The Grant Agreement (GA) states the reporting requirements for the project partners, the criteria for a evaluation of reports and deliverables by the Commission and, furthermore, the deadlines for payments. The project coordinator transmits all reports and deliverables electronically to the Project Officer via the Participant Portal.
Especially regarding the reports that are intended to be published, attention has to be paid to their quality and the fact that those reports may not contain any confidential information on project results.
Payments are always made after approval by the Commission and no later than 90 days after the Commission this date.
During the course of the project, the following docuements have to be handed in:
- all deliverables according to the fixed schedule of Annex 1 (art. 19 GA)
- a periodic report, within 60 days after the ending of each report interval (art.20.2 GA)
This periodic report includes:
A ‘technical report’ that covers the completed work, containing:
- a description of the completed activities
- an overview of the project’s progress, including explications of eventual divergence from Annex 1 of the GA, as well as information concerning the exploitation and the dissemination of the project results – and, additionally, if envisaged so by Annex 1 – an updated version of the exploitation and dissemination plan of the project outcomes
- a summary to be published by the Commission
- a questionnaire about the societal and economic impact of the project
a financial report, including:
- a financial statement (Annex 4 GA) for each partner, and for eventual Third Parties. Each partner fills in his own Form C and has it signed electronically by the FSIGN (Financial Statement Signatory) of his institution, before sending it to the Coordinator. The participant portal generates an overview of the individual financial statements, and the coordinator electronically hands in the complete financial report to the Project Officer
- an explanation on the use of resources
At the end of the project, the following documents have to be submitted:
A final report, within 60 days after the official ending of the project, containing:
- a final technical report, that illustrates the results of the project, their exploitation and dissemination, as well as their socio-economical impact
- a final summary financial statement, generated by the participant portal that contains the summary of all the financial statements
- a certification on the financial statements (audit certificate) for those partners whose EC-funding is exceeding EUR 325,000 (without indirect costs or flat rates)
In the case of bigger projects with a total grant value of EUR 5 millions or more and reporting periods longer than 18 months, the coordinator is obliged to hand in, by the end of each year, an overview of all incurred costs of each partner since the start of the project.
During and after the project, the coordinator has to notify the Commission about all references and abstracts, within the two months after their publication. After the end of the project, he furthermore has to hand in a complete list of publications.
Reporting in Joint Technology Initiative (JTI) projects
The reporting rules of JTI projects are set by the JTI themselves. The rules may therefore differ from rules applicable in other parts of Horizion 2020 and vary depending on the specific JTI. Especially in the field of financial reporting, there are important variations due to the specific organisational structures and the resulting financing mechanisms of the JTIs.
However, the legal basis for the reporting system is also a Grant Agreement which is concluded by the consortium and the Joint Undertaking (and, eventually, also by the Member States), and whose structure is broadly similar to the Model Grant Agreement of Horizon 2020.