Final Report
PURPOSE
This document describes the actions related to the Final Report procedure under the Regulation (EU) 2021/691, Article 20(1), which stipulates that the Member State should present a Final Report on the execution of the financial contribution from the EGF no later than at the end of the seventh month after the expiry of the period of use of the contribution. The period of use starts on the date declared by the Member State in its application or on the date of the decision of the Budgetary Authority (whichever occurs earlier) and ends 24 months from the date of the Decision. The Final Report should be submitted along with a statement justifying the expenditure.
REGULATIONS
More details regarding the regulation of the Final Report can be found in the About SFC2021 section of the portal.
ROLES
Roles involved in the Final Report are:
MS Managing Authority (MSMA) | Record the Final Report Upload Final Report Documents Consult the Final Report Delete the Final Report Sign Statement justifying expenditure Sign the Final Report Validate the Final Report Prepare the Final Report for send to EC Send the Final Report Return the Final Report by MS for modification Create new version of a Final Report |
MS Certifying Authority (MSCA) | Record the Final Report Upload Final Report Documents Consult the Final Report Sign Statement justifying expenditure |
FUNDS
EGF |
Workflow
This section shows the lifecycle to create and manage the Final Report.
Click here to see the Final Report workflow diagram in high resolution.
Create the Final Report
Remark | The User is an identified User and has the Role of MS Managing Authority with Update rights (MSMAu) for the EGF Fund. When creating a new Final Report, it doesn't exist yet. The EGF Application is adopted and managed on the User’s Node. |
To access the Final Report select the Final Report (EGF) menu:
In the search screen click on the Create button to create a new Final Report:
You are redirected to the Final Report Creation Wizard:
Enter or select the following information:
(1) Select the CCI number.
The CCI list contains all adopted EGF Applications managed at the User’s Node and for which the User has read permission. The list returns the CCI and the Title.
(2) Click on Create.
The status of the Final Report is Open.
Remark | On Create, the initial Final Report structure is created, and a Table of Content (ToC)/Navigation Tree is presented, so the User can continue to populate the structured data of the Final Report. The Final Report is linked to the last adopted version of the EGF Application. The records of the following Tables will automatically be created from the equivalent tables in the linked EGF Application Version: Table in Section 2.1.1 from G.1.1, Table in Section 2.2.1 from G.2.1 and Table in Section 3.1 from E.1, Authority information from Section A.2. The Source language is copied from the linked EGF Application version. |
Record/Edit the Final Report
Remark | The User is an identified User and has the role of MS Managing Authority or MS Certifying Authority with Update rights (MSMAu or MSCAu). When editing a version of a Final Report, its status is Open, Validated, Ready to send, Sent or Returned by MS for modification at the level of the Member State and currently resides on the User's Node. When modifying one of the items of the Final Report, the signature of the signer and the signing date for the Final Report will be removed and a new sign action by the Management Authority on the Final Report will have to be performed before sending to the Commission is allowed. When modifying section 2.1.1 or 2.2.1 of the Final Report, the signature of the signers and the signing dates for the Final Report and for the Statement justifying expenditure will be removed and a new sign action by the Management Authority on the Final Report and one by the Certifying Authority or the Management Authority on the Statement justifying expenditure will have to be performed before sending to the Commission is allowed. When modifying one of the items of the Statement justifying expenditure, the signature of the signer and the signing date for the Statement justifying expenditure will be removed and a new sign action by the Certifying Authority or the Management Authority on the Statement justifying expenditure will have to be performed before sending to the Commission is allowed. |
General
Version information
Note | The Version Information contains information on the identification and status of the Final Report Version like the CCI, the Title, the Version Number, the Work Version Number, the Status, the Node where it currently resides, the linked adopted Application Version and its Commission Decision and the EGF Number. The Authority information is automatically populated with the information of Section A.2 of the linked EGF Application Version but can be updated. Authority submitting the report and Address of authority are mandatory. |
Click on the Edit button to enter or modify the information if needed:
The Edit details pop-up window appears:
Enter or modify the following information if needed:
(1) Authority submitting this report.
(2) Address of authority.
(3) Comments.
(4) Click on Save to save the information.
Officials in Charge
Note | Officials in Charge can be updated at any time, independent from the status of the Final Report. Commission Officials (email domain "ec.europa.eu") can only be created/updated/deleted by Commission Users. |
Click on the Add button
to add a new official in charge.Clicking on the Edit icon
of a row will allow you to modify the information of this official.Clicking on the Delete icon
of a row will allow you to delete the official in charge selected.
Click on the Add button to add a new Official in Charge:
The Edit details pop-up window appears:
(1) Enter the Name.
(2) Enter the Email.
The format of the Email address will be validated by the system and should be unique.
(3) Enter the Phone number.
(4) Select the Language.
(5) Enter the Valid from and Valid until dates.
The Valid until date should be greater than the Valid from date.
(6) Click on Save to save the information.
History
This section shows all the actions that have been taken on the Final Report since it was created, for example:
Documents
Note | The Documents list shows all documents uploaded against this version of the Final Report by Member State and by Commission. Member State Users see all their own Documents and the sent Commission Documents. Commission Users see all their own Documents, unsent Integral Member State Documents and sent Member State Documents. |
The following documents are foreseen:
Description | Internal Code | Non-Integral (1) | Integral (2) | System (3) | Required (4) |
Final report Annex | FR.ANN |
| X |
|
|
Other Member State Document | FR.OM | X |
|
|
|
Copy of the invitation to participate in the Beneficiary Survey | FR.CBS |
| X |
| X |
Copy of the reminder to participate in the Beneficiary Survey | FR.CBSR |
| X |
| X |
Snapshot of data before send | SNP.FRSNT |
| X | X | X |
Opinion by audit body (5) | FR.OPI |
| X |
|
|
Opinion by audit body (6) | FR.OPIN | X |
|
|
|
(1) Document can be sent at any time
(2) Document will be automatically sent when the Object is sent
(3) Document automatically created by the system
(4) Document required in the system before a next action can be executed
(5) Can only be created when the Final Report version is in status Open or Validated
(6) Can only be created when the Final Report is already sent to the Commission
Uploading & Sending Documents
Multiple documents can be uploaded in the Final Report.
Clicking on the Add button
will open a pop-up window allowing you to add a new document type with attachments.Selecting a document row and clicking on the View icon
will allow you to view the document information.Selecting a document row and clicking on the Edit icon
will allow you to modify the document information. If a document of type 'Other Member State Document' must be sent, you can select the edit icon in order to send the document.Selecting a document row and clicking on the Delete icon
will allow you to delete the document and all attachements.
Remark | Integral Documents (Official Proposal, etc.) are only sent - together with the encoded data – once the Final Report is sent to the EC. Referential/non-integral Documents (ie. 'Other Member State Document') can be sent at any time independently of the status of the Final Report. The 'Other Member State Document' type demands a manual submission (they are NOT sent automatically when the object is sent to the EC). A non-integral document is only visible to the Commission when the SENT DATE is visible. |
Click on the Add button to add a new document:
The Edit document details pop-up window appears:
Enter or select the following information:
(1) Enter a Document title for your Document.
(2) Select a Document type.
The Document Type list in the edit screen will contain all non-System Integral and non-Integral Document Types from the Document Group.
(3) Enter a Document date.
The system automatically fills the field with todays date, but this can be modified.
(4) Enter a Local reference.
(5) Click on the Add button to add a new attachment:
You can add multiple attachments by clicking on the Add button.
You can remove unwanted attachments by selecting the attachment and clicking on the Remove button.
The Attached files window becomes editable:
Enter or select the following information:
(1) Enter a Title for your attachment.
(2) Select the Type of the document.
It is possible to select from these 4 types: Annex, Cover Letter, Main or Translation.
(3) Select the Language of the document.
(4) Click on Browse to select the file that you want to add as an attachment.
(5) After the attachments are uploaded click on Save.
Remark | Integral document types will only display the Save button and will be sent when the Final Report is sent to the Commission. Non-integral document types (such as ‘Other Member State Documents’) will display the Save button and a Save & Send button, and must be sent independently of the Final Report. |
Sending an unsent non-integral document
Once the document and attachment(s) have been uploaded click on the Edit icon in the row containing the unsent document:
Click on Confirm to send the document to the Commission. For completing this action, the User will be redirected to the EU Login signature page:
Remark | The Save & Send button will only be shown for documents which are not integral part of the Object and after at least one attachment was added. |
Deletion of an unsent document
Remark | Only unsent documents can be deleted. |
In the row of a previously uploaded unsent document click on the Delete icon to delete the document and associated attachments:
A confirmation window appears:
Click on OK to confirm deletion. Click on Cancel to return to the document section.
Observations
Note | This section is used to provide any relevant information to the Final Report . It can be used as a type of 'chat' between the Member State and Commission. All Users who have Read permission on the Final Report will be able to read all observations in the conversation. All Users who have Update permission on the Final Report will be able to send an observation and participate in the conversation. All observations are kept against the specific version of the Final Report . The observation is added below the Observations box and includes the username, the date and time of the post. |
Click on the Add button to add an observation:
The Add new observation screen appears:
Enter the following:
(1) Enter an observation.
(2) Click on Save to save the information.
Final Report
2 Implemented actions
2.1 Measures (personalised services)
Note | This table contains the workers-related columns of table G.1.1 of the linked EGF Application version in addition to columns for the equivalent actual amounts spent and workers assisted and the percentage change between the planned and the actual figures. In case of ineligible amounts in the EGF Application G.1.1, the ineligible amount for each measure should be deducted from the Total cost of targeted workers for that measure. Only columns “Number of workers assisted” and “Total cost” are updateable and are mandatory. Concerning the Total line, we cannot simply add the numbers to obtain the total as the same workers may be involved in more than one measure. Therefore:
|
Click on the Edit button to edit information in the table:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the values in the column Number of workers assisted (number).
(2) Enter the values in the column Total cost (EGF & national co-financing).
(3) Enter the text in the text box provided.
(4) Click on Save to save the information.
Remark | When modifying section 2.1.1 of the Final Report, the signature of the signers and the signing dates for the Final Report and for the Statement justifying expenditure will be removed and a new sign action by the Management Authority on the Final Report and one by the Certifying Authority or the Management Authority on the Statement justifying expenditure will have to be performed before sending to the Commission is allowed. |
2.2 Activities (to implement the EGF)
Note | The table 2.2.1 is the same as table G.2.1 of the linked EGF Application version, with two extra columns. One for the actual expenditure for each activity and one for the percentage change from the planned amount. Only column “Actual total cost” is updateable and is mandatory. |
Click on the Edit button to edit information in the table:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the values in the column Actual total cost (EGF and national co-financing).
(2) Enter the text in the text box provided.
(3) Click on Save to save the information.
Remark | When modifying section 2.2.1 of the Final Report, the signature of the signers and the signing dates for the Final Report and for the Statement justifying expenditure will be removed and a new sign action by the Management Authority on the Final Report and one by the Certifying Authority or the Management Authority on the Statement justifying expenditure will have to be performed before sending to the Commission is allowed. |
2.3 Non-using state aid
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
2.4 Personalised services to workers
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Enter the Start date and End date.
(3) Enter the text in the text box provided.
(4) Enter the text in the text box provided.
(5) Click on Save to save the information.
2.5 Activities
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Enter the Start date and End date.
(3) Enter the text in the text box provided.
(4) Click on Save to save the information.
2.6 Bodies
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
2.7 State aid or previous funding
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
2.8 Percentage of EGF funding spent
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Select the following information:
(1) Select the Percentage of EGF funding spent.
The percentage in option Percentage of EGF funding spent is different per MS and is the maximum co-financing rate of ESF+ in the MS.
The percentage encoded in option Other percentage of EGF funding spent must be bigger than 0% and smaller than the rate in the first option. This will be enforced by validation rule FR_011.
(2) Click on Save to save the information.
3 Beneficiaries of actions
3.1 Categories of workers
Note | The targeted values from the categories that exist in Section E.1 of the linked EGF Application version will be automatically foreseen. The “Number of workers who actually benefitted from the assistance” is editable and mandatory for all records. The gender breakdown for workers who actually benefitted from the assistance is editable for all groups except “Gender” and “Category of workers”. It is mandatory only for the “Age group” and the “Education attainment”. |
Click on the Edit button to edit information in the table:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the values in the columns.
(2) Click on Save to save the information.
3.2 Education status workers
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
3.3 Targeted vs assisted workers explanation
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
3.4 Non-applicability of category of workers
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter or select the following information:
(1) Select Yes or No if the categories of workers are applicable to this application.
(2) Enter the text in the text box provided.
Section 3.4.1 should be filled in if and only if answer in Section 3.4 is No.
(3) Click on Save to save the information.
3.5 Employment status workers
Note | The “Total”, ”Men”, “Women” and “Non-binary” for the “Number of workers who actually benefitted from assistance” are editable and mandatory for the “Employed”, “Of which self-employed”, “Unemployed”, “Inactive”, “Of which in education or training” and “Other” rows only. The other rows are calculated. |
Click on the Edit button to edit information in the table:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the values in the columns.
(2) Click on Save to save the information.
3.6 Employment status workers explanation
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
4 Main outcomes
4.1 Regional or local economic situation
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
4.2 Lessons learned
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
5 Equal opportunities and non-discrimination
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
6 Complementarity and compliance
6.1 with ESF
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
6.2 with actions of the Member State
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
6.3 Prevention of double funding
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
6.4 Beneficiary survey
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter or select the following information:
(1) Tick the tick boxes.
(2) Enter the text in the text boxes provided.
(3) Click on Save to save the information.
7 Information, communication and publicity
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
8 Management and financial control
8.1 Detail of changes
8.1.1 Organisation
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
8.1.2 Functions vested
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
8.1.3 Allocation of functions
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
8.1.4 Procedures
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
8.1.5 Provisions and timetable
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
8.1.6 Arrangements of irregularities
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
8.2 Irregularities detected
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
9 Audit opinion
Note | Section 9 is only editable when the “Opinion by the audit authority” (FR.OPI) is not yet uploaded. When the MS do not intend to upload such document, an explanation has to be provided. |
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter the text in the text box provided.
(2) Click on Save to save the information.
Statement justifying expenditure
Note | The Member State, the Sign Date, the e-Signature and the Amount are automatically populated by the system. The Amount is the sum of the Total Cost (EGF & National Co-financing) of Measures (Section 2.1.1) and Activities (Section 2.2.1). The underlined fields are editable and mandatory. The max lengths for the editable fields Certifier, Position and Organisation are 256 characters. |
Click on the Edit button to add the information:
The Edit details pop-up window appears:
Enter the following information:
(1) Enter values in the underlined fields.
(2) Click on Save to save the information.
Remark | When modifying one of the items of the Statement justifying expenditure, the signature of the signer and the signing date for the Statement justifying expenditure will be removed and a new sign action by the Certifying Authority or the Management Authority on the Statement justifying expenditure will have to be performed before sending to the Commission is allowed. |
Sign Statement justifying expenditure
Remark | The signature is required before the Final Report can be validated and sent to the Commission. To sign the Statement justifying expenditure, the User must have the role of MS Managing Authority or MS Certifying Authority with Update rights (MSMAu or MSCAu). At the highest Member State Node, the Final Report version is in status Open or Sent. At a lower Member State Node, the Final Report version is in status Open, Ready to send or Sent. The Final Report version currently resides on the User’s Node and the Statement justifying expenditure signature does not yet exist. |
Click on the Sign statement button to sign the Statement justifying expenditure:
Click on Confirm to confirm the signing of the Statement justifying expenditure. For completing this action, the User will be redirected to the EU Login signature page:
On success, the Statement justifying expenditure is signed and the User’s account name and signing date is logged in the system. The status of the Final Report version is not changed.
Sign the Final Report
Remark | The signature is required before the Final Report can be validated and sent to the Commission. To sign the Final Report, the User must have the role of MS Managing Authority with Update rights (MSMAu). At the highest Member State Node, the Final Report version is in status Open or Sent. At a lower Member State Node, the Final Report version is in status Open, Ready to send or Sent. The Final Report version currently resides on the User’s Node and the signature does not yet exist. |
Click on the Sign final report button to sign the Final Report:
Click on Confirm to confirm the signing of the Final Report. For completing this action, the User will be redirected to the EU Login signature page:
On success, the Final Report is signed and the User’s account name and signing date is logged in the system. The status of the Final Report version is not changed.
Validate the Final Report
Remark | The Final Report can be validated at any time, when the current version is in status Open and resides at the User’s Node. To validate the Final Report, the User must have the role of MS Managing Authority with Update or Send rights (MSMAu/s). |
Click on the Validate button to validate the Final Report:
Remark | An Error will block you from sending the Final Report. The error(s) should be resolved and the Final Report must be revalidated. Note that a Warning does not block you from sending the Final Report. |
The system validates the following information:
Code | Severity | Validation Rule |
001 | Error | Validate that at least one official in charge of the Member State exists. |
002 | Error | Validate that the CCI code matches the following regular expression: (……05EGFA…) (Implicit in web). |
003 | Error | Validate that all integral documents have at least one attachment with a length > 0. |
004 | Warning | Validate in the version information that the authority information (name and address) is not different from the information in A.2 of the linked EGF application version. |
005 | Error | Validate that in Section 2.1.1, the sum of the total cost for workers of measures categorised under categories belonging to Art.7(2)(b) is smaller than 35% of the total cost for workers of all measures. |
006 | Error | Validate in section 2.4.2 that the date on which personal services to workers commenced is before the date they ended. |
007 | Error | Validate in section 2.4.2 that the start and end date of the period of personalised services to workers is not empty. |
008 | Error | Validate in section 2.5.2 that the date on which activities commenced is before the date they ended. |
009 | Error | Validate in section 2.5.2 that the start and end date of the period of activities is not empty. |
010 | Error | Validate in section 2.8 when the default EGF fund contribution per a given MS is used that the MS defined EGF contribution is empty (implicit in web). |
011 | Error | Validate in section 2.8 when the default EGF contribution is not used that the MS defined EGF contribution is greater than 0% and less than the MS maximum co-financing rate (implicit in web). |
012 | Error | Validate in section 3.1 for the total number of workers who actually benefitted from assistance, that the totals per breakdown category ‘Gender’, ‘Age group’, ‘Category of workers’ and ‘Education attainment’ are the same. |
013 | Error | Validate in section 3.5 that the total assisted workers per total, men, women and non-binary are equal to the total assisted workers per total, men, women and non-binary in section 3.1. |
014 | Error | Validate in section 3.1 that the number of men per breakdown category ‘Age group’ and ‘Education attainment’ are equal to the total number of men in the breakdown category ‘Gender’. |
015 | Error | Validate in section 3.1 that the number of women per breakdown category ‘Age group’ and ‘Education attainment’ are equal to the total number of women in the breakdown category ‘Gender’. |
016 | Error | Validate in section 3.1 that the number of non-binary per breakdown category ‘Age group’ and ‘Education attainment’ are equal to the total number of non-binary in the breakdown category ‘Gender’. |
017 | Error | Validate in section 3.1 for categories ‘Age group’ and ‘Education attainment’, that the number of men is not empty if the total number of workers is not empty and greater than 0, doesn’t exceed the total number of workers. |
018 | Error | Validate in section 3.1 for categories ‘Age group’ and ‘Education attainment’, that the number of women is not empty if the total number of workers is not empty and greater than 0, doesn’t exceed the total number of workers. |
019 | Error | Validate in section 3.1 for categories ‘Age group’ and ‘Education attainment’, that the number of non-binary is not empty if the total number of workers is not empty and greater than 0, doesn’t exceed the total number of workers. |
020 | Error | Validate in section 3.5 for ‘Employed’, ‘Of which self-employed’, ‘Unemployed’, ‘Inactive’, ‘Of which in education or training’ and ‘Other’, that the number of men, women and non-binary are not empty if the respective number of workers is not empty and don’t exceed the respective number of workers. |
021 | Error | Validate when section 3.4 is no that 3.4.1 is not empty. |
022 | Error | Validate in the statement justifying expenditure, that the certifier, the after and before dates, the position and the organisation are not null. |
023 | Error | Validate in the statement justifying expenditure, that the actions carried out after date is <= the actions carried out before date. |
024 | Error | Validate that the text fields 2.3, 2.4.1, 2.4.3, 2.4.4, 2.5.1, 2.5.3, 2.6, 2.7, 3.2, 3.3, 3.6, 4.1, 4.2, 5, 6.1, 6.2, 6.3, 7, 8.1.1, 8.1.2, 8.1.3, 8.1.4, 8.1.5, 8.1.6, 8.2 have all been filled in. |
025 | Error | Validate when on highest member state node, that the final report is signed by a managing authority user. |
026 | Warning | Validate when not on highest member state node, that the final report is signed by a managing authority user. |
027 | Error | Validate when on highest member state node, that the statement justifying expenditure is signed by a certifying authority user. |
028 | Warning | Validate when not on highest member state node, that the statement justifying expenditure is signed by a certifying authority user. |
029 | Warning | Validate that the opinion by the audit body (FR.OPI) document is uploaded in the system. |
030 | Error | Validate that a ‘Copy of the invitation to participate in the Beneficiary Survey’ (FR.CBS) is uploaded in the system. |
031 | Error | Validate in section 6.4 that both tick-boxes are ticked. |
032 | Error | Validate in section 2.4.2 that the declared start date for measures is not earlier than the start of the eligibility period for measures as declared in the linked EGF Application version information section.
|
033 | Error | Validate in section 2.4.2 that the declared end date for measures is not later than the end of the eligibility period for measures as declared in the linked EGF Application version information section. |
034 | Error | Validate in section 2.5.2 that the declared start date for activities is not earlier than the start of the eligibility period for activities as declared in the linked EGF Application version information section.
|
035 | Error | Validate in section 2.5.2 that the declared end date for activities is not later than the end of the eligibility period for activities as declared in the linked EGF Application version information section. |
036 | Error | Validate in the statement justifying the expenditure that the declared start date of eligibility is not earlier than the earliest start of the eligibility period for measures and activities as declared in the linked EGF Application version information section. |
037 | Error | Validate in the statement justifying the expenditure that the declared end date of eligibility is not later than the latest end of the eligibility period for measures and activities as declared in the linked EGF Application version information section. |
038 | Error | Validate that a ‘Copy of the reminder to participate in the Beneficiary Survey’ (FR.CBSR) is uploaded in the system. |
039 | Error | Validate in section 2.1.1 that ‘Number of workers assisted’ and ‘Total cost’ are not null. |
040 | Error | Validate in section 2.2.1 that ‘Actual total cost’ is not null. |
041 | Error | Validate in section 3.1 that ‘Number of workers who actually benefitted from the assistance’ is not null. |
An example of a validation window:
You can check the list of validation results at any time throughout the Final Report:
To see the last validation results:
(1) Click on one of the 4 categories: All results, Passed, Warning, Error.
(2) The list of latest validation results for the chosen category is displayed.
After all errors have been resolved the status of the Final Report becomes Validated.
Prepare Final Report for send to EC
Remark | The Prepare for Send can occur when a User on the highest MS Node wants to indicate that the Final Report version can be prepared for sending to the Commission, once the Validation Errors have been removed and the status is Validated or Sent. To prepare the send of the Final Report, the User must have the role of MS Managing Authority with Update or Send rights (MSMAu/s). |
Click on the Prepare for send to EC button to prepare to send the Final Report to the Commission:
The system will ask you to confirm the send action:
Click on Confirm to confirm.
The status of the Final Report is set to Preparing for send to EC.
Send the Final Report
Remark | The Final Report can only be sent once the Validation Errors have been removed and the status is Ready to Send or Sent. The "4 eyes principle" must be respected. Therefore, the User sending must be different from the User who last validated. To send the Final Report, the User must have the role of MS Managing Authority with Send rights (MSMAs). |
Click on the Send button to send the Final Report to the Commission or to an upper Node:
The system will ask you to confirm the send action:
Click on Confirm to confirm.
On success, the Final Report version has been sent to the Commission or to an upper Node. When sent, the status is set to Sent.
Remark | When on the highest MS node, different versions of the generated “Snapshot before send” document will be available so that the sender can first verify what will be sent to the Commission:
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Delete the Final Report
Remark | The Final Report can only be deleted when:
To delete the Final Report, the User must have the role of MS Managing Authority with Update rights (MSMAu). The delete is a physical delete and cannot be recovered! |
Follow the steps to remove the Final Report from the system:
Select the following:
(1) Select the icon with 3 vertical dots.
(2) Click on the Delete button to remove the Final Report from the system.
The system will ask you to confirm the delete action:
Click on Confirm to confirm or click on Cancel to return to the Final Report.
Return the Final Report by MS for modification
Remark | The Final Report can only be modified when a lower Node exists and the status is Sent (to a higher MS node), Open, Validated, Ready to Send or Returned by MS for modification. This action can be used when a User wants to return the Final Repoort version sent by the Member State/Region because it is incomplete or incorrect and needs to be modified. To return a Final Report version for modification, the User must have the role of MS Managing Authority with Update rights (MSMAu). |
Follow the steps to return the Final Report by MS for modification:
Select the following information:
(1) Select the icon with 3 vertical dots.
(2) Click on the Return by MS for modification button to request modification from the lower Node.
The system will ask you to confirm the return for modification:
Enter the following information:
(1) Enter the Reason for return in the text box provided.
(2) Click on Confirm.
On success, the status of the Final Report will be changed to status Returned by MS for modification and the sender is notified of the action and its reason.
Create new version of a Final Report
Remark | A new version of the Final Report can only be created when the last version is in status Returned by EC for modification. To create a new version, the User must have the role of MS Managing Authority with Update rights (MSMAu). |
Click on the Create button to create a new version of the Final Report:
The system will ask you to confirm the creation of a new version:
Click on Confirm.
On success, a new version of the Final Report has been created as a copy of the previous version, with a version number identical to the previous and a working version number incremented by one. Its status was set to Open.
The new version is linked to the latest adopted version of the EGF Application. If there are new measures added to the latest adopted version compared to the adopted version linked to the previous Final Report version, then these new measures will be added to the new Final Report version. Measures that were deleted in the latest adopted Application version will remain present in the new Final Report.