How to prepare an intermediate report
Narrative report
In the interim report the grant beneficiary is requested to provide the following main information:
Description
Report the same general information included in Annex I of the Grant Contract (Description of the Action) about:
- the project (title, country, beneficiaries)
- the leading applicant and implementing partners
- the reporting period
Assessment of implementation of Action activities
Give a global overview of the Action's implementation for the reporting period:
- activities implemented and assessment of the results: copy and paste foreseen results and comment on them
- detailed justification in case there have been any unforeseen positive or negative results or delays in the implementation of some activities
- table listing contracts exceeding € 10,000 awarded during the reporting period, providing details on the type of contracts, value of contracts and procurement procedures applied
- updated action plan for the next period
Partners and other Co-action
- Assessment of the collaboration between the formal partners, between the organization and the local authorities in the country and with other organizations involved in the implementation of the Action (associates, sub-contractors, final beneficiaries, other stakeholders)
- list of all previous relevant EU grants targeting the same beneficiaries
Visibility
EU visibility activities and items produced during the Action include a copy of each item produced: e.g. publications, leaflets, manuals)
Financial report
The financial report is constituted of a set of columns that report the budget as per contract and the expenditures incurred. For each currency in which the budget has been implemented during the specific reporting period the report will have a set of 4 columns so that per each currency the exchange rates to be used will be the arithmetical average of the InforEuro (see website exchange rate for the period.
To obtain these data sum the exchange rates of the months of the reporting period and divide the sum by the number of months. Figures have to be rounded at the nearest Euro cent.
The grant beneficiary is required to report the allowed reallocation between budget heading of max 15% on the relative column, together with the use of contingencies where applicable.
Any interest or equivalent benefits accruing from pre-financing paid by the Contracting Authority to the Beneficiary shall be mentioned in the interim and final reports.
Any interest accruing from pre-financing equal or below EUR 250 000 paid by the Contracting Authority shall not be due to the Contracting Authority and may be used by the Beneficiary for the Action. Any interest accruing from pre financing of more than EUR 250 000 paid by the Contracting authority shall be assigned to the Action and deducted from the payment of the balance of the amounts due to the Beneficiary, unless the Contracting Authority requests the Beneficiary to reimburse the interest generated by pre-financing payments before the payment of the balance.
The financial report also foresees a section where the grant beneficiary should report the expected sources of funding:
- the applicant's financial contribution;
- the contribution sought form the European Commission;
- the contribution(s) form other European Institutions or EU Member States (N.B. The EC cannot finance an action 100% so co-financing cannot have origin form other EC grants);
- the contribution form other organisations.
Sources and useful links: