The following table describes the periodic report process in detail:
Process step by step
At the end of the project period, the coordinator receives an email from the Project Officer (PO) inviting him or her to upload costs for the period along with all required documentation. The coordinator must notify the other beneficiaries that they must also enter costs in the same way.
The coordinator and the beneficiaries access the NEF application through the Participant Portal and submit the requested information. Financial Statements are based on C forms and have to be (so as the CFS if needed) uploaded by the beneficiaries themselves.
The coordinator reviews the input by beneficiaries. When the coordinator believes that the set of reports is complete, he/she submits the reports to the Project Officer (PO) using the NEF application.
The coordinator receives an email signalling either the approval or the rejection by the PO. If the submission is approved, the payment processing is started by the Commission services. NOTE: Approval by the PO means that the PO believes that periodic reports are sufficient to proceed with a payment. It does not mean that the PO has approved all costs. If the submission is rejected, the coordinator is invited via the NEF application (by a similar email as for the launch of the process) to provide the requested information (possibly with the participation of other beneficiaries).
Each such iteration between the Consortium and the EC through NEF is called a NEF session. Every session is recorded in NEF (forms, comments, uploaded documents, and session times/dates).
The email signalling that the report and payment processing have started contains PDF copies of the financial statements. The coordinator and the other beneficiaries are requested to print them, sign them and send them to the European Commission. (Note: the grant agreement requires original signed financial statements). Reception of original, signed financial statements by the Commission is a condition for executing the payment.
The NEF application will alert the users if a mistake is made or if a document required for upload is missing. For example, the user is alerted when a CFS is required, and will be unable to save changes unless it is provided.
When the payment is executed, the coordinator receives an email containing information about acceptance of costs and details about calculation of the amount paid.
Costs may be rejected by the PO. The rejection may be the result of a missing document or technical concerns. Rejections of costs are explained in the reports sent at payment time. Usually, information on rejections are also notified through the NEF sessions.
The NEF application records the payment time.