Please refer to the page on Visibility for all the relevant information on the related grant obligations. 

This concerns the case in which there are modifications needed to be made, after your grant was approved and during the project implementation.

 In case of budget changes between budget lines: within the grant envelope from the EYF, you may move amounts between budget lines, as long as your project purpose remains as approved by the EYF. In case you need to move money from one line to a new type of costs which was not initially included in your application or to increase fees, please consult the EYF in advance for approval of this.

 In case of changes in venue and dates: please send to the EYF a message through the online system as soon as you know you need to change dates and/or venue of your activity. Please provide us also the GPS coordinates of your new venue. Explain in the message the reason for the change.

 In case of changes to the programme of the activity: if the changes concern adjustments in types of sessions that do not change the objectives of your activity, please send the revised programme to the EYF for information. If the change concerns the objectives of the activity or grant as such or the length of your programme, please consult the EYF prior to the activity and justify the changes.

 In case of changes of people in the team: for international activities and international activities within work plans, there is a hard criterion that the team should include at least 4 people of 4 different nationalities/countries of residence. If your team changes, but the mentioned criterion is respected, include this in your project report. In case the criterion is not respected anymore, please seek the approval of the EYF in advance to the change.

 In case of changes related to project participants: if the change does not have any impact on the hard criteria (which, for international activities, are: 75% of participants under 30 and coming from at least 7 countries beneficiaries of the EYF), the change does not need to be communicated in advance. If the above criterion is not respected anymore, contact the EYF urgently. Also, if there is a major change of participants’ profiles, contact the EYF.

The EYF may ask you additional questions or information related to the changes.

Reporting is an important part of the process. You must fill in the online narrative report, a signed list of participants and send a signed financial report to the European Youth Foundation within 2 months of the end of the activity. Check the guidelines on reporting on the EYF website during the preparatory phase. 

The beneficiary NGO can either send paper copies of all proofs of expenditure by land post or save them on a USB key and send it by land post to the EYF. In the latter case, each document must be saved as a PDF file, be named clearly, using the reference number from the list of bills, and ordered according to the list. If the documents are not presented as required, the beneficiary NGOs will be asked to redo its report to follow this structure.

Together with your financial documents submitted, you must submit by post on a print and originally signed version, the completed model budget report form.

Check the Reporting page on the EYF website and read the financial reporting guidelines.