1 Application How to Submit an Application
2 How to prepare and submit an application? Steps in the submission procedure and Financial Aspects Eugenio DELFINO & Jehan LAROCHE
Summary Steps in the submission procedure 1. Call page 2. Steps in the submission procedure 3. eform & Annexes 4. Tips and hints Financial Aspects 1.Detailed budget table 2. Questions & Answers session 3
4 Please send your questions to: EACEA-Policy-Support@ec.europa.eu
Steps in the submission procedure 5
1. Call - EACEA/10/2018 6
7 Timetable Stages Date and Time or indicative period 1 Deadline for submitting applications 22 nd May 2018 at 13:00 (Brussels time) 2 Selection period June to August 2018 3 Information to applicants September 2018 4 Signature of gran agreement November to December 2018 5 Starting date of the action 31 st of December 2018; 15 th or 31 st of January 2019
Before starting, read carefully: Guidelines for Applicants EACEA/10/2018 Instructions for Applicants eform User Guide 8
9 2. Steps in the submission procedure Steps 1 & 2: Register organisations (EU- Login-PIC) Step 3: Select programmme, funding and participants -> eform Step 4: Fill in the eform Step 5: Attach Annexes to the eform Step 6: Validate the eform Step 7: Submit the eform
10 Step 1 Applicants must have an EU Login account.
11 Step 2 Each organisation must register in the Participants portal and receive a Participant Identification Code (PIC).
12 Compulsory documents to be uploaded in the Participants' portal: 1. Legal entity form. 2. Financial identification form. 3. Your VAT registration (when applicable) Important! Each applicant organisation should use only one PIC code.
Step 3 Create your official electronic application form (eform) 13
14 What to fill in before the eform is created? 1. Create new application for funding 2. Input: Programme: Erasmus+ Funding opportunity: Call for Proposals 'EACEA-10-2018' Language: English List of participating organisations (PIC numbers) 3. Create eform Important! Once you have created your application form, it is not possible to switch the role of Applicant Organisation to a different organisation.
15 Step 3 Create your official electronic application form (eform) 22/05/2018
16 Step 4 Fill in the eform Important! Save the eform on every step of the process!
17 Step 5 Attach the compulsory Annexes Note that the templates provided for this are compulsory
18 Step 6 Test your connection You can test your connectivity to verify if technically you can submit your eform by clicking on the "Test your connection" button at any moment during the preparation of your application. Validate the eform The "Validate Form" button appears at the bottom of each page of the form. This allows you to check the validity of your data for each page as you fill it in. The errors will be highlighted in colour in the form.
19 Step 7 Submit the eform The "Submit this form" button turns from grey to green when validation has been carried out successfully. When you complete the process, the submission number will be added to the eform:
20 1. Call page 2. Steps in the submission procedure 3. eform & Annexes 4. Tips and hints
21 3.Electronic application Form - eform (1/4) Part A - Identification of the applicant and other organisations participating in the project - Part A.1 - Organisation - Part A.2 - Person responsible for the management of the application (contact person) - Part A.3 - Person authorised to represent the organisation in legally binding agreements (legal representative)
22 3.Electronic application Form - eform (2/4) Part B Organisation and activities - Part B.1 Structure - Part B.2 Aims and activities of the organisation - Part B.3 Other EU grants
23 3.Electronic application Form - eform (3/4) Part C - Dates, Budget and Description of the Project - Part C.1 - Dates and duration - Part C.2 - Summary budget - Part C.3 - Summary of the project
24 3.Electronic application Form - eform (4/4) Part D - Erasmus+ Programme topics
25 Annexes: The Annexes are: 1. Detailed project description 2. Detailed budget table 3. & 4. Declaration on Honour and Mandate letters (as one single document)
26 Annex 1. Detailed project description Applicants are recommended to read carefully the Guidelines and the Instructions before filling out the Detailed Project Description. Use the same language as in the eform Respect the characters limit Limit the use of pictures and diagrams to avoid problems during submission (the maximum capacity of the Application Package (eform + annexes = 10 MB) Annex 2. Detailed budget table
Annex 3. Declaration on honour For applicant organisation only Attests to applicants' status as a legal person and to their financial and operational capacity to complete the proposed activities Fill in: the Legal representative name details of the organisation (name, legal form, VAT, etc.) the grant amount (not the whole application budget!) project title check in the "yes/no" boxes regarding the situation of exclusion the Legal Representative name, function, signature, stamp of the organisation and signature date 27
28 Annex 4. Mandate letters Filled in by each organisation listed in the eform, except the applicant organisation Give mandate to the applicant organisation for the Grant Agreement Signed and stamped by the Legal Representative of each partner organisation
29 1. Overview call documentation 2. Steps in the submission procedure 3. eform & Annexes 4. Tips and hints
4. Tips and hints (1/3) COHERENT in its entirety; avoid contradictions; avoid "patchwork" SIMPLE: better a few well-chosen words than long/vague explanations The project proposal CONCRETE: use examples, justify your statements, bring proofs CLEAR: Follow the questions and answer them in the right order EXPLICIT: do not take anything for granted; don't assume: experts cannot read your mind; avoid abbreviations or explain them RIGOROUS: the application is the basis on which your project will be implemented; it is also the cornerstone of your partnership commitment FOCUSED: stick to what is asked 30
31 4. Tips and hints (2/3) Skilled project manager and team Clear idea of the ideal mixture of skills to form partnership The partnership Ensure that partners involvement in the project proposal (work packages and budget) has been fully discussed and agreed Partners who provide low quality input to the drafting of the application may not provide high quality input into the project! Co-operates on every step of the process
32 4. Tips and hints (3/3) Have the project idea firmly in mind before completing the documentation Take time to understand the different steps of submission, how the form and annexes are constructed Advice on completing the form Allow time for drafting and reviewing and redrafting the texts Test your draft application on an outsider It is a time-intensive process and will require dedicated staff time Don t wait until the last minute of the last day before submitting the eform!
33 Thank you! Q & A EACEA-Policy-Support@ec.europa.eu