4What 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 VolunteersUnique entry point for Experts applying for the call for expression of interest EACEA/2013 for experts
5Organisation 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-Forme-Forms will be pre-filled with the organisation's data by inserting the PICBeneficiaries will no longer need to send the organisation documents for each applications for each programmes – only uploaded once
6Organisation registration – How? Necessity to have or create a personal ECAS account to start the registrationRegistration 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.
7Organisation 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
9ECAS 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.
12Organisation/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)
13Organisation/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.
16Organisation – 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
18Registration 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.
19Participant 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)
20Organisation – 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.
29Validation 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 AgencyThe validation consists in checking the registered data in relation to the official documentsAfter the validation, a Legal Entity Appointed Representative is nominated. He will be the ONLY person allowed to change the organisation data in the Portal.
30Deadlines reminderCollaborative 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 :
31E-Form tutorial 5.Complete the eForm 6.Validation & submission 1.Registerorganisations2.Select programmme, funding & language3.Select participating organisations4.Create & save eForm5.Complete the eForm6.Validation & submission
3215 May 2014The 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 partnersNB: e-Form is an interactive PDF requiring Adobe reader software (minimum lowest version 9.1) free upgrade download is possible
33Organisation and partners Select the Applicant OrganisationIf 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 organisationsWhen you add a second organisation, a new selection menu automatically appears above the partner list table. This is the menu for choosing the Applicant OrganisationNb each participating organisation needs a PIC
34SubmissionIf 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-FormPlease do not change the file name, this will be your reference document
35Attachments 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
36e-Form Technical assistance EACEA HelpdeskAvailabilityTel:08:30- 17:30,Monday to Thursday08:30 to 17:00,FridaysExcluding public holidays and European Commission holidaysAll times are Brussels timeIf 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 screenNavigation panel, on the left- hand side of the screen
37Viera Kerpanova Ingrid Trauner Compulsary Annexes of the e-FormsDescription of the projectFinancial informationViera KerpanovaIngrid TraunerEducation, Audiovisual and Culture Executive Agency
38Detailed description of the project Viera Kerpanova
39Organisations and activities Aims and activities of organisationsPrevious sport projectsOther EU grants
40Project characteristics and relevance ObjectivesInnovative and/or complementary aspectsEU added value
41Quality of project design and implementation MethodologyQuality controlduring projectimplementation
42Quality of project team and cooperation arrangements
43Impact and dissemination Quality control of final outcomesExpected impact of projectDisseminationSustainability
45Overview of the presentation Application: the estimated project budgetFunding rulesPrinciples applying to EU GrantsFinancial tipsContracting procedurePayment arrangements
46Application – Budget Structure of the estimated project budget : 1) Estimated Expenditures:Staff costsTravel and subsistence costsEquipment costsConsumables and suppliesSubcontracting costsDuties, taxes and chargesOther costsmax. 7 % of the total direct costs- Direct costs- Indirect costs
47Application – Budget 2) Estimated Income: - distribution of the grant amongst partnersOwn funding of the partnersOther sources of financing (third parties)Income generated by the project- Grant requested from the EU- Co-financing
48Application – Budget Principles applying to EU Grants: No retroactivityNon-cumulative awardNo-profit principleCo-financing principle
49Application – Budget Tips: coherence between: e-Form, detailed excel budget, Declaration of Honourallocating estimated costs in the right budget headingbudget is justified in relation to the planned activitiesapplication is in line with the specific provisions of the relevant call for proposals
50Collaborative Partnerships Not-for-profit European Sport Events Funding RulesCollaborative PartnershipsNot-for-profit European Sport EventsMax. GrantEUREURCo-financingMax. 80 %Pre-financing60 % of the grant awardedDuration12/18/24/30/36 monthsup to 12 monthsType of contractGrant AgreementGrantAgreement / Decision
52Financial Capacity Verification Does applicant have stable and sufficient sources of funding?Required: - Financial Capacity Form- Annual accounts for the last 2 yearsDoes not apply: - to public bodies- to international organisationsand - 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 organisationsand - for other types of organisations if the grant request does not exceed EURThe 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 documentsWHAT DOES THIS MEAN?
53Contracting Procedure Grant Decision or Grant AgreementSpecific provisions in case of multi-beneficiary agreement (Collaborative Partnerships):- all partners become beneficiaries of the agreement- coordinating organisation signs- co-beneficiaries sign a mandate
54The Grant Agreement / Grant Decision Special Conditions andits Annexes:Description of the actionGeneral Conditions (legal, administrative and financial provisions)Approved estimated budget of the actionMandate(s) in case of multi-beneficiary agreementList of supporting documents e.g. Guidance notes related to project reporting
55Payment Arrangements In General Pre-financing payment - Upon entry into force of the Grant Agreement/Decision- In exceptional cases a bank guarantee is requestedPayment of the balanceUpon 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 ≥ €-