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Erasmus+ and European Solidarity Corps Beneficiary Module Tutorial

Introduction

This comprehensive tutorial guides you through the Beneficiary Module of the Erasmus+ and European Solidarity Corps platform. The Beneficiary Module allows beneficiary and partner organisations of awarded projects to access project information, encode activities and participants, request individual participant reports, and submit final reports to their National Agencies.

National Agencies also have access to these projects to monitor and validate information entered by beneficiary organizations. This tutorial provides step-by-step instructions on how information is managed in the Beneficiary Module and how to gain access.

Getting Started with the Beneficiary Module

Accessing the Platform

To begin using the Beneficiary Module, follow these steps:

After receiving an email notification, access the Erasmus+ and European Solidarity Corps platform by clicking the Register or Login button at the top of the screen.
If you already have an ECAS account, you do not need to create a new EU Login account. In EU Login, your credentials and personal data remain unchanged, and you can still access the same services and applications as before.
Use your email address for logging in to the EU Login authentication service, which was previously called ECAS.
Once signed in, navigate to the menu item and click Projects.
In the selection below, click My Projects to view your list of projects.

Project Availability Timeline

Your projects become available in the Beneficiary Module once the grant agreement is signed, received, and recorded in the National Agency Project Management System. Once the project is created, it becomes available under My Projects of the Erasmus+ and European Solidarity Corps platform.

Beneficiaries and their partners, where applicable, are automatically notified when the project is available under the My Project menu item.

Accessing Projects as a Team Member

If you are not a project contact or legal representative of one of the beneficiary or partner organisations and do not see a project listed, the project contact can provide you with access.

If you are a project contact and still cannot view your project, ensure that:

You have received an email notification informing you that your project has been created in the Beneficiary Module
You have logged in with the same email address as the email notification was sent to
If you still do not have access, contact your National Agency

Remember that to view a project and its details, a grant agreement must have been signed for the project, and you must be a contact person or legal representative of one of the organisations involved in the project. Project contacts can provide additional access to other members of the beneficiary or partner organisations.

Managing Project Information

Overview of Project Sections

Once you have opened a project in the Beneficiary Module, you can manage the following project information:

Organizations
Project contacts
Activities
Budget details
Reports

Creating Project Contacts

By clicking the Create button, you can create an additional project contact and provide them with access to the project. Some project information needs to be updated in the National Agency Project Management System first, or in other systems.

For example, the legal representative requires being added or updated in the National Agency system. The beneficiary organisation details should first be updated in the Organisation Registration System and then updated in the National Agency Project Management System.

Managing Organizations

Understanding Organization Roles

Once you have opened a project in Beneficiary Module, you can click on Organisations in the content menu. The Organisations screen displays a list of all the organisations, including the beneficiary organisation with an OID, that are part of the signed grant agreement.

It is important to understand the distinction between Organisation ID and OID. In beneficiary projects only, the Organisation ID refers to the organisation identifier within a given project and can differ from one project to another for the same organisation. The Organisation ID retrieved from the Organisation Registration System is referred to as OID and is unique for the same organisation across all projects.

The Erasmus+ Charter for Higher Education, or ECHA, is linked to the OID and can be used to identify organisations. For higher education institutions holding an ECHA code, it is suggested to use the ECHA code to add the organisation to the project.

Organization Roles in Projects

The roles assigned to organisations in a project vary depending on the activity type of the project. The most common examples are:

Beneficiary: When a project is approved for a grant, the applicant organisation becomes the beneficiary.
Consortium Coordinator: A participating organisation applying for an Erasmus+ grant on behalf of a consortium of partner organisations.
Consortium Member: An organisation participating in an Erasmus+ project as part of a consortium.
Partner Organisation: A partner organisation is an organisation formally involved in the project as a co-beneficiary, but is not taking the role of coordinator or beneficiary, but specifically as a partner.
Accredited Organisation: In Accreditations, the organisation awarded with the accreditation is displayed with the role Accredited Organisation.
Other: For example, if organisations are added manually in the beneficiary module.

Adding Organizations to Your Project

To add an organisation to the project, click on the Create button at the top of the organisations list. A new screen opens where you will add the organisation details.

The Create button is not available in some projects, for example in ESC30SOL Solidarity projects and KA2 projects except KA220HED.

Depending on the action type of your project, you can add organisations with or without an OID to your project.

Adding an Organization with an OID

To add an organisation with an OID:

Fill in the OID in the applicable field
Click outside the OID field in the organisation screen
If the OID is found, the related organisation information is automatically retrieved and the relevant fields are filled in
Fill in the other fields as applicable
Mandatory fields are marked with a red asterisk
Once all necessary information is provided, click on the Save button

A success message confirms that the organisation details have been saved. If the OID provided is not found, an error message is displayed in red. Check that you have provided the correct OID and make the necessary corrections. If you believe you have entered a valid OID but the error persists, please contact your National Agency.

Adding an Organization without an OID

If the organisation you want to add has no OID:

Leave the OID field empty
Fill in all the other fields as required
Mandatory fields are marked with a red asterisk
Remember that the organisation ID must be unique for the organisation in the project
Organisations without an OID can only be added in KA131, KA171, KA121, and KA122 projects
Once all necessary information is provided, click on the Save button at the bottom of the page

When you click Save, a success message confirms that the organisation details have been saved. The newly added organisation is now displayed in the list of organisations in your project.

Editing Organization Information

To update organisation information, click on the Edit icon. Only some fields can be updated if the organisation you want to edit has an OID. The fields that retrieve data from the Organisation Registration System are greyed out and cannot be changed.

Any changes required on the details retrieved from the Organisation Registration System must be done there and require further action from the National Agency.

If the organisation you want to edit does not have an OID, all available information can be updated. Make the changes as applicable. Note that an OID cannot be added at this point as the field is greyed out. Click on the Save button at the bottom of the screen.

Deleting Organizations

The beneficiary organisation, single beneficiary or consortium, sent to your project with the project information from the National Agency’s project management system cannot be removed from the Project Beneficiary module. For these organisations, the delete icon is not active in the Actions column of the organisations list. If you need to remove these organisations, please contact your National Agency for an amendment to your grant agreement.

Partner organisations and other organisations can be removed. In the organisations list, for these organisations, the Delete icon is active in the Actions column. Click on the Delete icon to remove the organisation from the project, then confirm the deletion in the pop-up window.

Deletion of a participating organisation may have several consequences. For example, if mobility activities or participations have already been added to the organisation to be deleted, or if the organisation is a sending or receiving organisation for mobility activities or participations, deletion is only possible after the affected mobility activities or participations are either assigned to a different sending or receiving organisation or removed from the project.

In European Solidarity Corps solidarity projects, organisations participating in activities cannot be deleted.

Changes made to organisations will also result in an email notification to the preferred contact of the organization, informing them of this fact.

Managing Project Contacts

Accessing the Contacts Section

Once you have opened a project in the main project details screen, you can click on Contacts in the content menu. The Contacts screen then displays with the list of contacts for the project.

By default, at least 2 contacts for the beneficiary organisation will be available in the list: the contact person and the legal representative of the project.

Contact Management Permissions

Only the contact persons of the beneficiary, co-beneficiary, and/or partner organisations with edit rights for the project are able to manage contacts.

As contacts are linked to organisations, the participating organisations must first be added to the project.

Contacts can only be managed if the project status is Project Ongoing.

Editing Contact Information

If you want to make changes to a contact’s information, click on the edit pencil icon. Make the required changes for the contact person, for example, the address or telephone number, and if any comments need to be added, insert details into the field provided.

Remember that it is only possible to edit contacts that you have created in My Projects. You can update all information for a contact with the exception of the legal representative checkbox.

In this example, the contact has been made the preferred contact and the learning manager. Click on the Save button to save the changes. A success message is then displayed. The contact information is updated and you are redirected to the contact list.

Deleting Contacts

To remove a contact from the list, click on the Delete icon. Be aware that the contact is deleted immediately without warning, and this is indicated by a success message.

Contact Requirements

The list of contacts belonging to the beneficiary organisation must include at least one contact flagged as the primary contact so that the automatic notifications concerning the update of project information can always reach a valid recipient.

The list of contacts must also include at least one contact with full access to the project.

Remember that by default, the contact person and legal representative details are imported from the National Agency’s project management system. Editing of contacts is only available with contacts created in My Projects in Beneficiary module. When deleting a contact, a warning message does not appear and the contact is deleted immediately.

Managing Mobility Activities

Understanding Mobility Activities

A mobility activity contains the details of the individual participant who partakes in the activity, the travel details to and from the sending and receiving organisations, the budgetary amounts required, and start and end dates of the activity.

Depending on the activity type and participant role in the activity, the participant may submit a Participant Report. In relevant mobility activities, an overview of the Participant Report can also be viewed from the mobility activity as well as related certificates.

Prerequisites for Creating Mobility Activities

Before a mobility activity can be completed, and if not already existing, the organisation details need to be added to the project. In this way, the sending and receiving organisations can be indicated in the mobility activity.

When all the details of the mobility activity are completed, the mobility activity budgetary amounts are added to the project budget overview and to the final report.

Creating a Draft Mobility Activity

It is possible to save a draft of a mobility with limited information. To create a draft mobility:

Click on the Create button at the top of the mobility list
The section Create a Draft Mobility opens, where you are required to provide basic information on the mobility activity and the participant

The draft mobility section includes the following details:

Mobility activity ID: A combination of the last 6 digits of the project reference followed by MOB and an incremental number
Activity Type dropdown: Differs according to the action type of your project
Participant Email Address: Where the notifications to fill in the Participation Report will be sent to
Mobility activity start date and end date: Once filled in, indicates the mobility activity duration highlighted by an orange timeline within the project duration indicated by a blue timeline. It must be within the project start and end date and meet additional duration for the selected activity type
Sending country and receiving country where the activity will take place

Mandatory fields within the various sections are indicated by a red asterisk. Once all mandatory details are filled in, click the Save button at the bottom of the screen.

After completing the draft mobility, the partial details can be saved where the full details of the mobility can be added at a later time.

Completing a Mobility Activity

Once you have saved a draft mobility, you will return to the mobility activity list where you use the action button to view, edit, or delete.

The mobility activity section contains elements such as the mobility activity card, which is displayed at the top of the Mobility Activities screen. Mobility Activity Sections contains areas where mobile activities and comments, participant details, duration, dates, and budget details are located.

Expand or collapse each section for easier navigation by clicking on the section title or the arrow on the right side of each section. The section number and titles may vary slightly depending on the action type.

Participant Section

Here you will see the previously entered participant personal details as well as providing further details where applicable. The section also includes a variety of flags that can indicate the participant’s role in the mobility activity. The flags you check may affect the grants received for the participant, as well as the remaining details to fill in.

Participant Report Section

In this section, if applicable to the key action of your project, you can monitor the status of the Participant Report and view it when submitted.

Certifications Section

In this section, if applicable to the key action of your project, certificates or credits that are awarded and/or recognised by the involved organisations can be added.

From/To Section

Here you specify the travel details, such as the sending and receiving organisations, the distance spanned, and the means of transport.

Duration Section

Here is where you check and update the start and end dates of the mobility activity and provide any additional information about the duration of the mobility activity where applicable.

The duration in months, where applicable, is calculated based on the rule that 1 full month equals 30 days without exceptions.

Budget Section

The mobility activity budget consists of various grants that are calculated automatically based on the details you have provided throughout the mobility activity form.

Saving and Managing Mobility Activities

Click on Save and you are returned to the mobility activity list with a message indicating that the mobility activity has been saved successfully.

All the individual mobility activities added to the project are displayed in the list of mobility activities. The total number is also displayed at the top of the list. For each mobility activity, you can view key details as well as its status, draft or complete.

Remember that draft mobilities are not counted in the project budget or final report. Draft mobilities must be deleted or completed before submitting the final beneficiary report. Draft mobilities can be updated or completed at any time. Organisation details must be added to the project first before they can be indicated in the mobility activity.

Importing and Exporting Mobility Activities

Export Functionality Overview

This functionality is available for Erasmus+ Call Years 2021 and 2022 for the following project types:

KA121 Accredited Projects for Mobility of Learners and Staff in School Education, vocational education and training, and adult education
KA122 Mobility for learners and staff in school education, vocational education and training, and adult education
KA131 HED Mobility of higher education students and staff
KA171 HED Mobility of higher education students and staff supported by External Policy Fund

Please note that group activities are not included in the import/export functionality.

Exporting Mobility Activities

Once you have opened a project in Beneficiary Module, you click on Import/Export Mobility Activity in the content menu. It is from this screen that you can export the list of mobility activities that have already been added to the project.

Note that you can export draft and/or completed mobility activities and can export as an XLSX or as a CSV file.

For KA131 Mobility Projects for Higher Education Students and Staff, you must export student and staff mobility activities separately.

To export:

Click on the Export XLSX button and download the file
A message is then displayed to confirm the download
In the section Import/Export Status, if the exported file details do not appear in the list, click on the Refresh button

The export may take some time depending on the number of mobility activities already added to the project. Initially, the status will be processing. If the status is requested, the file name appears but is not yet ready for download at this time.

Once the file name appears with the corresponding date and time detailed, and if the status is exported, then the file can be downloaded. Click on the file name and follow the on-screen instructions to download it.

The file name is generally composed of the project number followed by the date and time of the export.

You can now see in the column Number of Mobility Activities the 2 values indicating the number of complete and draft mobility activities contained in the exported file.

It is important to check that you have downloaded the correct file type: draft plus complete or complete. If your download does not correspond with the expected number of draft or completed mobility activities, please note that the file only downloads either student or staff mobility activities.

Download the corresponding template from the page Data Dictionary and Mobility Import/Export Templates and ensure that it matches the file downloaded, for example KA131 Students.

Now you are ready to copy the contents from the exported file into the template. Remember to only copy from line 3 and only paste from line 3.

Importing Mobility Activities

All the latest templates that should be used for import are available from the Erasmus+ and European Solidarity Corps IT guidelines.

When entering information in the import file, ensure you:

Enter the information in the correct format or use the correct code
Use dates in the format dd/mm/yyyy (date/month/year)
Use the correct code for field of education
Respect business rules, for example, the start date of the mobility activity cannot be before the project start date

The data dictionary must be used to ascertain the correct codes, formats, and business rules and can be found in the Erasmus+ and European Solidarity Corps Guides.

Those fields that require a dictionary code are indicated with the letters DICT. Those fields that are mandatory to create a draft mobility activity are marked with 2 asterisks. Those fields that are mandatory to create or update a completed mobility activity are marked with 1 asterisk.

Understanding Organization IDs in Import Files

Do not confuse the organisation ID in the import/export file with the organisation ID retrieved from the Organisation Registration System. In beneficiary projects only, the Organisation ID refers to the organisation identifier within a given project and can differ from one project to another for the same organisation.

The Organisation ID retrieved from the Organisation Registration System is referred to as OID and is unique for the same organisation across all projects.

Uploading the Import File

Once the XLS file is complete, upload the file. Beneficiary Module will check if the Mobility Activity ID is an existing one in the project or a new one.

The Mobility Activity ID is an alphanumeric field and must be unique in the project. A new mobility activity ID will lead to a new mobility activity being created in the project. An existing ID will lead to the corresponding mobility activity being updated.

Don’t forget to check the status of the import as it may take some time to complete.

Monitoring Import Status

After importing the file, the status of the imported mobility activities is displayed in the Import/Export Status section.

If the import has failed, the status indicates an error. You can view the error log. For example, the error log indicates the cell and row of the file where the information has been entered incorrectly.

Business Rules for Import

Here are a few examples of business rules that must be respected:

The sending and receiving organizations cannot be the same
The mobility activity start date cannot be after the end date
The mobility activity start date cannot be before the project start date

For the full list of business rules and restrictions, the Data Dictionary should be consulted. The Data Dictionary can be found in the Erasmus+ and European Solidarity Corps Guides.

Successful Import

When the import is successful, the log is also displayed for draft mobility activities. In this case, the log only shows the required values for completing the mobility activity.

If all mobility activities are imported successfully with the status complete, there is no information in the log.

Working with Blended Intensive Programmes

Understanding Blended Intensive Programmes

Blended Intensive Programmes, or BIPs, are short intensive programmes developed and implemented by at least 3 Higher Education Institutions, HEIs. If you are implementing Blended Intensive Programmes in your project, you can choose the BIP ID or choose a participant enrolled in another BIP implemented within a different project.

Accessing the BIP Section

Once you have opened a project in Beneficiary Module, the default view is the Details section in the content menu. Click on the Blended Intensive Programme to see the dedicated section for the overview of all Blended Intensive Programmes.

The list displays all the Blended Intensive Programmes defined in the grant agreement, transferred automatically from the National Agency Project Management System when the project becomes available for the beneficiary in the Erasmus+ and European Solidarity Corps platform.

If there is no section Blended Intensive Programme in the content menu, it is because there are no BIPs detailed in the grant agreement. You can still link a mobility activity to relevant BIPs from other projects. You will also note that your organisation or consortium has not been awarded organisational support for carrying out Blended Intensive Programmes.

Linking a Mobility Activity to a BIP

If the participant is to be included in the BIP, then the flag Mobility to a Blended Intensive Programme must be flagged. In this case, the additional flag Blended Mobility Activity will automatically be checked. It indicates that the mobility activity is carried out in a blended format. This means combining both a physical activity abroad and a virtual online activity.

If this flag is checked, you must also provide details about the virtual components in the From/To section of the mobility activity screen.

Preparing to Link a Mobility Activity

To indicate a mobility activity as part of a blended intensive programme, the following steps must be taken in the mobility activities screen and in the mobility activities section for the selected participant:

The project must be ongoing. This means that the final report cannot be submitted.
Make sure that the BIP is indicated as complete. Only BIPs with all mandatory information completed in the related project can be selected.
Check the Mobility to a Blended Intensive Programme flag in the Mobility Activities section of the Mobility screen.
Before you attempt to select and link to a specific Blended Intensive Programme, make sure the Mobility Activity start date and end date are correctly filled in and are the same as or within the dates of the BIP.
Make sure that the receiving organisation of the mobility activity is the receiving organisation of the BIP.

Selecting a BIP

Review the draft mobility activity to check that the checkboxes are checked and the dates are correct. You can now select the Blended Intensive Programme ID in the From/To section by clicking the Select button.

The Blended Intensive Programmes dialog box appears with the list of BIPs to choose from.

If this section is empty, either:

The BIPs in your project are not completed
The BIPs detailed in another project are not completed, where your listed organisations from your project are indicated as receiving organisation
The mobility activity dates do not match the dates of the BIP
The project that contains the BIPs has submitted its final report

If accredited HEI organisations listed in your project are detailed as a receiving partner of a BIP in another project and the mobility activity dates are the same as or fall within the BIP dates and the BIP is marked as complete, then these BIPs will also be listed.

From the displayed list, select the desired programme. Once you have selected the BIP, the receiving organisation is updated to the receiving organisation of the selected BIP. Complete all other relevant fields for the mobility activity and click on Save.

Sending Participants to BIPs from Other Projects

You can still send participants to Blended Intensive Programmes implemented by other HEIs, regardless of whether your organisation is a partner in the Blended Intensive Programme Partnership. This is provided that both projects are ongoing, the final beneficiary report has not been submitted for any of them, and the physical period of the programme is within the physical period of the participant’s mobility activity.

Once the status of the mobility activity is complete, it will be displayed in the participants list for the selected blended intensive programme in the beneficiary project and also in a dedicated section in the budget overview.

Managing the Budget

Budget Overview

The budget section is where you add details of the activities, participants, and realised budget amounts. The mobility activity budget consists of various grants that are calculated automatically based on the details you have provided throughout the mobility activity form.

Participant Reports

Understanding Participant Reports

Depending on the action type, participants are requested to submit their feedback on the experience. The participants receive an email with a dedicated link to the participant report.

Submitting the Final Beneficiary Report

Overview of the Final Report Process

Once all of the project information is completed, the final beneficiary report can be filled in and submitted to your National Agency. This report gives the final realised details of the project, including the budget and statistics of participants.

If applicable, the beneficiary should ensure that the project information in the Project Results Platform is up to date and correct. During final report assessment, both the report and the results will be assessed.

Procedures for Submitting the Final Report

There are currently 2 procedures for filling in and submitting the final Beneficiary Report for Erasmus+ and European Solidarity Corps Call 2021 projects depending on the

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Submitting the Final Beneficiary Report

Overview of the Final Report Process

Procedures for Submitting the Final Report

There are currently 2 procedures for filling in and submitting the final Beneficiary Report for Erasmus+ and European Solidarity Corps Call 2021 projects depending on the key action:

Only via the dedicated functionality in My Projects, where this functionality is currently available for Erasmus+ KA122 projects and will gradually be implemented for all other key actions.
For all key actions, by filling in and submitting the report via alternative means for all key actions other than KA122.

Final beneficiary report templates are available for all relevant key actions.

Preparing to Submit the Report

For all key actions, before submitting your project data, please complete all necessary project information under the relevant sections.

Remember that any activities saved with status draft will not be included in the report, and it is not possible to submit the report with draft mobility activities in a project.

For those key actions that require the templates, they can be downloaded from Erasmus+ and European Solidarity Corps. Once completed and submitted to your National Agency via alternative means, for example email or post, you must also submit the project data from My Projects.

Submitting via the Dedicated Functionality

To submit the Beneficiary Report using the dedicated functionality:

Click on the Reports section in the content menu
The Beneficiary Report screen then opens
Click on the Submit Beneficiary Report button, then on Yes in the confirmation window
This will submit the project data electronically to the National Agency

This will allow the National Agency to verify and validate the budget and all other information you have recorded.

Once the report is submitted, the project is locked for the beneficiary and partners and no further changes can be made. If you need to modify any project data at this point, contact the National Agency who can unlock the project and release the report.

Once the report is submitted, the project status also changes from Project Ongoing to Submitted. This is visible both in the project card and the project list.

Submitting via Full Implementation

For the full implementation of the final report, for example for KA121, in the Reports tab the report can be generated and then completed.

To generate and complete the report:

Click on Generate Beneficiary Report and then Edit Draft
If you leave this screen, you can return to it at any time by clicking on the Reports tab, then clicking Edit Draft

The report consists of several sections. Navigate through this section either by scrolling up or down in the content area or by clicking on section titles in the navigation pane.

If you notice there is missing information in the project, this information can still be added in the project sections and will be reflected in the draft report once saved.

Remember that only mobility activities of status completed will be displayed in the report.

Completing the Report Form

Complete any mandatory fields, as sections missing mandatory information are highlighted with a red X and the fields highlighted with a red asterisk.

Read the on-screen information carefully and make sure to complete each section appropriately.

In the annexes section, upload any required annexes. Read the on-screen 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.

Complete the checklist as instructed. When all mandatory information is completed, the Start Submission Process button becomes active.

Final Submission Steps

Click on Submit Beneficiary Report and again the Confirm Submission to submit.

Once the report is submitted, a success message is displayed indicating the submission has started. The report status changes from Draft to Submission in Progress. Then to submit it, you may need to refresh the page to view the latest status.

The project status changes from Project Ongoing to Submitted once the report is successfully submitted to the National Agency. The project is locked for the beneficiary and partners and no further changes are allowed.

If you need to modify any project data at this point, contact the national agency, which should unlock the project and release the report.

Understanding the Final Report Workflow

Overview of the Process

In the context of Erasmus+ indirect management projects, the final beneficiary report is an online form that beneficiaries are required to submit to the National Agency, or NA, depending on the project type, at the end of the project.

This final report serves as a comprehensive overview of the project’s implementation, achievements, and impact, and it provides an evaluation of the project’s objectives, activities, and outcomes, as well as an assessment of the project’s sustainability and dissemination.

Main Steps in the Final Report Process

The main steps in this process are:

The beneficiary submits the final report from Beneficiary Module, or BM, to the Project Management Module, Number 2, in PMM.
In PMM, the NA completes the task Check Final Report Completeness with the option Confirm Final Report Completeness.
In Assessment Module, or AM, or PMM, the quality assessment of the final beneficiary report is performed.
In BM, the NA validation is performed by the NA. In PMM, the NA completes the task Complete Final Report with the option Complete the Final Beneficiary Report, Approve the Assessment and the NA Validation.
The final payment is transferred or cashed and recorded in PMM.
In PMM, the task Project Closure confirms the final payment and closes the project.
The Project Results Platform is updated with the details of the project.

Timeline for Beneficiary Submission

As soon as the task Send Signed Grant Agreement to the Applicant is completed in PMM, the beneficiary receives a notification that the project is available in BM.

The beneficiary can then start to create the mobility activities and all other relevant information for the final report.

Once all activities are completed and all information is updated in the project, the beneficiary can generate, complete, and submit the report.

The beneficiary can submit the final beneficiary report at any time, as long as the project is in status Project Ongoing or Final Report Awaiting Submission. This can be before the end date of the project.

The NA then has 60 days from the receipt of the Final Report in PMM to make the payment to the beneficiary, provided that the project end date has passed.

National Agency Review Process

Once the Final Report is submitted, the task Check Final Report Completeness is available in PMM.

In this task, the NA Officer has a number of options to choose from:

Confirm final report completeness for finalisation where all the required documentation is provided and the standards for the report are met.
Confirm final report completeness for termination with eligible costs where all the required documentation is provided and the standards for the report for termination with eligible costs are met.
Confirm final report completeness for termination with no costs.
Request a new report where the submitted report lacks information or documentation. It allows the beneficiary to edit the final report in beneficiary module where they can provide additional documentation as required.
Cancel Processing, where the report was submitted by mistake and cancels the submitted report and terminates the Final Report workflow.

Remember that it is not recommended to confirm the reception of the report in case of missing documentation. Only documentation submitted with the Final Report or uploaded to PMM by the ENA before sending the report to AM is automatically available in Assessment module for the assessment.

Assessment and Validation

In this scenario, the NA completes the task Check Final Report Completeness with the option Confirm Final Report Completeness for Finalisation. A new version of the budget, Final Report Grant Reported, is created and available in the project as read-only.

In AM or PMM, the quality assessment of the Final Beneficiary Report is then performed. The expert indicates a score and may indicate that they suggest a reduction of the grant. The reduction of the grant is applied during the NA validation process.

NA validation can be performed in BM as soon as the Final Beneficiary Report is accepted by the responsible NA user in PMM.

During NA validation, the NA can add additional activities or change or delete existing activities before validation if required.

Each project activity must be approved, approved with corrections, or not approved.

In the case of KA121 projects, they will check the project information and validate each preparatory visit and each mobility activity.

Validation Methods

There are several ways to validate the project activities and costs:

Validate Items One by One

Select to edit the mobility activity. The validation field can be found at the bottom of the screen. See the wiki page, How to Perform N/A Validation on Project Items in BM, for more information.

Bulk Validation

Select multiple items from the list and set the same validation status for all selected items.

Click on Bulk Actions, where a checkbox appears before each row item
Select the items to be validated at once
From the Bulk Action menu, select Approved

See the wiki page, How to Perform Bulk N/A Validation on Project Data in BM, for more information.

Bulk validation can be performed for any project items displayed in lists that require validation. For example, preparatory visits can also be validated using bulk actions.

Validation via Import

Validate mobility activities via import by importing the NA validation status using a specific .xlsx or .csv file using the import/export functionality in BM.

In the NA validation file, in the last column, indicate the validation of each item using the correct dictionary value: NA_VAL_APPROVED, NA_VAL_APPROVED_CORRECTIONS, NA_VAL_NOT_APPROVED.

Remember that other project activities may still have to be validated that are not supported by the import function. For example, the preparatory visits. See the wiki page Export and Import Mobility Activities or Participations Using XLSX Files for more information.

Submitting Validation Results

Finally, the validated project information must be submitted to PMM. The eligible grant displays the total of all approved items in the project.

If the expert suggests a reduction in the grant, this is the stage where the NA will reduce the grant.

And finally, the Grant Approved is the total final approved grant that will be sent to PMM.

Click on Submit Results.

Final Report Completion

The last stage of managing the Final Beneficiary Report is the Complete Final Report task in PMM.

In this scenario, the previous task, Check Final Report Completeness, was completed with the option Confirm Final Report Completeness for Finalisation. The assessment and NA validation have been submitted.

The option Complete the Final Beneficiary Report, Approve the Assessment and the NA Validation is selected and the task completed.

A new version of the budget, Final Report Grant Approved, is created and available in the project as read-only.

When the task is completed, the NA can mark the project as a good practice example. This will result in the project being flagged as good practice in the public interface of the Project Results Platform.

Final Payment and Project Closure

The final payment must be issued within 60 calendar days after submission of the final report by the beneficiary.

The final report clock stops when the final payment is saved in the project with a status of Transferred, Cashed, or when the payment is negative or zero.

If the payment is not made by the deadline, the NA must make a payment of type Late Payment Interest.

During the Project Closure task, the final payment is confirmed as issued and settled.

In PMM, the NA completes the task project closure.

Viewing Project Details

Accessing Project Information

To view the details of a granted project in My Projects on the Erasmus+ and European Solidarity Corps platform:

From the project list, click on the blue View icon in the Actions column of the project you want to open.

The Details section of the project opens by default, and from here you can easily navigate to the other sections using the content menu.

Project Interface Elements

You can see that the following elements are available:

Header Section

The Header section is the project card that provides a quick overview of the main details. For example, the grant agreement number, applicant organisation ID and legal name, national agency, budget, and project status.

Content Menu

The content menu allows you to navigate to the various sections of the project by clicking on the relevant tabs.

Work Area

The work area shows the detailed information of the section you are viewing and, where applicable, allows you to manage project data. For example, the contacts and activities.

Use the available scroll bars to view all information. You can use the arrows to hide or display the content menu or to expand the project card.

Common Project Sections

There are certain sections that are common to all projects. To view these, you click on the title. These include:

Details

Details provides project information such as program, key action, action type, duration and dates, national agency, beneficiary organisation details, and more.

Organisations

Organisations allow you to manage the participating organisations in your project.

Contacts

Contacts allow you to manage the project contacts and their access rights.

Mobility Activities

A mobility activity contains the details of an individual participant, the travel details to and from the sending and receiving organisations, the start and end dates of the activity, and the budgetary amounts required.

Depending on the activity type and participant role in the activity, the participant may be asked to submit a participant report. An overview of the participant report can also be viewed from the mobility activity as well as related certificates.

Budget

Budget provides an overview of the declared and reported budget and where applicable allows you to provide additional details in relation to certain grant amounts for your project. For example, sometimes an amount can be added.

Reports

Reports allows you to submit the final beneficiary report.

Working with Lists

While some of the sections are read-only, like project details, other sections have items displayed in lists. The list can be sorted, exported, and items can be viewed, deleted, or edited, and new items added.

For example, in the organization sections, sort the list by clicking on the column header. The icons in the action column display items that can be viewed, edited, or deleted.

The details of the beneficiary, consortium coordinator, and consortium members should first be updated in the Organisation Registration System and then updated in the National Agency Project Management System.

Depending on the action type and role of the organisation, the details of the partner or other organisations can be added, updated, and deleted while others will have to be updated in the Organisation Registration System.

At the bottom of each list, there are page controls which allow you to select to view more rows of items per page or navigate to additional pages.

Important Notes and Reminders

General Guidelines

All screenshots in this tutorial are examples and may not reflect the latest implementation
Project content and functionalities displayed may vary depending on the action type of your project
The following examples are based on KA131 Mobility Projects for Higher Education Students and Staff unless otherwise noted

Key Requirements

Draft mobility activities must be completed or removed before attempting to submit the beneficiary report
Only mobility activities with status completed will be included in the final report
The project must be ongoing to make changes to contacts and mobility activities
At least one contact must be flagged as the primary contact for the beneficiary organisation
At least one contact must have full access to the project

Contact Your National Agency

If you encounter any issues or need assistance with:

Accessing your projects
Modifying beneficiary organisation details
Removing beneficiary organisations from your project
Unlocking a project after final report submission
Validating OID information

Please contact your National Agency for support.

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