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This page explains what  Coordinators and beneficiaries must do to enter their costs and upload a CFS through the Participant Portal, and what Coordinators must do to upload a periodic report through the Participant Portal.


Table of Contents:

FP7 periodic report


Topic

Declaring Costs, Uploading a CFS, Uploading a Periodic Report

Audience

Coordinators, Beneficiaries

 

Background

Each beneficiary and third party company must declare their costs in NEF, through the Participant Portal.

A third party company is a company that performs services for a beneficiary but is not itself, part of the consortium. Third party companies appear, indented in the list of beneficiaries in NEF, under the beneficiary for which they have performed services.

To declare costs, the beneficiary must do the following:

  • Log into the Participant Portal and access the list of projects.
  • Open the project in NEF.
  • Select their company in the beneficiary list.
    If it is a third party company, it will appear, indented in the list under the company for which they have supplied third party services.
  • Open the Form C for the relevant period.
  • Enter costs and save.

How To Video

The video below shows how to enter costs, upload a CFS and upload a periodic report.
Click on the image to start the video.

Get Adobe Flash player

8min 13sec

Step by Step Description

To declare costs, the beneficiary must do the following:

Step

Description

1

Log in to the Participant Portal with your user name and password.

2

Click the My projects tab.
All projects to which you have access will appear.

3

Click the Periodic Reporting link beside the relevant project. The NEF application will open displaying a list of all beneficiaries associated with that project.

4

Click on the relevant beneficiary, or third party company, (i.e. your company) and choose Form Cs from the menu that appears. The Form Cs page appears.
(info) Note: In the list, any third party company will be indented under the beneficiary for which it has performed services.

5

Click the Form C link under the relevant payment period The Costs screen appears.

6

Click the first cell that you want to fill. The Use of Resources screen appears. Click the green plus ( ) sign on the screen that appears, to create a new row.

7

Enter your costs in the Cost field, an explanation in the Explanation field (mandatory), select any relevant work packages by clicking the checkbox, and enter any extra comments in the Free Text field (optional).

8

Click the Done button.

9

Repeat this action for all required cost fields.

10

Enter the EU Requested Contribution amount, then click Save Changes.

To upload a CFS, the beneficiary must do the following:

Step

Description

1

On the Form C page, click the Other tab to open it. If there is a red exclamation mark (!) beside item 5, Certificate on the Financial Statements, it means that a CFS is required.

2

Click the Yes option, then enter the auditor's name in the Name of Auditor field and the cost of the certificate in the Cost of the Certificate field.

3

Click the Select a CFS link which appears beside the the Cost of the Certificate field when you click the Yes option in step 2. The Attach a CFS window appears.

4

Click the Browse button. The Browse window appears. Browse to the CFS file and click the Open button.

5

Click the Accept button.

6

Click the Signature tab to open it..

7

Enter your name in the Signatory field to approve the uploading of the CFS.

8

Click the Save Changes button, and then the Finalize button.

  

To upload a Periodic Report, the coordinator must do the following:

Step

Description

1

On the Project Summary page, click the coordinator and choose Form Cs from the drop-down list. The Form C Summary page for the coordinator is displayed. Four files are required for Interim Periodic Reports. They are as follows:

  • Self declaration of the coordinator
  • Publishable summary
  • Project objectives, progress and achievements
  • Project management and use of resourcesFor a Final Periodic Report the same four files, plus an additional file, the Final Report, are required.

2

Click the Browse button for the first required file. The Browse window is displayed.

3

Browse to the relevant file then click the Open button.

4

Enter a description of the file in the Description field (mandatory).

5

Repeat this action for the other files.

6

Click the Save files button.

For more information : ftp://ftp.cordis.europa.eu/pub/fp7/docs/financialguide_en.pdf

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