4.8 Project Closure
This chapter covers relevant topics for the final reporting, project closure, as well as obligations beyond the project lifetime.
4.8.1 Final Reporting
Main Projects
The last project report is considered the final report, and for this reason, the structure of the final report is similar to a regular project report in Jems. This includes the sections for reporting on output and result indicators (see guidance here), as well as Horizontal Principles (see instructions here).
However, projects should be aware that specific parts of the project report are reserved for the final report only.
Project Outcomes tab
Three elements of the Project Outcomes tab in the Jems project report are reserved for the final report:
Project Story
In this section, projects are asked to describe the project's final achievements in a Project Story format. The Project Story should be interesting and understandable for non-specialists as it will be automatically published on Interreg’s knowledge base http://www.keep.eu.
Jems provides some guiding questions for developing your story.
You can find instructions to complete this section here.Project’s relevant mentions and prizes
In this section, projects are asked to list any relevant mentions and prizes that their project achieved. Information inserted in this field will be automatically published on Interreg’s knowledge base http://www.keep.eu.
You can find instructions to complete this section here.Typology of Project Impacts checklist
This checklist aims to capture and categorise project impacts, both tangible and intangible.
It is based on a typology of typical NPA project outcomes developed in the 2007-2013 period, which allows a comparison of project impacts over several programme periods.
In addition, the Interreg NPA will use the information to promote project results, both in the programme area, as well as in a wider European context.
You can find instructions to create and complete this checklist here.
Final Claim
When it comes to the last claim, projects should be particularly aware of the final eligibility date outlined in their Grant Letter. By this date, all project activities including closure activities must be finished and all project expenditure must be paid.
This means that activities need to be finalised in good time in order for partners to have the costs booked, paid and included in their final partner reports. It also means that there will be no extra funding for the reporting after the project end date. For this reason, it is recommended to prepare the final report as much as possible during the project duration.
Potential controller invoices for the last reporting period need to be booked and paid before the final eligibility (project end) date. Arrangements need to be in place for the controllers to invoice the agreed amounts in good time for the cost to be included in the final partner reports.
Small-scale projects
Small-scale projects report only once in their lifetime, at the end of the project.
Instructions for small-scale project final reporting can be found in chapter 4.4.2. Small-scale project reporting.
4.8.2 Final communication activities
This chapter reminds of the final provisions and recommendations to meet EU and programme publicity requirements, as well as securing that the project legacy endures and keeps growing.
Meet the mandatory requirements
All project partners must make sure that the publicity rules set by the EU Regulations as outlined in Chapter 4.6.1, and by the programme, as outlined in Chapter 4.6.2, are met. These are mandatory and if not followed the project may incur cut funds even after years the project ends.
In addition to the EU visibility regulations, the Grant Letter outlines specific responsibilities regarding GDPR compliance and copyright. These are outlined in Chapter 4.6.3. Failure to meet these requirements will be the responsibility of the individual partner and the Lead Partner. Therefore, the last period in the project is the final opportunity to verify that there are no outstanding copyright issues within any project materials, both online and offline. It is also the final opportunity to confirm that all individuals featured in project images have provided their consent in accordance with GDPR regulations. The documentation of consent must be retained by the Lead Partner or partner responsible for producing the material.
A shared effort
Projects should make sure to involve all partners also in this phase of the project, as each organisation is in the best position to promote the project achievements within their own network and country.
Securing project legacy for a long-term effect
Interreg NPA supports projects that are the beginning of something meaningful. Their value continues beyond the project’s end date, through impact and long-term use.
The information that a project provides in the final report - including outputs, project story, indicators, testimonials, and typology - forms the foundation for promoting a project’s legacy. It is making use of this knowledge in the project communication that helps project results reach the right organisations, be taken up by relevant stakeholders, and be used, reused, and adapted as intended after its closure.
At this link, projects can find 5 practical tips to ensure that a project remains visible and relevant after its completion.
4.8.3 Closure
Preparing Jems for project closure
When reaching the end of the project, Lead Partners are asked to check that Jems is up-to-date.
What to check:
Please check the application in Jems, as well as the project data on the NPA website. If the project application needs to be updated, please contact your JS Desk Officer.
In the Contracting section, make sure the following pages are complete, correct, and locked: Contracts and Agreements and Project Managers.
Make sure the Partner details section is complete, correct, and locked.
Instructions for updating the Contracting section can be found here.
Closure letter
After the final payment to your project, there will be a standard 3-week appeal period.
After this period has expired, the Joint Secretariat will carry out a final check to make sure that your project is ready for closure. Please note that as part of this procedure, the JS will change all project privileges to View, with the exception of the project manager.
When the JS has established that the project is ready for closure, the Managing Authority will issue a closure letter to confirm that the project is officially closed. This letter also highlights some obligations after project closure, and inform about the date until which documents need to be kept. Your project status in Jems will be set to Closed.
4.8.4 Obligations after project closure
Article 6 of the Grant Letter outlines a number of obligations for projects after project closure.
Document keeping
The Lead Partner is obliged to ensure that all files, documents and data related to the project are retained for at least 5 years from the 31st December of the year in which the last payment by the MA to the project is made.
Examples of such documents are the Grant Letter, Partnership agreement, accounting documents, procurement documentation and other project-related documents.
Project partners shall document where original documents are located (Partner Details).
Longer retention periods may apply in case of State Aid or in accordance with national rules. The strictest rule should apply.
Document keeping for partners with State Aid
Partners receiving aid granted under the General Block Exemption Regulation (GBER) need to keep documents for 10 years from the date on which the last aid was granted.
Partners receiving aid under the De Minimis Regulation shall keep documents for 10 fiscal years from the date on which the aid was granted.
Audits and evaluation
Audits can be carried out by programme bodies, national bodies as well as relevant EU bodies.
The Lead Partner or project partner must provide all documents required for the audit, as well as all necessary information, and give access to project premises.
The Lead Partner or project partner must provide all necessary information and access to documents for the purpose of carrying out programme or project evaluations.