How to prepare and submit an application? Call documentation and submission procedure Barbara Hermans Languages Programme Manager & Prospective Initiatives Project Advisor
Outline Call documentation 1. Overview call documentation 2. Steps in the submission procedure 3. Application package 4. Which document required at which stage? 5. Tips and hints
Call documentation 1. Overview call documentation 2. Steps in the submission procedure 3. Application package 4. Which document required at which stage? 5. Tips and hints
1.Overview call documentation Call documentation • Announcement of Call for proposals (EACEA/33/2014) in 23 EU languages • Call guidelines (EN/FR/DE) Overview of the call documentation
Call documentation 1. Overview call documentation 2. Steps in the submission procedure 3. Application package 4. Which document required at which stage? 5. Tips and hints
2. Steps in the submission procedure Call documentation Steps 1 & 2: Register organisations (ECAS-PIC) Step 3: Select programmme, funding, language and participants -> eForm Step 4: Fill in eForm Step 5: Attach Annexes to eForm Step 6: Validate the eForm Step 7: Submit the eForm Steps in the submission procedure
Step 1 Call documentation • Each applicant must have an ECAS account √ Steps in the submission procedure
Step 2 Call documentation • Each organisation must register in the Participants’ portal and √ receive a Participant Identification Code (PIC) . 1 st page Steps in the submission procedure
2 nd page ! each applicant organisation should use only one PIC code Documents to be uploaded in the Participants' portal: 1. Legal entity form for all the partners 2. Financial identification form duly completed and certified by the bank (for applicant organisation only) 3. VAT registration (when applicable) Steps in the submission procedure
Step 3 Call documentation • Create your official electronic application form ( eForm ) √ Steps in the submission procedure
What to fill in before the eForm is created? Call documentation 1. Create new application for funding 2. Input: Programme: Erasmus+ Funding opportunity: Call for Proposals 'EACEA-33-2014' Language: English/German/French 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. Steps in the submission procedure
Step 4 Call documentation • Fill in the eForm √ Important! Save the eForm on every step of the process! Steps in the submission procedure
Step 5 Call documentation • Attach eForm Annexes √ Steps in the submission procedure
Step 6 Call documentation √ • Validate the eForm The Validate Form button appears at the bottom right of every page of the form. It is recommended that you do not validate the form until you have finished completing it The errors will be highlighted in pink: Steps in the submission procedure
• 2 options: Call documentation – errors to be fixed validate eForm again √ – No errors validation If all errors have been resolved you will see the following pop-up message: Steps in the submission procedure
Step 7 Call documentation • 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: Steps in the submission procedure
Call documentation You made it ! Steps in the submission procedure
Call documentation 1. Overview call documentation 2. Steps in the submission procedure 3. Application package 4. Which document required at which stage? 5. Tips and hints
Call documentation 3.Application package: • What? eForm and Annexes 1. Detailed project description 2. Detailed budget table 3. Declaration on Honour and Mandate letters (as one single document) Application Package
Call documentation In parallel, read carefully: • Instructions for Applicants • eForm User Guide https://eacea.ec.europa.eu/erasmus-plus/funding/forward- looking-cooperation-projects-2015_en Application Package
Electronic application Form - Call documentation eForm (1/3) Part A - Identification of the applicant and other organisations participating in the project - Part A.1 - Organisation - Part A.2 - Contact Person - Part A.3 - Legal Representative Application Package
eForm (2/3) Call documentation Part B – Description of the project - Part B.1 – Summary of the project - Part B.2 – Horizontal and Sectoral Priorities and Topics - Part B.3 – Dates and Languages - Part B.4 – Budget Application Package
eForm (3/3) Call documentation Part C - Specific information related to Forward-Looking Cooperation Projects - Part C.1 Call priorities addressed eForm allows multiple priorities. You may tick several priorities but you have to indicate your main priority in the comment box Application Package
eForm Annexes Call documentation 1) Detailed project description 2) Detailed budget table 3) Declaration on Honour 4) Mandate letters as one single attachment Application Package
1) Detailed project description Call documentation (1/2) Use the same language as in the eForm • Fill in all text fields in all sections • Respect the word limit • Limit the use of pictures and diagrams to avoid problems during • submission (the maximum capacity of the Application Package (eForm + annexes = 10 MB) Application Package
Detailed project description (2/2) Call documentation PART 1. Applicants' presentation, role and operational capacity PART 2. Award criteria PART 3. Work plan and work packages PART 4. Overview of consortium partners involved and resources required PART 5. Overview of project expected results Application Package
2) Detailed budget table (1/4) Call documentation Use the latest budget sheet available on the call website – • check this before submission (date mentioned in the left hand corner at the bottom of the budget) The forecasted budget must be complete, in balance and • clearly state all the eligible costs Applicants not established in the «Euro zone» must use the • exchange rate published in the Official Journal of the European Union on date of publication of the Call. Application Package
Call documentation
Detailed budget table (3/4) Call documentation Complete only the light green cells • Respect the rules and thresholds that apply to some of the costs • All figures must be presented in Euros, but no currency symbol is • required: enter only whole numbers All figures must be entered manually into the budget table ( no • copy/paste and linking of tables) Sheet 1 ( Consolidated Budget ) should be completed before the • other sheets The form is available in three languages (English, French or • German) Application Package
Detailed budget table (4/4) Call documentation Sheet 1: Consolidated Budget • Sheet 2: A. Staff • Sheet 3: B1. Travel and subsistence • Sheet 4: B2. Equipment • Sheet 5: B3 Subcontracting • Sheet 6: B4 Other • Sheet 7: Indirect costs • Sheet 8: Revenue • Sheet 9: Countries list, this list is for your information and nothing • to be filled in Application Package
3) Declaration on honour Call documentation 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 – the grant amount (not the whole application budget!) – project title – private or public status of the applicant organisation – the Legal Representative name, function, signature, stamp of the organisation and signature date Application Package
4) Mandate letters Call documentation 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 Application Package
Call documentation
Call documentation 1. Overview call documentation 2. Steps in the submission procedure 3. Application package 4. Which document required at which stage? 5. Tips and hints
4. Which document required at which stage? Call documentation In the Participants' Portal: • Legal entity form for all the partners – Financial identification form duly completed and certified by the bank (for applicant – organisation only) VAT registration (when applicable) – In the Application package: • eForm – Detailed project description – Detailed budget table – Declaration on Honour and Mandate letters – Before signing the grant agreement • Financial capacity form – See also Model Grant Agreement Accounts 3 last years – Required Documents
Call documentation 1. Overview call documentation 2. Steps in the submission procedure 3. Application package 4. Which document required at which stage? 5. Tips and hints
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