Reporting in Horizon 2020

An interim or final report must be drawn up at the end of each reporting period. Each report consists of a technical report and a financial report (financial statement) for the accounting of eligible costs. Financial reporting is carried out electronically in the Funding & Tender Opportunities Portal of the European Commission.

The financial report consists of three parts:

  1. the individual financial statements of all beneficiaries and linked third parties,
  2. the associated explanation on the use of resources with detailed explanations on the eligible costs and
  3. 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 (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/final report; this period will be extended in the event of rejection.

 

More information can be found ...

 

Evidence and records

The beneficiaries must keep records providing evidence of the costs charged and compliance with contractual and legal obligations, and must provide them to the EU Commission upon request. The records must be preserved for at least 5 years after the balance payment, or beyond for ongoing processes (e.g. audit).

As a rule the project partners must  retain the originals of the documents. Digital and digitised documents will be recognised as originals if they meet the national statutory requirements. Non-original documents may be recognised by the EU Commission.

In addition, time-sheets must be kept to provide evidence of personnel costs.

If beneficiaries charge costs for which they have not provided proper evidence according to the Horizon 2020 provisions, the EU Commission may refuse to recognise these costs.
 

Please note: The beneficiaries are responsible for ensuring that their linked third parties also fulfill these obligations!

 

More information can be found ...

 

Deliverables

Deliverables are additional outputs of an action (e.g. special report, list) that must be produced at a given moment during the action. The coordinator must submit deliverables identified in Annex 1 of the GA to the EU Commission within the specified deadline and in accordance with any other applicable provisions.


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Contact

Mag. Martin Baumgartner
Mag. Martin Baumgartner
National Contact Point: Legal and financial matters
T +43 5 7755 4008
martin.baumgartner@ffg.at
Mag. Tamara-Katharina Mitiska
Mag. Tamara-Katharina Mitiska
Expert: Legal and financial matters
T +43 5 7755 4009
tamara-katharina.mitiska@ffg.at
Robert Worel
Robert Worel
Assistant
T +43 5 7755 4611
robert.worel@ffg.at