Erasmus+ reporting is where well-managed projects prove their quality — and where poorly managed ones fall apart. The National Agency’s final report form asks detailed questions about every activity, every output, every participant and every euro spent. Coordinators who have been collecting and organising evidence throughout implementation answer these questions in hours. Those who have not spend days reconstructing what happened from memory — and their reports show it.
This guide provides three ready-to-use reporting templates — free to download — for the most critical internal documents that experienced coordinators use. It also explains how to complete the official NA report effectively so that the balance payment is approved without queries.
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2
Types of official NA report: interim (KA220 only) and final (all KA2 projects)
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60 Days
Typical window to submit the final report after project end — check your grant agreement
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4 Weeks
Minimum lead time for internal partner report submissions before the NA deadline
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20%
Balance payment withheld until the final report is approved by the National Agency
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📋 In This Guide
1. Erasmus+ Report Types Explained
Understanding the difference between internal project reports and official NA reports is the first step to building an effective reporting system. They serve different purposes, have different audiences and require different levels of formality.
| Report Type | Key Action | Audience | Purpose | Timing |
|---|---|---|---|---|
| Activity report | KA210, KA220 | Internal — coordinator | Capture what happened at each activity immediately after it occurs | Within 48 hours of each activity |
| Partner progress report | KA210, KA220 | Internal — coordinator | Collect WP progress, outputs and financial data from each partner | At least 4 weeks before each NA deadline |
| Interim report (NA) | KA220 only | National Agency | Mid-project progress update; may trigger interim payment | As specified in grant agreement |
| Final report (NA) | KA210, KA220 | National Agency | Full project account; basis for balance payment approval | Within 60 days of project end |
| Financial report | KA220 | National Agency | Expenditure per budget category per partner | Part of interim and final NA reports |
💡 Internal Reports Feed the NA Report — Build Them First
The activity reports and partner progress reports are not bureaucratic overhead — they are the raw material from which the NA report is assembled. Coordinators who have a complete set of internal reports for every activity and every partner can draft the NA final report in a fraction of the time. Build the internal reporting habit first and the official reporting becomes straightforward.
2. Activity Report Template — Free Download
Complete one activity report within 48 hours of every project activity — meetings, workshops, pilot events, multiplier events, transnational visits. The discipline of writing these immediately prevents the most common reporting problem: trying to reconstruct what happened months or years later.
📄 Erasmus+ Activity Report Template
Ready-to-use Word document — 14 fields, colour-coded layout, GrowthProjects.eu branding.
Complete one report within 48 hours of every project activity and save to your shared project folder.
The template covers the following fields — complete every one for each activity:
| Field | What to Enter |
|---|---|
| Activity Title | Name of the activity — e.g. Transnational Meeting 2 / Pilot Workshop — Partner B |
| Work Package | WP number and title — e.g. WP3 Curriculum Development |
| Date(s) | Exact start and end dates including travel days |
| Location | City and country — or “Online” if virtual |
| Lead Organisation | Full name of the partner organisation responsible for this activity |
| Participants | Total number — broken down by partner organisation. Attach signed attendance list. |
| Activity Description | 3–5 sentences: what happened, what was discussed or delivered, what decisions were made |
| Non-formal Methods Used | e.g. group work, workshop, simulation, peer learning — describe briefly |
| Outputs Produced | Named deliverables produced — e.g. meeting minutes, draft module v1, pilot evaluation form |
| Link to Approved Plan | Does this match the approved work plan? If not, describe the deviation and reason. |
| Evidence Attached | List all supporting documents — attendance list, photos, minutes, receipts, output files |
3. Partner Progress Report Template — Free Download
Send this template to all partners at each internal reporting cycle — typically every six months or ahead of each NA reporting deadline. The coordinator uses completed partner reports to consolidate the NA report. The more consistent and specific the partner input, the less time consolidation takes.
📄 Erasmus+ Partner Progress Report Template
4-part Word document — partner identification, activities and outputs, planning and risks, financial summary.
Includes a partner declaration and signature block. Ready to send to partners as-is.
The template is structured in four parts — distribute it to all partners and collect completed versions at least 4 weeks before each NA deadline:
| Part | Fields Covered |
|---|---|
| Part 1 — Partner ID | Organisation name, contact person, reporting period, WPs led, date of submission |
| Part 2 — Activities & Outputs | Activities completed, outputs delivered, participants reached, fewer opportunities dimension |
| Part 3 — Planning & Risks | Activities planned next period, expected outputs, risks to flag, deviations from approved plan |
| Part 4 — Financial Summary | Staff days used, travel trips, subcontracting, total expenditure, evidence submitted (KA220) |
4. Financial Tracking Template — Free Download
The coordinator’s master financial tracking document should be updated monthly. Its purpose is to give you a live picture of actual expenditure versus approved budget — so you can spot overspending or underspending in any category before it becomes a reporting problem.
📄 Erasmus+ Financial Tracking Template
Landscape Word document — master budget summary table, staff days log and travel & accommodation log.
Designed for KA220 projects. Update monthly from partner submissions. Includes KA210 guidance note.
The template contains three tracking tables — use all three throughout implementation:
| Table | What It Tracks | Update Frequency |
|---|---|---|
| Master Budget Summary | Approved budget vs actual expenditure per partner per cost category — staff, travel, subcontracting, other | Monthly |
| Staff Days Log | Working days per staff member per period — links to signed timesheets | Monthly — attach timesheets |
| Travel & Accommodation Log | Each trip — destination, dates, participants, distance band, nights, total cost | After each trip — attach receipts |
⚠️ KA210: Keep Activity Evidence Even Though There Are No Receipts
KA210 uses a lump sum model — no financial receipts are required for the grant itself. But you must be able to demonstrate that the activities described in the approved application actually took place. Keep participant lists, meeting minutes, photos and output files throughout — the NA can request this evidence at any time.
5. How to Complete the NA Final Report
The NA final report is submitted through the Beneficiary Module — the same platform used for the application. Approach each section using the internal documentation you have been building throughout the project.
Project overview and context. Write this last — after completing the activity and output sections — so that the overview accurately reflects what was delivered rather than what was planned.
Activities and outputs. Use your completed activity reports as the source. Be specific — dates, locations, participant numbers and outputs produced. Compare what was delivered against what was approved and explain any differences clearly.
Participant information. Enter participant data for each activity. Ensure it matches the attendance lists in your evidence folder.
Financial section. Cross-check this section against your financial tracking template before submitting. For unit cost categories, ensure the number of units matches your timesheets and attendance records.
Impact and dissemination. Reference the Erasmus+ Results Platform publication, EPALE articles and multiplier event attendance records. Give specific reach figures — not vague statements about wide impact.
6. Reporting for KA210: What Is Different
KA210 reporting is simpler than KA220 — but the simplicity creates its own risk. Because there are no financial receipts and no WP structure, some coordinators assume there is little to document. This is wrong.
One final report only. KA210 has no interim NA report — only a final report submitted within 60 days of project end. The activity report template is especially important here — use it after every activity throughout the project.
Activity evidence replaces receipts. The lump sum is paid based on activity delivery, not expenditure. Attendance lists, meeting minutes, output files and photos are the evidence that demonstrates delivery.
Output quality is assessed. Ensure all outputs are finalised and published open-access before submitting the final report — not described as “in progress.”
⚠️ KA210 Lump Sum Is Not Automatic — Delivery Must Be Demonstrated
If the NA judges that delivery was partial or significantly below what was promised, the lump sum can be reduced or withheld. Document everything and make sure the final report clearly demonstrates that what was approved was delivered.
7. Most Common Reporting Mistakes
Writing the final report from memory. Without reference to activity logs and financial records, the report will contain inaccuracies the NA will query. Use the templates above as your source — every field in the final report should be traceable to a document you collected during implementation.
Not collecting partner input in advance. Waiting until the week before the NA deadline to ask partners for their data is the single most avoidable reporting crisis. Set internal deadlines at least four weeks before the NA deadline and enforce them.
Describing what was planned rather than what was delivered. The final report must describe what actually happened — including deviations, delays and modifications. The NA compares it against the approved application and will notice unexplained gaps.
Narrative and financial figures do not match. Three meetings described in the narrative but only two reflected in the travel costs — these inconsistencies create queries and delay the balance payment. Cross-check every figure before submitting.
Outputs not published before submitting. The NA expects intellectual outputs to be on the Erasmus+ Results Platform before or at the time of final report submission. “To be published” is not acceptable.
8. Reporting Checklist
- ✅ Activity report completed within 48 hours of every project activity
- ✅ Partner progress report template distributed at kick-off and collected at each reporting cycle
- ✅ Internal partner reporting deadlines set at least 4 weeks before each NA deadline
- ✅ Financial tracking template maintained and updated monthly
- ✅ All financial documentation collected immediately after each activity — not at reporting stage
- ✅ Partner financial submissions reviewed before consolidation
- ✅ All outputs published open-access on Erasmus+ Results Platform before final report submission
- ✅ Final report describes what was actually delivered — not what was planned
- ✅ All deviations from the approved plan described and explained
- ✅ Every figure in the narrative cross-checked against financial records and evidence
- ✅ Participant data verified against signed attendance lists
- ✅ All supporting evidence organised in a shared folder and ready on NA request
- ✅ Final report submitted within 60 days of project end
- ✅ All project documents retained for minimum 5 years after project end
📦 Download All Three Templates — Free
Word format (.docx) — editable, colour-coded and ready to use for your KA210 or KA220 project.
📄 Need Support With Your Erasmus+ Reporting?
GrowthProjects.eu supports KA210 and KA220 coordinators with reporting preparation — from partner report consolidation and financial cross-checking to final report drafting and NA submission support.
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