1. Natasha Jovicic Bruno Breviglieri
2014 Online submission of Sport applications
Pre- registration and e-Forms
Natasha Jovicic
Bruno Breviglieri
Education, Audiovisual and Culture Executive Agency

2. Overview of presentations
EACEA Participant Portal
Participant Identification Code (PIC)
ECAS account creation
Sport electronic online application form
Compulsory annexes of the e-Forms:
Detailed description
Financial information

3. Participant Portal

4. What is the EACEA participant portal?
Unique entry point for the registration of organisations which want to apply for the following programs:
- Erasmus+
- Creative Europe
- Europe for Citizens
- EU Aid Volunteers
Unique entry point for Experts applying for the call for expression of interest EACEA/2013 for experts

5. Organisation registration in 2014 – Why?
Organisations (and partners) MUST register to receive a Participant Identification Code (PIC of 9 digit numbers) before submitting a project proposal via the official e-Form
e-Forms will be pre-filled with the organisation's data by inserting the PIC
Beneficiaries will no longer need to send the organisation documents for each applications for each programmes – only uploaded once

6. Organisation registration – How?
Necessity to have or create a personal ECAS account to start the registration
Registration will take approximately 5 to 10 minutes if all information are available !
After the first registration and the creation of a PIC, documents related to the organisation can be uploaded.

7. Organisation registration – When?
Register now, do not wait to the last minute before the call publication (foreseen around mid March)
Collect already now all the legal documents of your organisation and of all your partners !
Validation of your submitted documents by the central Research helpdesk can take over 40 days

8. Participant's Portal home page http://ec. europa

9. ECAS Account registration
ECAS account creation is necessary to start the registration.
An confirmation is sent after the Sign Up.
This step is not the organisation registration. It allows starting the process.

10. If lost : go to Support page, read the FAQ

11. In case of a technical question:

12. Organisation/Company – Search tool
The Search tool allows to look if your organisation exists already in the database.
If your organisation exists and has a PIC, no new one should be created.
Please note that the database is common to other Commission services (example Research)

13. Organisation/Company – Registration
If your organisation does not exists, it can be created by chosing the "Register organisation" button.
The botton will redirect to the unique registration facility.

14. Welcome page Unique Registration Facility (URF)

15. Organisation – legal address registration

16. Organisation – contact data registration
Contact data are the general contacts of an organisation, not the ones related to a particular project.
Contact person will be contacted in case of questions related to organisation or before validation

17. Selection of specific programme: Eramus+

18. Registration of Programme specific information
For each programme, different organisation types will be presented.
After this last step, you will be redirected to the previous screen and you can click on "Finish your registration".
An with the PIC number will be send to the mentioned in the contact address.

19. Participant Portal – See My Organisations
All organisations created with the ECAS account will be visible in the "My organisation" tab.
In order to modify the organisation data or to upload official documents, click on Modify Organisations (MO)

20. Organisation – modify data, add supporting documents
Supporting documents related to the organisation can be uploaded (official registration documents, VAT documents, annual Balance sheets, etc)
Check the call documentation to see which documents need to be uploaded.

21. Sport e-Forms

22. Where? home page (EACEA website) https://eacea.ec.europa.eu/PPMT/

23. When? available around 15/03/14
Subscribe to EACEA RSS feed : up to date with the latest news and documents published on a website, no browsing, info comes to you in real time !

24. e-Form creation – select your call sport

25. Insert your PIC & choose the applicant organisation and partners

26. Verify if partnership is correct and create pre-filled application form

27. Proposal Submission User Guide

28. What happens in case of selection?

29. Validation of the organisation
If after the application and selection processes, project is awarded a grant, the beneficiary organisations will need to be validated.
This validation is carried out by the validation team in the Research Executive Agency
The validation consists in checking the registered data in relation to the official documents
After the validation, a Legal Entity Appointed Representative is nominated. He will be the ONLY person allowed to change the organisation data in the Portal.

30. Deadlines reminder
Collaborative projects is 15 May 2014 at p.m. (midday Brussels time)
Not-for-profit European sport events 14 March 2014 and 15 May 2014 (midday Brussels time)
Questions :

31. E-Form tutorial 5.Complete the eForm 6.Validation & submission
1.Register
organisations
2.Select programmme, funding & language
3.Select participating organisations
4.Create & save eForm
5.Complete the eForm
6.Validation & submission

32. 15 May 2014
The e-Form is available in EN, FR and DE but it may be completed in any EU official languages of the European Union (except some part, like resume) and must be understandable for partners
NB: e-Form is an interactive PDF requiring Adobe reader software (minimum lowest version 9.1) free upgrade download is possible

33. Organisation and partners
Select the Applicant Organisation
If there is only one organisation participating in your application, click on the Next step button to proceed In this scenario, the organisation you added will automatically be defined as the Applicant Organisation.
If one or more participating organisations
When you add a second organisation, a new selection menu automatically appears above the partner list table. This is the menu for choosing the Applicant Organisation
Nb each participating organisation needs a PIC

34. Submission
If all the details of the applicant and partners are correct, "click on the Create application e-Form button.
If any details are incorrect or missing click on the Previous step button to make the necessary changes.
Save the application e-Form
Please do not change the file name, this will be your reference document

35. Attachments to e-Forms (most of them are mandatory)
Annexes are part of the application most of the cases they are mandatory (budget xls or detailed description docs)
Maximum size: 5 Mb

36. e-Form Technical assistance
EACEA Helpdesk
Availability
Tel:
08:30- 17:30,
Monday to Thursday
08:30 to 17:00,
Fridays
Excluding public holidays and European Commission holidays
All times are Brussels time
If you encounter technical issues that are not addressed in this guide you may contact the EACEA Helpdesk to request assistance. The contact details and hours of operation are as follows:
Navigation panel, on the left- hand side of the screen
Navigation panel, on the left- hand side of the screen

37. Viera Kerpanova Ingrid Trauner
Compulsary Annexes of the e-Forms
Description of the project
Financial information
Viera Kerpanova
Ingrid Trauner
Education, Audiovisual and Culture Executive Agency

38. Detailed description of the project
Viera Kerpanova

39. Organisations and activities
Aims and activities of organisations
Previous sport projects
Other EU grants

40. Project characteristics and relevance
Objectives
Innovative and/or complementary aspects
EU added value

41. Quality of project design and implementation
Methodology
Quality control
during project
implementation

42. Quality of project team and cooperation arrangements

43. Impact and dissemination
Quality control of final outcomes
Expected impact of project
Dissemination
Sustainability

44. Financial workshop
Ingrid Trauner

45. Overview of the presentation
Application: the estimated project budget
Funding rules
Principles applying to EU Grants
Financial tips
Contracting procedure
Payment arrangements

46. Application – Budget Structure of the estimated project budget :
1) Estimated Expenditures:
Staff costs
Travel and subsistence costs
Equipment costs
Consumables and supplies
Subcontracting costs
Duties, taxes and charges
Other costs
max. 7 % of the total direct costs
- Direct costs
- Indirect costs

47. Application – Budget 2) Estimated Income:
- distribution of the grant amongst partners
Own funding of the partners
Other sources of financing (third parties)
Income generated by the project
- Grant requested from the EU
- Co-financing

48. Application – Budget Principles applying to EU Grants:
No retroactivity
Non-cumulative award
No-profit principle
Co-financing principle

49. Application – Budget Tips:
coherence between: e-Form, detailed excel budget, Declaration of Honour
allocating estimated costs in the right budget heading
budget is justified in relation to the planned activities
application is in line with the specific provisions of the relevant call for proposals

50. Collaborative Partnerships Not-for-profit European Sport Events
Funding Rules
Collaborative Partnerships
Not-for-profit European Sport Events
Max. Grant
EUR
EUR
Co-financing
Max. 80 %
Pre-financing
60 % of the grant awarded
Duration
12/18/24/30/36 months
up to 12 months
Type of contract
Grant Agreement
Grant
Agreement / Decision

51. What happens if the case of selection?

52. Financial Capacity Verification
Does applicant have stable and sufficient sources of funding?
Required: - Financial Capacity Form
- Annual accounts for the last 2 years
Does not apply: - to public bodies
- to international organisations
and - in the case of a low value grant (grant request ≤ EUR)
Financial Capacity (Programme guide p 193)
- means that the applicant has stable and sufficient sources of funding to maintain its activity throughout the project implementation period
- Verification of the financial capacity does not apply to:
- public bodies
- international organisations
and - for other types of organisations if the grant request does not exceed EUR
The required documents only need to be submitted upon request of the Agency and include:
- a financial capacity form (template will be provided)
- the annual accounts (including the profit and loss account and the balance sheet for the last two financial years for which the accounts were closed)
For entities which cannot provide the mentioned documents because they are newly created, a financial declaration or an insurance declaration stating the applicant's professional risks may replace the above documents
WHAT DOES THIS MEAN?

53. Contracting Procedure
Grant Decision or Grant Agreement
Specific provisions in case of multi-beneficiary agreement (Collaborative Partnerships):
- all partners become beneficiaries of the agreement
- coordinating organisation signs
- co-beneficiaries sign a mandate

54. The Grant Agreement / Grant Decision
Special Conditions and
its Annexes:
Description of the action
General Conditions (legal, administrative and financial provisions)
Approved estimated budget of the action
Mandate(s) in case of multi-beneficiary agreement
List of supporting documents e.g. Guidance notes related to project reporting

55. Payment Arrangements In General Pre-financing payment
- Upon entry into force of the Grant Agreement/Decision
- In exceptional cases a bank guarantee is requested
Payment of the balance
Upon acceptance of the Final report and its compulsory annexes incl.
a certificate on the financial statements and underlying the accounts:
Supporting documents for Grants ≤ €
Audit certificate "Type I" for Grants > € and < €
Audit certificate "Type II" for Grants ≥ € -

56. http://eacea.ec.europa.eu/index_en.php EACEA-SPORT@ec.europa.eu