8.3. Typical project implementation documents
In the course of implementing an EU-funded project, several key documents need to be prepared and submitted, typically including the following:
After a project has been approved for funding, the grant agreement is signed between the EU (represented by the managing authority) and the project’s lead partner. This is a legally binding document that outlines the terms and conditions of the funding, the roles and responsibilities of each party, the project’s objectives, activities, and budget, and other key details. It must be signed by both parties before the project can start.
Periodic Progress Reports
Throughout the implementation of the project, periodic progress reports are typically required. These reports provide a comprehensive overview of the project’s progress towards its objectives, the activities that have been carried out, any problems encountered, and the solutions proposed. They also include a financial report detailing the expenses incurred during the reporting period.
Timesheets are often used to track the time spent by each team member on project activities. These are crucial for projects where staff costs are based on actual time spent on the project.
In addition to the financial section in the progress reports, more detailed financial reports may be required, depending on the terms of the grant agreement. These reports provide a detailed breakdown of the project’s expenditures.
Proof of Expenditure
This includes invoices, receipts, contracts, and other documents that provide proof of the expenses incurred during the project.
Deliverables and Outputs
Throughout the project, you will be required to produce and submit the deliverables and outputs specified in your grant agreement. These could include research reports, training materials, event agendas, participant lists, photographs, and any other tangible results of your project activities.
Monitoring and Evaluation Reports
Depending on the size and scope of the project, you may need to carry out formal monitoring and evaluation activities and produce related reports. These provide a structured assessment of the project’s progress and impact.
At the end of the project, a final report is usually required. This report provides a comprehensive overview of the project’s activities, results, and impact, as well as a final financial report.
Depending on the terms of the grant agreement, an external audit may be required at the end of the project. This involves an independent auditor reviewing the project’s financial records to verify that the funding was used correctly. The auditor produces a formal audit report that must be submitted to the managing authority.