When the funding you applied for from the Finnish National Agency for Education (EDUFI) has been awarded to your Erasmus+ project, you will receive instructions for the implementation, management and reporting of the project from EDUFI. Drawing up the agreements and documenting the different stages of the activities are a central part of the international cooperation and quality assurance carried out in the projects. You will be supported by a designated contact person at EDUFI during the entire project period.
You will find the instructions for managing projects funded by the Executive Agency EACEA further down on this page.
1. Sign the agreements
After your project has been accepted, we will send the grant agreement to the coordinating organisation electronically to be signed 4–5 months after the end of the application period. When the grant agreement has also been signed by EDUFI, the project can be started and we will pay the first payment to the beneficiary's account. In some project types, it is recommended that you conclude separate partner agreements with the project partners to determine the tasks of each partner, the budget and the reporting obligations in more detail. The model partnership agreement is available below this section.
2. Participate in initial training
We organise initial training for projects to discuss project coordination and administrative issues. The topics of the training include funding rules, financial administration, the content of the agreement, monitoring and reporting, leading the project and its impact.
3. Organise the financial administration
In your accounting, open a separate cost centre for your project to keep the income and expenditure in the project separate from all other costs of your organisation. Draw up instructions for posting the invoices related to the project so that all invoices related to the project will posted to the cost centre of the project. This way it will be easy for you to monitor the financial situation of your project. If there are partner organisations in the project, agree on the grant payment practices with them. Store the receipts for the project in your organisation’s accounting system, on a network drive or on paper in the project folder. Check the accounting of the project regularly and correct any errors in the entries.
4. Report in the Mobility Tool+ system
Mobility Tool+ is the European Commission’s system in which you can manage the different stages of the Erasmus+ project and record the participants. You can also use the system to request reports from individual participants and send the final report to the National Agency. You will find illustrated information on using the system in the guide Mobility Tool – Guide for Beneficiaries. The service is available only in English.
5. Draw up an interim report
During the project period, you project will deliver 1–2 interim reports to the National Agency. The number depends on the duration of your project. The purpose of the interim reporting is to ensure that 1) your project has progressed as planned, 2) the awarded grant has been used appropriately and 3) the use of the grant corresponds to the content of the grant agreement. The actual eligibility of the costs is not checked in the interim reporting stage. In some project types, the second grant payment may be connected to interim reporting.
6. Participate in organised training
We organise training on topics such as project management and communication for projects that have been awarded funding. In other words, you will not be left on your own with the project, but will get support from us for the implementation of a high-quality project. You will also be able to network with others who implement similar projects and get valuable peer support.
7. Be prepared for an audit of the project
EDUFI will make different monitoring and audit visits aimed at ensuring that the objectives of the project will be achieved, project management works and the grant is used appropriately. Audits may be carried out during the agreement period (e.g. audit of the content or the finances) or after the project has ended (audit of the accounts).
8. Draw up and send the final report
After your project has ended, you have 60 days to submit the final report for the project. The report will be evaluated by EDUFI and/or an external expert. You will receive written feedback on the implementation of your project. After the final report has been approved, we will pay the last grant payment. This will usually happen within 60 days. The amount of the final payment is determined on the basis of the quality assessment of the final report and the approved costs.