European Partnership Help Center

Reporting covers both funded and unfunded proposals, so collecting data early in the application process for all proposals is essential. Partnerships should require applicants to obtain a Participant Identification Code before submission and provide guidance on how to do so. Aligning internal templates with the European Commission’s data model allows the same data to serve multiple purposes and reduces duplication. Careful tracking of changes between proposal stages and validation of data help to maintain consistency and avoid errors.

Each partnership sets its own internal reporting timetable and format, often using biannual Excel templates or similar systems. Because internal arrangements differ across partnerships, organisations participating in several partnerships should align their internal templates with the EU data requirements to minimise duplication. Data transfer to the European Commission requires using standard XML templates and secure SFTP servers. Every applicant, including those whose proposals are not funded, must have a Participant Identification Code (PIC), so partnerships should require applicants to register for a PIC early in the process. Adequate resources and technical expertise must be allocated to prepare and validate data and to track changes between pre‑proposal and full proposal stages.

A Certificate on the Financial Statements is required when a beneficiary claims an EU contribution of four hundred and thirty thousand euros or more over the entire action. The certificate, issued by a qualified auditor, must be submitted with the final financial report. Partnerships should anticipate whether a certificate will be needed and include the cost in the budget under the ‘other goods, works or services’ category. Even when internal funding arrangements lead to different reimbursement rates, a certificate is required whenever eligible costs are reported, and the consortium agreement should explain how the related auditing costs will be covered.

When reporting financial support to third parties, beneficiaries should enter the actual funding amounts transferred to the recipients during the reporting period and not the total costs or estimated funding. All eligible costs incurred must be reported using the official EU funding rates, even if the internal arrangements provide different reimbursement rates. Failing to report all costs reduces the EU contribution and may create gaps in the partnership’s budget. Beneficiaries should therefore collect complete cost data and adhere to the templates provided by the Commission.

Like all Horizon Europe projects, co-funded European Partnerships must submit periodic reports through the Grant Management System in the EU Funding and Tenders Portal. The reporting period and deadline are set out in the grant agreement, and the report is due within sixty days after the end of each period. Each report has a financial section and a technical section based on continuous reporting on deliverables, milestones and risks. Additional deliverables include annual work programmes, partnership progress reports and documentation related to the calls (call text, ranking list and observer’s report). Once the Commission accepts the report, the next instalment of EU funding is transferred to the coordinator.

International cooperation allows partnerships to address global challenges and to extend their reach beyond the European Union. National funding agencies from third countries may join joint transnational calls, and entities from third countries can participate as associated partners, observers or beneficiaries subject to national rules. Partnerships may also engage in strategic collaboration with international organisations. International participation must respect Horizon Europe rules on eligibility and strategic autonomy, with safeguards to protect intellectual property and ensure reciprocity. Examples include Biodiversa+ involving Brazil, Morocco and other countries in its calls and OHAMR collaborating with the World Health Organisation.