Reporting on an international or a pilot activity grant received until 2025

For an international activity or a pilot activity, you are expected to:

Before preparing your report, read carefully the contract you have signed and consult all the documentation available. 

Reporting on an annual work plan awarded until 2025 (included)

The reporting for work plans is split in two parts. An interim report, which concerns the activity report only. The final report (including narrative reporting on each activity and financial reporting on the expenses) is expected 2 months after the final activity of the work plan.

Interim report

  • The date of the interim report was indicated on the contract you signed as well as the conditions and recommendations made by the Programming Committee on Youth.
  • This report was meant to evaluate how the first part of the work plan went. You should provide information about each activity:
    • Which objectives were reached?
    • How were these objectives reached? Were there changes/unforeseen events in the progress or organisation of the activity?
    • If some objectives were not reached, why?
    • Based on this, are there modifications to be made on the future activities?
  • This was mainly a report about content, as the financial report is asked at the end of the work plan. You only needed to indicate if:
    • The cost of an activity has changed.
    • An activity has been cancelled.
    • Provide an updated/final programme of activities implemented and a signed list of participants.
    • You were not expected to provide a full financial report but for each activity, indicating the real total cost (that can be adjusted if necessary in the final report).

Final report

  • Two months after the end of the last activity of the WP, you have to complete a detailed financial report of all the activities (including those you reported in the interim report).
  • You have to give feedback about the content of the work plan. This should include:
    • An overall reflection and evaluation about the work plan as a whole. The aim is to have a critical overview. Here are examples of the questions you should ask yourself:
      • Did all the activities put together reach the global objective of the WP?
      • Did you encounter problems?
    • A report explaining how the second part of activities went:
      • Which specific objectives were reached by each activity?
      • How were these objectives reached? Were there changes/unforeseen events in the progress or organisation of the second half of activities?
      • What was not achieved and why?

Forms & guidelines

How to report on a two-year structural grant?

The grant was awarded in principle for two years. At the end of the first year, an activity report is requested, together with estimated figures for the budget.

At the end of the second year, a more detailed report is required, as well as certified/audited accounts for the two years. Your organisation’s annual accounts for the two years concerned signed by the legal representative and validated by external auditors must be sent to the EYF within six months following the end of the two-year period.

Forms & guidelines