Reporting documents and templates

Instructions for Operational & Financial Reporting

The use of the forms and templates below is mandatory.

Reporting forms

1.    Financial Statements (including 'Statement of the costs incurred and Request for Payment' and 'Final Financial Statement')

This xls file should be downloaded once at the beginning of the project and be used all along the project lifecycle for both the on-going monitoring of the use of the grant by the partnership and for reporting to the Agency at mid-term and after the end of the project.

2.    Technical Implementation Report

The Technical Implementation Report has to be filled in and submitted via the eReports system, which is an online tool available on the Participant Portal. Note that on the Participant Portal two possibilities are available:

Technical Report (it means 'Technical Implementation Report' without request for 2nd pre-financing)
Interim Report 1 (it means 'Technical Implementation Report' with request for 2nd pre-financing).

Please choose the appropriate version (see article I.4.1 of your Grant Agreement for further information on the request for 2nd pre-financing).

The eReports User Guide will provide you with detailed instructions on how to complete and submit a Project Report using eReports.

The CBHE e-Reports Explanatory Note will provide you with content related information and guiding questions on the different tabs of the eReport.

Before completing and submitting the eReport, read carefully Chapter 2.1 and 2.2 of the CBHE Guidelines for the use of the Grant.

Annexes to be attached electronically to the Technical eReport:

a)    Financial Statements (see point 1 above) in ".xls" format
b)    Declaration of honour
c)    Table of achieved / planned results
d)    Dissemination plan (if available)
e)    Quality assurance plan (if available)
f)    Report on the 'Special Mobility Strand':  this document is applicable and compulsory only for projects including a Special Mobility Strand component.
g)    Only for "Interim Report 1" (see II. above): a duly signed pdf version of the "Statement of the costs incurred and request for 2nd prefinancing": this document corresponds to the spreadsheet "Cost incurred & 2nd pre-financing"  included in the "Financial Statements" (see point 1 of the reporting forms above). Detailed instructions are included in the CBHE e-Reports Explanatory Note.

3. Final report on implementation of the action

The Final Report has to be filled in and submitted via the eReports system, which is an online tool available on the Participant Portal.
The eReports User Guide will provide you with detailed instructions on how to complete and submit a Project Report using eReports.

The CBHE Final Report Explanatory Note  (Updated 21/06/2018) will provide you with content related information and guiding questions on the different tabs of the Final Report (eReport).

Before completing and submitting the Final Report (eReport), read carefully Chapter 2.1 and 2.2 of the CBHE Guidelines for the use of the Grant.

Annexes to be attached to the Final Report:

a) Financial Statements (see point 1 above) in ".xls" format

b) Declaration of honour  

c) Table of achieved results  

d) Report on the 'Special Mobility Strand':  this document is applicable and compulsory only for projects including a Special Mobility Strand component.

e) A duly signed pdf version of the "Final financial statement": this document corresponds to the spreadsheet "Final financial statement" in the Financial Statements xls file (see point 1 of the reporting forms above).

f) Audit Certificate. Please see point 4 below

4. (Audit) Certificate on the financial statements and underlying accounts (Report of Factual Findings on the Final Financial Report – Type II)

Other documents

1.    CBHE Joint Declaration (Updated 27/03/2017) This document replaces the "Staff Convention" and has to be used for the formal registration of staff working for the project.
2.    Individual Travel Report (Updated 18/05/2016)
3.    Time-Sheet   (Updated 04/09/2017)

To open the documents "Time-Sheet" and “Financial Statements”, please right click on the words "en" and select "save target as" or "save link as" to download the document. When saving the file on your hard disk, please choose the file extension .xlsm to activate the macros necessary to add/delete rows in the file.