My Erasmu+ project has been selected

Starting

Signing of the Grant Agreement

Once your project has been selected, the coordinating institution will be invited by the European Commission to sign a Grant Agreement. The starting date of the project is fixed, depending on the action.

The Grant Agreement will be signed by the rector, the International Relations Office will follow up this procedure.

Negotiation of Partnership Agreement or Consortium Agreement

In most projects the project coordinator will draft a partnership agreement (PA), this is an important document and can contain information about the following:

  • Regulations about the implementation of the project and the relationship between partners.
  • All partners agree on the academic, administrative, legal and financial aspects of the project implementation.
  • Possible conflicts or misunderstanding can be avoided or clear mechanisms can be agreed upon.

The partnership agreement will describe the following:

  • The rights and duties of all partners.
  • The role and responsibilities of each partner.
  • The management structure.
  • The financial management.
  • The reporting mechanism.
  • Management of conflict in case of problems.
  • Communication strategy.
  • Sustainability strategy.
  • Other relevant topics for the implementation of the project.

This partnership agreement is preferably signed at the beginning of the project. For some action there is a template for other actions not. If you receive a draft of a partnership agreement from the coordinator, please send this document to the International Relations Office. We will check this document and consult with the legal department if necessary.

Recruit additional staff

Selected projects under Key Action 2 and 3, coordinated by UGent, can receive 30.000 EUR/year to get additional staff support, only if applied for during the application phase (2 weeks before the deadline).

Opening budget line

The International Relations Office will open up a budget line for your project. The full budget will be made available from the start of the project. If UGent is the coordinating institution, then only the budget for UGent will be pre-financed. Transferring budget to partners can only happen after receiving the budget from the European Commission.

Intake conversation

If your project is selected you can have an intake conversation with the Erasmus+ project advisor and the financial adviser. During this meeting information on the main rules of Erasmus+ projects and the financial project management will be given.

Kick off meeting

In the first few months of the project a kick off meeting is organized to prepare the next steps in the project implementation.

If UGent is coordinating a colleague from the International Relations Office can give a presentation to all partners on financial, administrative and legal rules.

Reporting

Interim report

Depending on the duration of the project, the coordinator will have to submit an interim report on the progress of the project implementation and in some cases including a request for further pre-financing the project budget. The coordinator will therefore ask input from all partners.

Templates for this report are available on the beneficiary space of the National Agency or the EACEA website.

Financial report

The interim report also consist of a financial part.

The first instalment of the grant will be paid to the coordinator 30 days after signing the Grant Agreement. In some projects a second or third instalment will be paid by the Executive Agency 30 days after receiving a request for further pre-financing or 60 days if the request comes along with an interim report. The coordinator can request further pre-financing when 70% of the previous installments have been spent.

If you have questions with regard to the financial report, don’t hesitate to contact the International Relations Office.

Closure

Final report

At the end of the project, the coordinator will have to submit a final report, after getting input from all partners. The template for this report is available on the website of the National Agency or EACEA.

Based on the analysis of this final report the agency will pay the final amount of the project budget within 60 days. The budget can be lowered if a) you already received more budget than declared, b) some events did not take place, c) the real costs were less than applied for in the project proposal, or d) the results/outcome of the project is of poor quality.

If the coordinator/the consortium cannot live up to the contractual obligations, financial sanctions can be taken.

Audit

Once the project ended, the Executive Agency and or the European Commission itself can carry out technical and financial checks and audits with regard to the implementation of your project and this over a period of 5 years after the project is finished. They have the right to check the accountancy of the coordinator and all partners in order to check the budget, the unit costs etc. By signing the grant agreement or mandate letter, the coordinator and all partners commit themselves to repot about the budget received. Therefore the coordinator had to retain all official documents, proof of payments etc for a period of 5 years.

If you have questions with regard to the financial report, you can always contact the International Relations Office.