The financial report consists of three parts:
- the individual financial statements of all beneficiaries and linked third parties,
- the associated explanation on the use of resources with detailed explanations on the eligible costs and
- the summary financial statement (generated automatically) of all beneficiaries, including the request for interim/balance payment.
The individual financial statement (Annex 4 of the Grant Agreement (GA) in tabular form) must detail all eligible costs incurred by the beneficiary in the reporting period – even if the requested EU contribution is lower than the eligible costs.
The financial statement must be completed by each beneficiary individually, electronically signed by the FSIGN and submitted to the coordinator. The period for this process is usually specified in the Consortium Agreement. The coordinator must submit the entire interim or final report to the EU Commission/funding agency within 60 days of the end of the reporting period. If a beneficiary fails to meet this deadline, the relevant financial statement may be included in the financial report for the next reporting period. An extension of the submission deadline is only possible for the last reporting period.
Costs in foreign currencies incurred by beneficiaries from the eurozone (e.g. travel costs) must be converted in accordance with the usual accounting practices of the organisation. Beneficiaries from outside the eurozone must convert their entire costs to euros at the average exchange rate calculated over the corresponding reporting period.
If errors have occurred in a previous financial statement an adjustment needs to be made. An "add adjustment" button will appear directly in the financial statement from the second reporting period onwards. The difference between the original and th corrected amount must be entered in this "adjustment financial statement". Please note that adjustments may only be used for correcting mistakes (costs forgotten to be included, too high/low etc.) and not for subsequently recalculating personnel costs calculated on the basis of the last closed financial year.
The final report (to be submitted after the last reporting period) must also detail eventual receipts of the action in addition to the eligible costs and eventually include a Certificate on the Financial Statements (CFS).
The reports submitted will be reviewed by the EU Commission/funding agency and will either be accepted or rejected in their entirety. If a report is rejected it must be resubmitted. The EU Commission/funding agency will pay the grant instalment within 90 days of receiving the interim report; this period will be extended in the event of rejection.
More detailed information about reporting obligations can be found in the Annotated Model Grant Agreement (AGA), Article 20.
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