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Strand 2 – Operating grants

Practical guidelines for compiling your final financial and implementation report

Guidelines

Please consult the following guidelines document pdfen
It contains practical guidelines on:

  • financial rules
  • financial reporting
  • compiling your final report

 

In order to receive your final payment and depending on the type of Grant Agreement  (Specific or Annual), please send the following documents and annexes (duly dated and signed by the legal representative mentioned in the Grant Agreement) by post to:
EACEA – Unit P5 Culture
Strand 2 – Final report 2013
Avenue du Bourget, 1 (BOUR 04/65)
B-1049 Brussels – Belgium

and by e-mail to EACEA-P5-OPERATINGGRANTS@ec.europa.eu.  
If the attachments make the e-mail to heavy, send them on a USB-Stick/CD-Rom, together with the paper version.

The financial report and the list of invoices (applicable for detailed budget) must be sent in  Excel format .

Annual operating grant agreements

The final report must be submitted at the latest 2 months after the end of the eligibility period of your project (Art I.2 of the Annual Grant Agreement).

Please refer to the articles related to payment arrangements, the modalities of submission of reports and Annexes III and IV of the Annual Operating Agreement.

1. Final technical report

The final implementation report shall contain:

  • information about the implementation of the activities and an overall evaluation of results. Please use the following template: Word en 
  • copies of the products realised (i.e. publications, brochures, posters, invitations, DVD, CDRom, T-shirts, etc.).
  • an indication of the website address(es) where evidence of publicity on European Union funding can be found.

2. Final financial statement

A. FLAT RATE

  1. The final financial report. Please use the following template: Excel en 
  1. The declaration on honor duly signed by an external auditor and the legal representative. Please use the following template: Word en 
  1. The 2013 annual accounts (profit and loss accounts).
    > Only for grants above EUR 100.000, these must be certified by an external auditor.

B. DETAILED BUDGET

  1. The final financial report, including a full summary statement of receipts and expenditure (list of invoices). Please use the following template: Excel en
  2. The 2013 annual accounts (profit and loss accounts). Only for grants above EUR 100.000 these must be certified by an external auditor.
  3. Additional documents:
    1. For grants below or equal to EUR 60.000
      Supporting documents detailed in Annex VI to your contract.
    1. For grants higher than EUR 60.000 and below EUR 100.000
      Report of factual findings on the final financial report – Type I, established by an external independent auditor. Please consult the guidelines and the mandatory template to use here
    1. For grants of EUR 100.000 or more
      Report of factual findings on the final financial report – Type II, established by an external independent auditor. Please consult the guidelines and the mandatory template to use here

Specific agreements (framework partnerships)

The final report must be submitted at the latest 3 months after the end of the eligibility period of your project (Art. 2 of Specific Agreement).

Please refer to the articles related to payment arrangements, the modalities of submission of reports and Annexes III and IV of the Specific Agreement, and, the Annex II of the Framework Partnership Agreement.

1. Final activity report

The final activity report shall contain:

  • information about the implementation of the activities and an overall  evaluation of results. Please use the following template: Word en
  • copies of the products realised (i.e. publications, brochures, posters, invitations, DVD, CDRom, T-shirts, etc.).
  • an indication of the website address(es) where evidence of publicity on European Union funding can be found.

2. Final financial statement

The report shall state the actual expenditure for the concerned period and must be submitted in Euro.

A. FLAT RATE

  1. Copy of the final financial report. Please use the following template: Excel en 
  2. The declaration on honour duly signed by an external auditor and the legal representative. Please use the following template: Word en 
  3. The 2013 annual accounts (profit and loss accounts).
    > Only for grants above EUR 100.000 these must be certified by an external auditor.

B. DETAILED BUDGET

  1. Copy of the final financial report which contains:
    1. a statement of the eligible costs actually incurred
    2. a list of invoices – full summary of the expenses incurred.
    Please use the following template: Excel en

  2. The 2013 annual accounts (profit and loss accounts).
    > Only for grants above EUR 100.000, these must be certified by an external auditor.