2014 Online submission of Sport
applications
Pre- registration and e-Forms
Natasha Jovicic
Bruno Breviglieri
Education, Audiovisual and
Culture Executive Agency
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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
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Participant Portal
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
4
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
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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.
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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
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Participant's Portal home page
http://ec.europa.eu/education/participants/portal/desktop/en/organisations/register.html
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ECAS Account registration
•
ECAS account
creation is
necessary to start
the registration.
•
An email
confirmation is sent
after the Sign Up.
•
This step is not the
organisation
registration. It
allows starting the
process.
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If lost : go to Support page, read the FAQ
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In case of a technical question:
EACEA-SPORT@ec.europa.eu
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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)
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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.
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Welcome page Unique Registration Facility (URF)
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Organisation – legal address registration
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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
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Selection of specific programme: Eramus+
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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 email with the PIC
number will be send to
the email mentioned in
the contact address.
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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)
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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.
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Sport e-Forms
21
Where? home page (EACEA website)
https://eacea.ec.europa.eu/PPMT/
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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 !
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e-Form creation – select your call sport
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Insert your PIC & choose the applicant
organisation and partners
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Verify if partnership is correct and create
pre-filled application form
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Proposal Submission User Guide
• https://eacea.ec.europa.eu/sites/eaceasite/files/proposal_submission_user_guide_og
_2014_v1_en.pdf
What happens in case of
selection?
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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.
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Deadlines reminder
• Collaborative projects is 15 May 2014 at
12.00 p.m. (midday Brussels time)
• Not-for-profit European sport events 14
March 2014 and 15 May 2014 (midday
Brussels time)
• Questions : eacea-sport@ec.europa.eu
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E-Form tutorial
1.Register
organisations
2.Select
programmme,
funding &
language
3.Select
participating
organisations
4.Create & save
eForm
5.Complete the
eForm
6.Validation &
submission
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15 May 2014
NB: e-Form is an interactive PDF
requiring Adobe reader software
(minimum lowest version 9.1) free
upgrade download is possible
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
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
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Submission
• If all the details of the
applicant and partners
are correct, "click on the
Create application eForm button.
Save the application e-Form
Please do not change the file name,
this will be your reference document
• If any details are
incorrect or missing click
on the Previous step
button to make the
necessary changes.
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
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e-Form Technical assistance
EACEA Helpdesk
Availability
08:30- 17:30,
Monday to Thursday
Tel: +32 229 90705
Email:
eacea-helpdesk@ec.europa.eu
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:
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Compulsary Annexes of the e-Forms
Description of the project
Financial information
Viera Kerpanova
Ingrid Trauner
Education, Audiovisual and
Culture Executive Agency
37
Detailed description of the
project
Viera Kerpanova
38
Organisations and activities
• Aims and activities of organisations
• Previous sport projects
• Other EU grants
39
Project characteristics and relevance
• Objectives
• Innovative and/or complementary aspects
• EU added value
40
Quality of project design and
implementation
• Project design
• Methodology
• Quality control
during project
implementation
41
Quality of project team and cooperation
arrangements
• Cooperation arrangements
• Project team
42
Impact and dissemination
• Quality control of final outcomes
• Expected impact of project
• Dissemination
• Sustainability
43
Financial workshop
Ingrid Trauner
44
Overview of the presentation
•
•
•
•
•
•
Application: the estimated project budget
Funding rules
Principles applying to EU Grants
Financial tips
Contracting procedure
Payment arrangements
45
Application – Budget
Structure of the estimated project budget :
1) Estimated Expenditures:
- Staff costs
- Travel and subsistence costs
- Equipment costs
- Consumables and supplies
- Direct costs
- Subcontracting costs
- Duties, taxes and charges
- Other costs
- Indirect costs
max. 7 % of the total direct costs
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Application – Budget
2) Estimated Income:
- Grant requested
from the EU
- Co-financing
- distribution of the grant
amongst partners
- Own funding of the partners
- Other sources of financing (third
parties)
- Income generated by the
project
47
Application – Budget
Principles applying to EU Grants:
• No retroactivity
• Non-cumulative award
• No-profit principle
• Co-financing principle
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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
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Funding Rules
Collaborative
Partnerships
Not-for-profit
European Sport
Events
500 000 EUR
2 000 000 EUR
Cofinancing
Max. 80 %
Max. 80 %
Prefinancing
60 % of the grant
awarded
60 % of the grant
awarded
Duration
12/18/24/30/36
months
up to 12 months
Grant Agreement
Grant
Agreement /
Decision
Max. Grant
Type of
contract
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What happens if the case of
selection?
51
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 ≤60 000 EUR)
52
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
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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
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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 ≤60 000 €
 Audit certificate "Type I" for Grants >60 000 € and <750 000 €
 Audit certificate "Type II" for Grants ≥750 000 €
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http://eacea.ec.europa.eu/index_en.php
EACEA-SPORT@ec.europa.eu
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