Reports & payment requests

Reports & payment requests

Reports & payment requests (REPA): The periodic report is to be submitted 60 days after the end of each reporting period. In justified cases, CEF beneficiaries may request an extension of this period.
The request shall be submitted in SyGMa (My Projects > Actions > Manage Project > Process Communications) and the extension that can be granted will not exceed 120 days of additional time (on top of the 60 days) to submit the periodic report. As beneficiary, you are invited to preferably inform CINEA Project Officer (PO) of your intention to request such an extension introducing the request in SyGMa.

In line with article 24.2(a) of the Grant Agreement, all Entities (Beneficiary or Affiliated Entity) must submit a Certificate on the financial statements (CFS) when the threshold is reached in accordance with article 4.3 of the data sheet. The template is available in the Funding&Tender (F&T) portal and guidance in the Annotated Grant Agreement (Art.24.2 and annotations). 

In addition, please note:

 -> The CFS threshold requirement is cumulative. Hence, to calculate if the threshold is reached, previous REPAs where CFS was not submitted should also be taken into account. This means that for a REPA submitted in the year N it will be checked if:

•  The CEF contribution requested by the REPA submitted in the year N, 

PLUS 

• The CEF contribution requested by ANY previous REPA prior to the year N where a CFS was not requested, is cumulatively at least 325,000€.

  ->  In case a CFS shall be submitted along with a REPA  for instance the year N, the CFS shall cover: 

• the costs declared in the REPA submitted in the year N 

AND

• the costs declared in ANY previous REPA prior to the year N where a CFS was not requested.

 ->  At the top of the first page the CFS template provides the instruction that the CFS is “to be filled out by the CFS auditor, printed on their own letterhead and signed (on paper). The scanned PDF should be submitted by the beneficiary through the Portal (both for themselves and their affiliated entities).”. “Signed (on paper)” means that the auditor can provide the CFS either as an e-signed PDF or signed in blue-ink (and scanned).

 ->  When submitting (uploading) the signed CFS it is important to include all pages of the template including the Terms of reference and the Certificate itself.

It is to be noted that eGrant allows to upload one file only. Therefore, in case of e-signed PDF files, the electronic signature may no longer comply with the e-signature validation requirements. If so, Beneficiaries are advised to also send CFS files through the Communication portal. 

 ->  A qualified independent public officer is allowed to perform the CFS under the Connecting Europe Facility of private law entities if a public (State, region or municipality) body has control over this entity, which is owned 50% or more by that public body.

Guidance on the eligibility of costs is available in the Annotated Grant Agreement.

For the eligibility of costs related to subcontracting work/services outside the eligible or target countries that are mentioned in the call text, please read the respective FAQ.

The reporting process for CEF Actions can be found at Reporting Process – Connecting Europe Facility (CEF) Action Grants.
The periodic report is to be submitted directly in the Periodic Reporting Module of the Portal (My Projects > Actions > Manage Project > Periodic Reporting > ). 

This module will become accessible at the end of each Reporting Period.