The EU Funding & Tenders Portal (‘Portal’) is the central electronic portal for all EU funding and tenders. Reference Documents related to tendering opportunities are also published on TED eTendering in the calls for tenders.
The Portal has two parts: a public section with general information (Funding Opportunities, Reference Documents, etc) and My Area, which is a secured, personalised section (Portal electronic exchange system) used by the participants for managing their proposals and grants/contracts.
Find hereafter a table detailing the main steps to follow to submit an application in the Funding & Tender Portal.
|SEARCH & FIND a suitable call
|The calls for proposals are published on the Funding & Tenders Portal and HaDEA websiteIn the FTP, you may start your search by selecting EU4HealthProgramme (EU4H) in the list on the home page, and then navigate via the quick links to the calls for proposals.You may proceed your search from the home page by entering different keywords that characterize best your field of interest, and then refine the results with the help of further filters (status, opening and closing date).Read more about the identified opportunity: the topic-related documents, guidance and other instructions are available.
|Call for proposals for operating grants to NGOs under EU4Health Programme provides general financial support to organisations whose statutory activities implement one of more strategic objectives of EU4Health Programme policies. They do not support a specific project (like action grants), but the annual operating budget of the organisation (or part of it).For each specific action grant, the Call Document outlines the: background, objectives, scope, activities that can be funded and the expected results (sections 1 and 2) − timetable and available budget (sections 3 and 4) − admissibility and eligibility conditions (including mandatory documents; sections 5 and 6) − criteria for financial and operational capacity and exclusion (section 7) − evaluation and award procedure (section 8) − award criteria (section 9) − legal and financial set-up of the Grant Agreements (section 10) − how to submit an application (section 11) − The Online Manual outlines the: − procedures to register and submit proposals online via the EU Funding & Tenders Portal (‘Portal’) − recommendations for the preparation of the application − The AGA — Annotated Grant Agreement contains: − detailed annotations on all the provisions in the Grant Agreement you will have to sign in order to obtain the grant (including cost eligibility, payment schedule, accessory obligations, etc).You are also encouraged to visit the Projects & Results to consult the list of operating grants and projects funded previously within the EU4Health Programme 2021 – 2027.
|SEARCH AND FIND project partners(optional)
|Most EU-funded projects involve collaboration between organisations from different EU countries or associated countries. Read the topic conditions to assess the partnership and other eligibility requirements of a call.To publish your partner search request or offer, select a topic on the Search Funding and Tenders page and use the Funding & tenders (europa.eu). Use the Partner Search offered in this site to select an organisation based on their profile or their previous participation.
Create an EU Login account
|Each user has to have an EU Login account to log in on the Portal. If you already have such an account, you can use it for any interactions supported on this site from proposal submission to reporting.If you do not have an account yet, you need to create it by clicking on the REGISTER button. Otherwise you get access only to the public services of the site (eg. searching funding opportunities, reading guidance, etc.)All you need to open an EU Login account is your work e-mail address and a PIC number — unique identifier for organisations. This 9-digit number is received after you register in the Portal Participant Register.
|EU Funding & Tenders Portal Terms and ConditionsProvides the unconditional acceptance of Terms and Conditions that users are requested to agree on their first login to the Portal
EU Funding & Tenders Online Manual EU Funding Programmes 2021-2027
Register your organization
|The Participant Register is the Commission online tool to register and manage the data of the organisations participating in the EU programmes. It allows consistent handling of the participants` official data and avoids multiple requests to enter the same information.If you want to participate in a project proposal, your organisation needs to be registered and have a 9-digit Participant Identification Code (PIC). This unique identifier of your organisation will be used as a reference by the Commission in any interactions.Check if your organisation is already registered or register it.
|SUBMITyour grant proposal via FTP
|Access the Electronic Submission System via the Topic page in the Search Funding & Tenders section (or, for calls sent by invitation to submit a proposal, through the link provided in the invitation letter). Make sure that you select the correct type of action before you start drafting a proposal. The link to the submission system is available, if the status of the call is ‘open‘. Login with your EU login accountFill in part A on-line (which is generated by the IT system and it includes administrative information about the applicant organisations (future coordinator, beneficiaries, affiliated entities and associated partners) and the summarised budget for the proposal). Fill it in directly online into the Portal Submission System screensDownload the mandatory word templates for part B and write the technical content of the proposal (technical narrative & detailed budget table)Upload the documents as PDF file (single or multiple depending on the slots) in the Submission System. Submit the full proposal within the deadline. The proposal must keep to the page limits (see section 5); excess pages will be disregarded.
|The standard EU4Health Programme (EU4H) Application Form is the template for EU grants applications.The Form consists of 2 parts: • Part A contains structured administrative information • Part B is a narrative technical description of the project. Depending on the instructions in the call document, you should submit the budget table as a single xlsx for the project (Funding & Tenders Portal Submission System; only sheets 3, 4, and 5 needed; for sheets 3 and 4: one per beneficiary/affiliated entity merged into single xlsx). The file is composed of 3 password-protected sheets for EU staff (EC Instructions, EC Data and EC Format) and 5 sheets for the Consortium (1. Instructions, 2. Start, 3. Detailed table and 4. Consolidated table (participant) and 5. Consolidated table (project).Additional guidance on how to submit a proposal via the FTP is available in an online manual and a dedicated video.
Grant agreement preparation with successful applicants
|If you pass evaluation, your project will be invited for grant preparation, where you will be asked to prepare the Grant Agreement together with the EU Project Officer. This Grant Agreement will set the framework for your grant and its terms and conditions, in particular concerning deliverables, reporting and payments.
Part A is generated by the IT system. It is based on the information which you enter into the Portal Grant Preparation screens. Part B (+ annexes) must be uploaded on the Grant Preparation Documents screen.
You may be invited to upload the up-to-date legal and financial documentation in the Participant Register for the appointment of the LEAR, who is a person formally appointed by the legal representative of the organisation to perform certain tasks on behalf of their organisation
|The Grant agreement preparation templates includeDescription of the action (DoA) – Annex 1 GA (EU4H) contains the details of how the project will be carried out. For EU framework partnerships for grants (FPAs) this Annex is called Action Plan. It consists of 2 parts, which must be generated from the submitted proposal: Part A contains structured tables with project informationPart B is a narrative description on the work to be carried out.
The Validation and LEAR appointment forms set out the rules for legal entity validation, LEAR appointment and the preparation of the financial capacity assessment in the context of applications for EU grants
The LEAR APPOINTMENT LETTERwill be automatically generated by the Participant Register once all the information required for the LEAR appointment will have been filled in. You should print it, have it signed by the legal representative and the LEAR and then upload it in the Participant Register with the supporting documents. Originals should be kept on file for controls
The DECLARATION OF CONSENT TO THE EU FUNDING & TENDERS PORTAL TERMS AND CONDITIONswill be automatically generated by the Participant Register once all the information required for the LEAR appointment will have been filled in. You should print it, have it signed by the legal representative and then upload it in the Participant Register with the rest of the documents. Originals should be kept on file for controls
The DECLARATION ON THE VALIDITY OF THE ACCOUNTS should be printed on the organisation’s letter-headed paper, signed by the legal representative and uploaded in the Participant Register with the financial documents. Originals should be kept on file for controls
In addition, different templates are used by EC for bank account – SME status and financial capacity validation messages.
The declaration on joint and several liability of affiliated entities – Annex 3a GA is provided to accept liability for any amount owed to the granting authority and to irrevocably and unconditionally agree to pay amounts requested under this declaration to the granting authority, immediately and at first demand.
The Declaration of honour (DoH) beneficiaries and the Declaration of honour (DoH) affiliated entitiesAre provided to commit to comply with the eligibility criteria and all other conditions set out in the call conditions — for the entire duration of the action
The Pre-financing guarantee provides an unconditional, irrevocable and independent first-demand guarantee to the European Commission
|Grant signature, accession of partners and start of the project
|You will be invited to fill in and sign the accession form directly in the system as beneficiary other than the coordinator
|The ACCESSION FORM FOR BENEFICIARIES has to be filled in and signed at the beginning and then later on for amendments for any new beneficiary (coordinator or other).
|Manage and report
|The Periodic Report must be prepared by the consortium in the Continuous and Periodic Reporting modules and then be submitted by the Coordinator. The Continuous Reporting module is always open and can be updated at any moment during the project (submit deliverables, report on milestones, etc.). The Periodic Report/Final Report is the pre-condition for receiving payments; it must be submitted through the EU Funding & Tenders Portal Grant Management System by the Coordinator within 60 days after the end of the reporting period.
Download and upload the Part B of the Technical Report (upload only by the Coordinator) Complete the financial statements on-line (each Beneficiary for themselves and their Affiliated Entities)Consolidate the individual financial statements into a summary financial statement (Coordinator)Upload the detailed cost reporting table (each Beneficiary) • Submit the Periodic Report (Coordinator). Make sure that all the information in the Continuous Reporting module is updated before ‘locking the periodic report for review’. Updates entered after this step will be included in the Periodic Report of the following period (if any).
During the project execution, the amendment request should be anticipated via your Funding & Tenders Portal account > My P ro je ct(s ) > Actio n s > Manage Project > Process communications). Incomplete or incorrect amendment requests will be rejected and will have to be re-submitted (it is not possible to change amendment requests, once signed)
|The Project reporting templates includes the Financial and the Technical report, which consists of 2 parts:Part A is generated by the IT system and it is based on the information which you enter into the Portal Continuous and Periodic Reporting modules. Part B (+ annexes) must be uploaded on the Technical Report (Part B) screen and it includes a narrative description of the work carried out during the reporting period.The Financial Report normally consists of: • the individual financial statements (Annex 4 to the GA) for each Beneficiary • a summary financial statement • a detailed cost reporting table • a certificate on the financial statements (CFS) (if threshold reached). The Financial Report is generated by the IT system on the basis of the financial information entered into the Periodic Reporting module (and any other documents uploaded, e.g. CFS and detailed cost reporting table). Other templates to be filled in for each participant (beneficiaries and affiliated entities), assembled by the coordinator and uploaded in a single file are available hereDetailed cost reporting table (EU4H OG)Certificate on the financial statements (CFS)Report on cumulative expenditureReport on the distribution of payments (final payment)COMMISSION DECISION of 20.10.2020 This decision concerns the authorising of the use of unit costs for the personnel costs of the owners of small and medium-sized enterprises and beneficiaries that are natural persons not receiving a salary for the work carried out by themselves under an action or work programm
COMMISSION DECISION of 12.1.2021 This decision concerns the authorising of the use of unit costs for travel, accommodation and subsistence costs under an action or work programme under the 2021-2027 multi-annual financial framewor
EU Grants Amendment Guide EU Funding Programmes 2021-2027
This document is designed to help beneficiaries of EU grants which are managed via the EU Funding & Tenders Portal with their amendment requests, i.e. to list the supporting documents and show how amendment clauses (‘AT-clauses’) are typically combined. It covers all types of amendments that are currently supported by the Portal Amendment tool.