It covers accommodation, meals, local travel within the place of mission and sundry expenses. Per diems are reimbursed or in any case the ceiling is fixed according to the number of nights spent on the event and not to the number of days. Per diems should be based on real costs or on the rates normally applied by the employer’s organisation, but must not exceed the rates set out in the Budget (Annex III to the Grant Contract) nor the scales of the official EU per-diem rates at the time of signing the grant contract.
How do I complete the Budget Forecast table?
The budget forecast table consists of three sections.
- The forecast for year 1 as detailed in the contract budget
- The actual expenditure incurred in year 1. The figures in this column must correspond to those in the interim financial report
- The (realistic) forecast for the next 12 month period (year 2) corresponding to the updated action plan in the narrative report.
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