Updated 20 December 2013

EUROPEAN YOUTH FOUNDATION

USER GUIDE
How to !"" !# t$e report orm or
P!"ot Act!%!t!e&
a#d
I#ter#at!o#a" Act!%!t!e&
Log on to the system and you will arrive on the Requests and reports in progress page. Once the
first payment of a grant has been done (Status !ayment in progress"# you will be able to create the
report form.
$o to the Report menu on the left%hand side and clic& on Reports.
'lic& on 'reate and the report form will open. (he information on your )$O has been ta&en from
your registration form. *f you need to modify the name of your legal representative# you need to go
to the )$O menu +anaging your information.

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(he rest of the fields in the report form are open for you to fill in.
(he report form consists of -. tabs# however not all fields and tabs are obligatory.
(he fields with / are obligatory# meaning these fields must be filled in otherwise the report
form cannot be submitted.
*f you do not understand what information is required in certain sections move the cursor on
the question mar& and a short e0planation will appear ne0t to it.
1fter finalising each tab clic& on the button Save at the bottom of the page 2 otherwise your
information could be lost.
3ou do not have to finish the form in one go. Once you have saved it# you can go bac& to the menu
Reports in progress and you will see that your report has been saved. 'lic& on the pro4ect title to
access the report again.
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*n each of the different tabs 6hat# 7ow# etc.# you can see the buttons and on top of that there
are watermar&s in the different fields. (he watermar&s e0plain in more detail what information the
839 is as&ing you to provide in the specific fields. *f you clic& in the field concerned the watermar&
will disappear and you can write your te0t.
*n all fields you have a ma0imum of 5#... characters to provide the requested information.
9urthermore you can use to the menu at the top of each field in order to highlight and structure your
te0t or to insert a lin&# if necessary.
(he 839 is well aware that not everything in a pro4ect will turn out as originally planned:
therefore you should be honest# accurate and transparent when reporting.
1fter finishing each tab you clic& again on Save and )e0t page at the bottom.
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*n the tab !ro4ect team you are as&ed to provide information on the members of your pro4ect team
and their roles within the team.
*f members of your pro4ect team were replaced compared to the grant application please
mention this in the field !rocess and e0plain the reasons for the changes.
3ou also have the option to attach the conclusions from the debriefing meeting(s".
(he ne0t tab 80pertise is not obligatory 2 but in case you were cooperating with institutional
partners (i.e. schools# universities or municipalities" you should provide information about these
partners in this tab.
*f you received any other e0ternal support when preparing and implementing this activity indicate
this by clic&ing on 1dd e0pert (trainers for e0ample".
<
Tab 'Part!c!pa#t&(
=se the drop down menu to indicate the number of participants per country. 'hoose Other
in the drop down menu for participants from countries outside the 'ouncil of 8urope member
states and signatories to the 'ultural 'onvention. Opposite to Other you indicate the total
number of these participants and in the field Other 'ountries you specify which countries
are concerned.
80ample
(he total number of participants indicated in the section participants per country must be
identical with the total number of participants indicated in the section 1ge range.
*n case the composition of your participants changed compared to the application please provide
this information in field Selection of participants.
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3ou must send us a signed list of participants by post with your financial report# indicating the
organisation# age# gender# country and contacts of the participants. 3ou can find a model list of
participants on the 839 website (see Reporting".
Tab 'E)pe#d!t*re(
!rovide us with the real costs for each budget line for this activity according to the different phases
of the pro4ect. )e0t to each amount there is a bo0 where you should e0plain and specify which costs
you calculated# for whom and how.
9or further information please consult the Reporting section and 91?s on the 839 website# as well
as the 839 Operational Regulations ('hapter ***".
@
3ou must send by post to the 839 in Strasbourg all proof of e0penditure related to the total
cost of the activity (and not 4ust the cost corresponding to the 839 grant" 2 copies of the bills#
invoices# receipts# used travel tic&ets# etc.. (he documents should be numbered according to
a detailed list signed by the legal representative of the organisation (see 80cel template on
the 839 website".
*n case of doubt# the 839 may request the original documents and consult the relevant
)ational 3outh 'ouncil or competent national authorities to confirm the authenticity of the
documents received.
*n the following tab *ncome you should e0plain what other resources your organisation used in
order to finance this activity. !rovide us with detailed information concerning all type of funding
sources which you generated for this activity by filling in the fields on the left hand side# including the
contact details of other funders.
*n this tab you also state your own resources used for this activity as well as contributions from
participants.
1 contribution from the participants is not obligatory for an 839%funded activity. Aepending
on the circumstances# you can cover -..B of the participantsC costs. (he 839 does not want
to limit access to 839%funded activities to young people who can afford to pay a participation
fee. (here is no 839 rule stating that only a certain percentage of travel costs can be
reimbursed.
On the validation page you can attach further documents# for e0ample a summary of the
participantsD evaluation# the electronic version of material produced# a day by day report.
!articipantsD evaluation forms# a signed list of participants and a signed final budget should
be sent by post. 1 6ord template of the report form is available on the 839 website 2 $rants
2 Reporting.
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1fter finalising the report you must certify that the information provided is true# accurate and
complete and then you clic& on the button Submit report at the bottom of the tab Falidation.
3our report now has the status Report received. 3ou will not be able to modify it unless the 839
opens the form again during the online discussion on your report.
1s the 839 team is rather small it can ta&e some time to assess your report but you will be informed
by email about the progress.
1s in the application forms there is the option to as& questions on the report form as well. (his
follows the procedure as in the application forms.
*n case +o* $a%e a#+ ,*e&t!o#& you can add a comment in the comment section# if
necessary.
'lic& on 1dd a new 'omment in the tab 'omment.
G
6rite your comment or question in the bo0 which opens and then you clic& on the button
1dd your 'omment.
3our comments will appear in orange on the left hand side in the tab 'omment.
-.
3ou will be informed by email when the 839 responds to your comment. *f you log on to the
online system again and there you can see the 839 comments in the tab 'omment on the
right hand side.
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