This document provides instructions for submitting final reports and requesting final payment for an EU-funded urban sports promotion project ending on June 30, 2014. It outlines a four-step timeline and payment process. Partners must submit technical and financial final reports by the deadline using required templates. These will include assessments of objectives, activities, results and published materials. Supporting documentation like timesheets, invoices and sponsor statements must also be included. General provisions address requirements regarding sponsor funding demonstration, materials submission, currency conversion and the contact person overseeing the process.

1. PRO US ALL
Promoting Urban Sports for all
Final reports and request for payment of
the balance
Milan, 5 June 2014

2. Contents
• Final reports
– Deadline and payment cycle
– Determining the EU final grant
• Templates for Final reports
– Technical implementation report
– Financial statements
• General provisions
– Sponsors, published materials, conversion rate
– Contact person

3. Deadline
• Project end date: June 30, 2014
• Deadline for submitting the final report (financial and
technical) and request for payment of the balance:
June 30, 2014
• Please note that no prolongation of the deadline for
submitting the final reports will be possible

4. Timeline and payment cycle in 4 steps
1) Balance payments claims
by 30 June 2014
4) Payment of the
balance: October 2014
Project partners
Co-ordinator
EU DG Sport
3) After approval by EC
by 15-20 September
Max 60% of eligible costs
2) Final Payment claim
by 31 July 2014

5. Determining the EU final grant
• Determining the final grant and final payment
– Following the final report, any ineligible cost will be
deducted from total expenditure in order to calculate
total eligible costs for the project
– The co-financing percentage (60%) will be applied
to calculate the total final grant (limited to the
maximum grant awarded)
• Final payment = final total grant – pre-financing –
interim payments
• Income and interests (if any) must be declared in the
final report (including sponsor)

6. The final reports: technical implementation report
and financial statement to be submitted

7. Final Reports
The final report shall comprise two parts:
1. Technical implementation report describing the
development, progress and achievements of the project
– Technical implementation report
– Progress report (for the last period)
2. Financial statement giving details of the eligible costs
incurred in carrying out the activities in accordance
with the project work plan
– Request for payment of the balance
– List of supporting documents for receipts (e.g. sponsor)
– List of supporting documents for expenditures
• Please note that templates must be used for
reporting

8. Final Reports: Part 1)
The final report shall comprise two parts
1. Technical implementation report describing the
development, progress and achievements of the project
– Technical implementation report
– Progress report (for the last period)
2. Financial statement giving details of the eligible costs
incurred in carrying out the activities in accordance
with the project work plan
– Request for payment of the balance
– List of supporting documents for receipts (e.g. sponsor)
– List of supporting documents for expenditures
• Please note that templates must be used for
reporting

9. Final Reports: technical implementation report (1)
1. Technical implementation report will describe the
development, progress and achievements of the project
(must include all the following different sections)
a) Overall assessment of the achievement of objectives as
compared with the planned objectives
b) Complete information on all the different activities carried
out (quantitative evaluation of the execution of all planned
tasks and activities )
c) Overall assessment of the results of the actions carried out
by the project partner
d) A set of published material (CD, DVD, publication, reports,
photographs, brochures, press releases, etc.)

10. Final Reports: technical implementation report (2)
• Technical implementation
report (from January 2013
to June 2014)
 Please e-mail the report in
word format to
e.crotti@europartner.it

11. Final Reports: progress report for last period (3)
• Progress report for the last
period (January – June
2014)
 Please e-mail the report in
word format to
e.crotti@europartner.it

12. Final Reports: Part 2)
The final report shall comprise two parts
1. Technical implementation report describing the
development, progress and achievements of the project
– Technical implementation report
– Progress report (for the last period)
2. Financial statement giving details of the eligible costs
incurred in carrying out the activities in accordance
with the project work plan
– Request for payment of the balance
– List of supporting documents for receipts (e.g. sponsor)
– List of supporting documents for expenditures
• Please note that templates must be used for
reporting

13. Final Reports Part 2): final payment claim (1)
• Request for payment of the
balance
 Please e-mail the report
both in word format and
scanned/signed to
e.crotti@europartner.it

14. List of supporting documents for expenditures (2)
• Please use the excel template for list of expenditures in the
beneficiary’s account for the period of eligibility of the
project
 Please e-mail the report in excel format to e.crotti@europartner.it

15. List of supporting documents for expenditures (3)
List of supporting documents:
• Copies of all supporting documents can be required by the
European Commission (e.g. timesheets and payslips for
staff, invoices for subcontracting, hotels, flight tickets,
boarding passes, etc.)

16. List of supporting documents for receipts (4)
• Statement of receipts
(private sponsor)

17. The final reports: general provisions

18. Sponsor co-funding
Sponsors
• How must the third-party private funding be demonstrated?
• Provide evidence of the third-party funding through bank
transfers of funds from the third party to the beneficiary

19. Published materials
• Paper copies of all the project’s promotional materials (e.g.
leaflets, posters, banners, roll-ups, etc.) have to be
attached to final report for European Commission
• Please send copies of all published materials (by June 30,
2014) by post/courier to:
Europartner Srl
Mr. Emiliano Crotti
Via Cornalia 19
20124 Milan (Italy)

20. Conversion rate
• Please note that “any conversion of actual costs into euro
shall be made by the beneficiary at the monthly accounting
rate established by the Commission and published on its
website, applicable on the day when the payment request is
submitted”
 Link to the Commission website:
 http://ec.europa.eu/budget/contracts_grants/info_contract
s/inforeuro/inforeuro_en.cfm

21. Contact person
Mr. Emiliano Crotti
Europartner Srl
Via Cornalia 19
20124 Milan (Italy)
Email e.crotti@europartner.it
Phone +39/02/6672181

22. Any questions ?
Thank you for your attention !!!
Milan, 5 June 2014

23. Project Partners