If you are from the applicant organisation, you will receive your grant agreement by post and email. This is your legal contract with Léargas, confirming that you will carry out the project as explained in the original application.

The grant agreement must by signed by the legal head of the organisation, and will be co-signed by Léargas.  

You will also get details of the Léargas Support officer and Finance officer who will work with you on your project.

Your project should have a separate bank account or bank code, so that you can keep project income and expenditure clearly distinct from other activity in your organisation.  If you work with partners, agree payment processes with them also.

Set up a separate physical or online location to keep track of receipts and other relevant documents related to the project.

All project co-ordinators are invited to a Project Management session towards the beginning of project. This will guide you through managing the financial and quality aspects of the project.

The Beneficiary Module is the European Commission system to manage the mobility aspects of the programme – who travels, when, where and for how long. It’s also used to generate and store reports, such as Participant Reports, Periodic Reports (in some cases), and Final Reports.

Léargas offer regular training in using the system, so you will have plenty of support!

Some organisations or groups will need to submit a Periodic Report at the midway point of their project. This often happens if a project happens over a long duration, or is particularly complex. The Periodic Report is a way to ensure that the project is progressing as planned, and that the grant is being used as explained in the application. All KA2 projects must submit their Periodic Report through the beneficiary module while all KA1 and ESC projects will need to complete a WORD document. The report is emailed to the beneficiary who completes it and email it back. All Periodic Reports are linked to the next funding payment.

Léargas offer training and networking opportunities for project coordinators and others involved. These are great opportunities to connect with others in your sector, and get peer support.

A proportion of projects are selected each year for monitoring by Léargas. This can be during the time the project is active, or after it has ended. You will receive advance notice if you have been selected.

The aim of a monitoring visit is to provide support so that the project reaches its objectives and operates smoothly.

Use Mobility Tool+ to generate and submit the Final Report. You have 60 days after your project has ended to submit it. The Report will be evaluated by Léargas staff or by external experts, who will contact you if they need any clarification.

When the Final Report is ‘closed’, you will receive written feedback which may include recommendations for future projects. You will also receive the last funding payment for your project, if one is due.