Periodic Reporting Information Page

This page gives information on the reporting procedure and the online reporting tools (Author-e) and EU SYGMA. These tools enable partners in the project to produce both the required scientific and management reports.

The SoilCare reporting schedule period 4 gives an overview of the deadlines for submitting reports, data, etc.

General information

In this section some general information can be viewed regarding the two online reporting tools Author-e and SYGMA;

The Periodic Report consist of 2 sections: (A) Financial reporting and (B) Scientific reporting. These two sections are described below.

A. Financial reporting in SYGMA

The financial reporting is done using the SYGMA online tool (accessible through the online EU Participant Portal ), by the financial department or financially responsibles of every project partner.

Steps to follow for financial reporting (by Partner financial responsible) :

  1. make an overview of the costs of the reporting period,
  2. login to the Participan Portal (PP),
  3. in the left border click on 'My Project(s)',
  4. find 'SoilCare' in the list of projects and click on the 'Manage project' button on the right,
  5. in the first orange block titled 'Periodic Reporting', click the word 'Financial part'; the SYGMA system will open in a new window. 
  6. Fill out the complete form in this window. Intermediate save your work with the 'SAVE' button. Also supply detail about every costs item (e.g. personnel) claimed using the R icon Participant Portal icon. 
  7. Finally, validate the form using the 'Validate' -button, and correct shortcomings.
  8. After 'Validate' and 'Save', you can close the window. To prevent further editing, you can click the 'Lock for Review' -button at the end of the 'Financial Part' line.
  9. Submit the Form-C to the coordinator using the 'Sign & Submit' -button. (coordinator is notified automatically from the PP and will check your statement),
  10. The Coordinator will submit the Form-C from FORCE to the EU.

Below is a list with user guides that will help with the filling out of the Form-C documents online.

When is submitting an Audit Certificate necessary?

For the SoilCare project, we have specific rules for submitting Audit Certificates. An Audit Certificate must only be supplied by every partner in the project with the last project period, but only when the total EU requested contribution in the project is equal or higher than 325.000 Euro for a partner (this is the amount WITHOUT overhead).

  • More information about the format of Audit Certificates can be found HERE.(link to EU website - see header 'Certification On Financial Statement (CFS)' ).
  • An Audit Certificate template can be downloaded HERE (PDF file).

B. Scientific reporting with Author-e

The scientific reporting is done using the Author-e online tool (accessible online through assignments sent by e-mail), by Work Package (WP) leader of every Work Package and by the coordinator. The online Author-e scientific reporting tool is a convenient tool that enables online cooperation without sending around Word files by e-mail. Author-e also facilitates WP leaders to set out their assignments to other project partners.

Steps to follow (WP leaders):

  1. wait for the reception of an Author-e assignment by e-mail that is sent to you from the Author-e tool (by the coordinator),
  2. open the Author-e e-mail message and click on the assignment link, the Author-e tool is opened,
  3. If you are a new user to the system, the system will ask you to set a password.
  4. read the instructions in Author-e and write your report in Author-e, or copy/paste your previously written report into Author-e. It is also possible to generate and send out your own assignments to other project partners (see the manuals on how to do this),
  5. after writing, notify the coordinator you are ready,
  6. the coordinator checks your report,
  7. when the coordinator requests changes in your report you will receive an additional assignment,
  8. when the coordinator is satisfied he sets the status of the assignment to 'READY'.

User guidance can be found in the Author-e Help menu, after logging in.

Useful Links

The following links are available for getting more information or gaining access to the online services: