Projet follow up

This section allows you to monitor the status of your project proposals submitted to EYF.

You will also find in this section the project applications that you have saved and not yet submitted to the EYF.

To check the status of your projects, click on "Project follow up" in the left-hand menu.

Below is a description of some of the status reports:


Status

Explanation

Draft

You have partially filled in your application form and pressed SAVE. You can complete the application by clicking on the EDIT button.

New

Your application has been received by the EYF Secretariat. You can print a copy of your application by clicking on PRINT.

Incomplete / Refused

If there is some information missing in your application or it cannot be accepted, the Secretariat will send you an e-mail with the reasons why.

Being verified / In treatment / Ready for decision / Ready for WG (working groups)

The EYF Secretariat is processing your application and preparing it for decision.[1]

Recommended

The EYF Secretariat has made a recommendation to the Programming Committee on Youth for final decision. This does NOT mean that your project will automatically receive a grant.

Adopted

The Programming Committee on Youth has decided to allocate a grant to your project. You will receive a letter by e-mail with 3 attachments: 1) a Grant Acceptance Form[2] which must be filled in and returned to the Secretariat; 2) Rules concerning the acceptance of EYF grants; 3) Guidelines concerning the presentation of proof of expenditure for projects supported by the EYF.

Rejected

The Programming Committee on Youth has decided not to allocate a grant to your project. You will receive a letter by e-mail with the reasons why your project was rejected. You can no longer access this project application in the EYF database and cannot send it to the EYF again.

Rejected with resubmission / Resubmission possible

The Programming Committee on Youth has decided not to allocate a grant to your project, but considers that it may be resubmitted at a later deadline. You will receive a letter by e-mail setting out the conditions to resubmit your project. You will find your application by clicking on the menu “Project follow up”. Click on EDIT to modify the application.

Contract sent / Contract late / Contract very late

The EYF Secretariat has sent you by e-mail an acceptance letter with the Grant Acceptance Form (GAF) and rules. If you do not send the completed GAF back to the Secretariat by post at least 3 months before the start of your activity, you will receive an automatic reminder. The reminder will be repeated (maximum 3 reminders). If after the last reminder you still have not returned the GAF, the EYF grant for your project will be cancelled and your application will be “Closed”.

Contract received / Contract validated

The Secretariat will send you an e-mail confirming it has received your completed Grant Acceptance Form (GAF). If the GAF contains all the required information, it will be validated. If not, you will be contacted and asked to provide the missing information.

PO pending / PO approved / Payment expected

The Secretariat is carrying out all the necessary administrative procedures to pay the first instalment of your grant. (N.B. PO = Purchase Order.)

First payment done

The Secretariat has requested the Council of Europe's Finance Department to carry out the bank transfer of the first instalment. You will receive an e-mail informing you of the amount that will be paid into your bank account.

As a general rule, the first instalment (not exceeding 80% of the total grant) will be paid 10 weeks before the start of your project.

Report expected

The balance of the grant will be paid once the EYF has received a satisfactory report on the activity (on its official form) and the relevant financial accounts.[3] In the case of a meeting, the report must include a list of all the participants, with their signatures confirming that they took part. The conclusions/results of the activity should be clearly mentioned in the report.

Reports should be received no later than two months after the completion of the activity.[4]

Report late / Report very late

Reminders will be sent to you if your report has not been sent two months after the completion of the activity. If you do not react to these reminders, you will be informed of one of the following procedures:

1) the balance of the grant will be cancelled and will not be paid to your organisation, or

2) not only will the balance of the grant be cancelled, but the first instalment already paid must be reimbursed to the Council of Europe.

Report Received

The Secretariat has received your activity and financial reports. An e-mail will be sent to you if any of the required information is missing.

Activity/Financial report evaluated

The Secretariat will examine the activity and financial reports with a view to recommending the payment or not of the balance of the grant.[5] N.B. The EYF grant cannot exceed two-thirds of the total cost of the activity.

You will be informed of one of the following procedures:

1) The activity and financial reports are correct and the balance of the grant can be paid.

2)  The final total cost of the activity is less than foreseen. Based on the two-thirds rule, either:

-  no balance is due, or

-  the balance to be paid represents less than the remaining 20% foreseen.

3)  The final total cost of the activity is less than foreseen and the first instalment of the EYF grant represents more than two-thirds of the total cost. Your organisation will be asked to reimburse part of the first instalment.

Second Payment Done

The Secretariat has requested the Council of Europe's Finance Department to carry out the bank transfer of the second instalment. You will receive an e-mail informing you of the amount that will be paid into your bank account.

Closed

Your project will have a "Closed" status in the following instances:

-  your application was rejected by the Programming Committee on Youth;

-  the Grant Acceptance Form was not received before the start of the project and the grant has been cancelled;

-  after evaluation of the activity and financial reports, the second instalment (or part thereof) has been paid;

-  the report of the activity was not sent on time and the second instalment has been cancelled and/or the first instalment has been reimbursed to the Council of Europe;

-  after evaluation of the activity and financial reports, the second instalment has been cancelled and the beneficiary organisation has reimbursed part of the first instalment.

[1]  Grant applications are considered first by the EYF Secretariat, which ensures that they are complete and sufficiently well documented. It then makes a recommendation to the Programming Committee on Youth. All applications received are summarised in a document (English and French) and forwarded to the members of the Programming Committee. This committee comprises eight government representatives and eight representatives of non-governmental youth organisations, networks and other non-governmental youth structures. The Committee normally meets twice a year, in June and December, in order, among other things, to examine applications and make decisions regarding the amount of financial support to be granted, if any.

[2]  The Grant Acceptance Form (GAF) must contain the exact dates of the activity and the organisation's bank account details. The EYF can only transfer funds to a bank account in the name of the organisation (transfers to personal bank accounts are not allowed). If your organisation cannot open a bank account, you can propose to the EYF Secretariat that the grant is transferred to a partner organisation. Please contact Ms Andrea Franck at the EYF Secretariat for more details (andrea.franck@coe.int).

This form constitutes a contract in which the beneficiary organisation commits itself to the following:
a.  to carry out the activity according to the information provided in the application;
b.  to notify the EYF of any change in the activity for prior approval;
c.  to submit a report (in the case of meetings, the official EYF report form must be used) within the time limit stipulated in the EYF regulations and to supply proof of expenditure related to the activity;
d.  to return the EYF grant if it is used for purposes other than those intended.

[3]  The beneficiary organisation must justify the use of any EYF grant by providing, along with the report of the activity, all proof of expenditure related to the total cost of the activity funded, and not just the EYF grant (copy of the bills). It should be noted that the EYF accounts are examined in detail every year by the Board of Auditors of the Council of Europe. The Auditors have the task, not only to check the accounts of the Foundation, but also to verify that the financial contributions made by the EYF have been spent in an appropriate manner.

[4]  If a more detailed report is made for the participants, the EYF Secretariat would appreciate receiving a copy. In any case, it is very important to state in the report that the activity has been carried out with the support of the European Youth Foundation of the Council of Europe.

[5]  The European Youth Foundation shall request the reimbursement of the grant:

-  if the project for which it was intended has not been carried out;
-  if the project has been carried out in circumstances substantially different from those approved when the decision to grant the contribution was taken;
-  if the contribution has been used for purposes other than those on which the Foundation's decision to grant was based;
-  if the beneficiary organisation has not provided any activity or financial report.