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Natasha Jovicic Bruno Breviglieri

2014 Online submission of Sport applications Pre - registration and e- Forms. Natasha Jovicic Bruno Breviglieri. Education, Audiovisual and Culture Executive Agency. Overview of presentations. EACEA Participant Portal Participant Identification Code (PIC) ECAS account creation

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Natasha Jovicic Bruno Breviglieri

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  1. 2014 Online submission of Sport applications Pre- registration and e-Forms Natasha Jovicic Bruno Breviglieri Education, Audiovisual and Culture Executive Agency

  2. 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

  3. Participant Portal

  4. Whatis the EACEA participant portal? Unique entry point for the registration of organisations whichwant to apply for the following programs: - Erasmus+ - Creative Europe - Europe for Citizens - EU AidVolunteers Unique entry point for Experts applying for the call for expression of interest EACEA/2013 for experts

  5. Organisation registration in 2014 – Why? Organisations (and partners) MUST register to receive a Participant Identification Code (PIC of 9 digit numbers) beforesubmitting a projectproposal via the official e-Form e-Formswillbepre-filledwith the organisation's data by inserting the PIC Beneficiarieswillno longer need to send the organisation documents for each applications for each programmes – onlyuploaded once

  6. Organisation registration – How? Necessity to have or create a personal ECAS account to start the registration Registration willtakeapproximately 5 to 10 minutes if all information are available ! After the first registration and the creation of a PIC, documents related to the organisation canbeuploaded.

  7. Organisation registration – When? Registernow, do not wait to the last minute before the call publication (foreseenaroundmid March) Collectalreadynow all the legal documents of your organisation and of all yourpartners ! Validation of yoursubmitted documents by the central Research helpdesk cantake over 40 days

  8. Participant's Portal home pagehttp://ec.europa.eu/education/participants/portal/desktop/en/organisations/register.html

  9. ECAS Account registration ECAS accountcreationisnecessary to start the registration. An email confirmation is sent after the Sign Up. This stepis not the organisation registration. It allowsstarting the process.

  10. If lost : go to Support page, read the FAQ

  11. In case of a technical question: EACEA-SPORT@ec.europa.eu

  12. Organisation/Company – Search tool The Searchtoolallows to look if your organisation existsalready in the database. If your organisation exists and has a PIC, no new one shouldbecreated. Please note that the databaseiscommon to other Commission services (exampleResearch)

  13. Organisation/Company – Registration If your organisation does not exists, itcanbecreated by chosing the "Register organisation" button. The bottonwillredirect to the unique registration facility.

  14. Welcome page Unique Registration Facility (URF)

  15. Organisation – legal address registration

  16. Organisation – contact data registration Contact data are the general contacts of an organisation, not the onesrelated to a particularproject. Contact personwillbecontacted in case of questions related to organisation or before validation

  17. Selection of specific programme: Eramus+

  18. Registration of Programme specific information For each programme, different organisation types willbepresented. Afterthis last step, youwillberedirected to the previousscreen and youcan click on "Finish your registration". An email with the PIC numberwillbesend to the email mentioned in the contact address.

  19. Participant Portal – See My Organisations All organisations createdwith the ECAS accountwillbe visible in the "My organisation" tab. In order to modify the organisation data or to upload official documents, click on Modify Organisations (MO)

  20. Organisation – modify data, add supporting documents Supporting documents related to the organisation canbeuploaded (official registration documents, VAT documents, annual Balance sheets, etc) Check the call documentation to seewhich documents need to beuploaded.

  21. Sport e-Forms

  22. Where? home page (EACEA website)https://eacea.ec.europa.eu/PPMT/

  23. When? available around 15/03/14 Subscribe to EACEARSS feed : up to date with the latest news and documents published on a website, no browsing, info comes to you in real time !

  24. e-Form creation – select your call sport

  25. Insert your PIC & choose the applicant organisation and partners

  26. Verify if partnership is correct and create pre-filled application form

  27. What happens in case of selection?

  28. 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 LegalEntityAppointedRepresentativeisnominated. He willbe the ONLY personallowed to change the organisation data in the Portal.

  29. 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

  30. E-Form tutorial

  31. 15 May 2014 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 NB: e-Form is an interactive PDF requiring Adobe reader software (minimum lowest version 9.1) free upgrade download is possible

  32. 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

  33. Submission • If all the details of the applicant and partners are correct, "click on the Create application e-Formbutton. • If any details are incorrect or missing click on the Previous step button to make the necessary changes. Save the application e-Form Please do not change the file name, this will be your reference document

  34. 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

  35. e-Form Technical assistance 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: Navigation panel, on the left-hand side of the screen Navigation panel, on the left-hand side of the screen

  36. 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

  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

  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 - Directcosts - Indirect costs Structure of the estimated project budget : 1) Estimated Expenditures: • Staff costs • Travel and subsistence costs • Equipment costs • Consumables and supplies • Subcontracting costs • Duties, taxes and charges • Other costs max. 7 % of the total direct costs

  46. Application – Budget - Grant requested from the EU - Co-financing 2) Estimated Income: - 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

  48. 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

  49. Funding Rules

  50. What happens in the case of selection?

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