Managing your European Project

Starting your project

We recommend that you attend a project kick-off meeting with the Research Support Office's EU and Research Finance teams when you start an EU funded project. EU funding can be highly complex: a kick-off meeting provides an opportunity to discuss the optimal way to set up the project budgets and the audit evidence that will be required to minimise ineligible costs being incurred. Please contact the EU team to arrange the meeting.

Due to the strict regulations imposed on European Commission funded projects, please ensure you are familiar with the evidence required for audit.

If you have formally been notified of an award, you will probably be able to start the recruitment process before the signed contract with the EU is received by the Research Support Office.  Please contact the EU team for further information.

Overview of European Commission project management

Horizon 2020

Periodic reports are required by the European Commission, in line with reporting periods which are specified in the Grant Agreement.  These include:

  • An overview of the project to date
  • A financial statement ('Form C')
  • An explanation of the use of resources or management report

This information must be collated by the project co-ordinator and sent to the European Commission within 60 days of the end of the reporting period.

The Coordinator will collate all this information and send it to the Commission within 60 days of the end of the reporting period.

For further information, see the Adobe Acrobat (PDF) Guidance Notes on Project Reporting (PDF, 556KB)

Form C

The Form C financial statement is completed by Research Finance, who balance all all of the costs on a project and verify that they are eligible. These costs are converted into EUR (€) using the European Central Bank foreign exchange reference rate on the day following the end of the reporting period, as per European Commission rules. The Commission will reimburse costs in line with the submitted Form C.

Any ineligible costs which are identified will be charged back to a departmental cost code.

Once the eligible costs have been submitted to the European Commission, Research Finance will inform you of the amount of budget remaining for your project, in line with the current exchange rate.


If the total cost of a Horizon 2020 project exceeds €325,000 (EUR), an audit will be required at the end of the project. The cost of undertaking the audit can be recouped from the grant. For more information, contact the Research Finance team.

Coordinator responsibilities

If you are the Coordinator of a EU funded project, then the University is responsible for:

  • Submitting all partners' Form C's to the European Commission within 60 days of the end of the reporting period (overseen by Research Finance);
  • Drafting all other reports and pulling together the partners contributions within the same 60 day deadline;
  • Distributing Commission funds to all partners once approved; and
  • Communicating with the Commission on behalf of the Consortium.

All communication with the Commission goes through the Coordinator. If you have any queries, please contact the EU Team in the first instance, followed by your project coordinator.

Non-Horizon 2020 and other EU funding

Please check with the individual funding bodies as reporting requirements vary between programmes.

Intellectual property

Please contact the EU Team with any intellectual property issues.

Other European Pages

Section European Information Page
Explore How to find EU Research Funding
Plan Planning your European Application
Cost Costing Your European Project
Submit Applying for European Funding
Receipt of Award Application Success to the start of your European Project
Employ Employing People on European Projects
Manage Managing your European Project
Close Closing a European Project

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Who to contact

Research Support Services Contact details

Tel - (0116) 252 2437 or (0116) 229 7763

Fax - (0116) 252 2028

E mail -