Travel, Equipment, and Other Goods, Works and Services Explained

 

 

Are you navigating the complexities of financial reporting under Horizon Europe?

Join our one-hour expert session dedicated to demystifying Purchase Costs in Horizon Europe projects! 

This webinar will help finance managers, project controllers, and project managers correctly apply the Annotated Model Grant Agreement (AGA) rules and avoid common pitfalls in purchase cost calculation and reporting.

"What’s eligible and what’s not?

Many Horizon Europe projects run into trouble when reporting Purchase Costs - a category covering much more than just invoices. From staff travel and hotel bookings, to high-value equipment and external services, each cost must meet very specific conditions.

We’ll break down the three key types you need to master: Travel & Subsistence (C.1), Equipment Costs (C.2), and Other Goods, Works and Services (C.3). You’ll learn how to spot the hidden risks, apply the right calculation methods, learn about specific cases and avoid financial mistakes or rejected cost in your next reporting. Practical, clear, and expert-led—this session is designed to give you confidence when dealing with these tricky budget categories."

 

Topics to be discussed

• Eligibility principles for all Purchase Costs under Article 6 of the AGA.
• Travel and Subsistence: What is considered necessary and how to handle combined travel.
• How to apply per diem rules and document travel costs properly.
• Equipment Costs: Difference between depreciation and full capitalised costs.
• Handling multi-use equipment and calculating the share used for the project.
• Other Goods, Works and Services : What costs are included, from consumables to IPR fees.
• Best practices for avoiding cost rejections during reporting and audit issues.

 

Don’t Miss Out!

This webinar is your opportunity to learn directly from our EU funding finance expert, Gabor Kitley.

Whether you are a finance manager, controller, or project manager, this session will give you the clarity and confidence to manage purchase cost reporting in full compliance.

 

Why Europa Media?   

Europa Media is Europe’s leading provider of practical training courses on EU’s research and innovation programmes. We have 25 years of experience in developing and implementing projects under the Framework Programmes. Under Horizon 2020, we have been involved successfully in over 30 projects, coordinating six of them. In the first half of Horizon Europe, we are currently involved in 15 collaborative projects, coordinating or co-coordinating three of them. Europa Media’s trainers are actual project managers, coordinators, and financial administrators of these projects, sharing their stories and providing you with hands-on tips based on their everyday experience. For the past 20 years, they have been supporting all the major institutions as well as several of the NCPs in the Member States and countries associated to the Framework Programmes. This event, as always, has been designed based on our direct hands-on experience with EU research and innovation proposals and is, therefore, 100% practice driven. Our practical approach has attracted over 10,000 participants from all over the world in the past 25 years. Read more about our projects here. 

What is different in a proposal/project?

How to contribute to Missions in your Cluster projects?

 

Horizon Europe has 5 missions:

1. Adaptation to Climate Change: support at least 150 European regions and communities to become climate resilient by 2030;

2. Cancer: working with Europe's Beating Cancer Plan to improve the lives of more than 3 million people by 2030 through prevention, cure and solutions to live longer and better;

3. Restore our Ocean and Waters by 2030;

4. 100 Climate-Neutral and Smart Cities by 2030;

5. A Soil Deal for Europe: 100 living labs and lighthouses to lead the transition towards healthy soils by 2030;

 

They "aim to mobilise and activate public and private actors, such as EU Member States, regional and local authorities, research institutes, farmers and land managers, entrepreneurs and investors to create real and lasting impact. Missions engage with citizens to boost societal uptake of new solutions and approaches."

 

We will introduce the characteristics of a mission project and help you finding the proper approach to develop the concept.

• What engagement mechanisms should be considered?
• What governance models could be used or developed?
• How to build the proper package of research actions - policy support - and legislative initiatives?
• What is citizen science and how to plan it in the proposal?
• How to find key performance and impact indicators for a mission project?
• When you develop a cluster project proposal - should you consider the connection to missions and if yes, how?

 

Who should attend:

• Researchers leading or participating in a mission proposal development process;

• Grants office people helping researchers understanding the concept of mission projects;

• Research managers working on engagement of stakeholders and citizens;

 

Why Europa Media?   

Europa Media is Europe’s leading provider of practical training courses on EU’s research and innovation programmes. We have 25 years of experience in developing and implementing projects under the Framework Programmes. Under Horizon 2020, we have been involved successfully in over 30 projects, coordinating six of them. Under the first work programmes of Horizon Europe, we are currently involved in 11 collaborative projects, coordinating one of them. Europa Media’s trainers are actual project managers, coordinators, and financial administrators of these projects, sharing their stories and providing you with hands-on tips based on their everyday experience. For the past 20 years, they have been supporting all the major institutions as well as several of the NCPs in the Member States and countries associated to the Framework Programmes. This event, as always, has been designed based on our direct hands-on experience with EU research and innovation proposals and is, therefore, 100% practice driven. Our practical approach has attracted over 10,000 participants from all over the world in the past 15 years. Read more about our projects here.   

In the world of Horizon Europe, the term "stakeholder engagement" is everywhere.

But how often do we stop to think what that really means? Too frequently, stakeholders are viewed as a checklist item: an audience to be informed, occasionally surveyed, or brought into a single workshop for the sake of appearance. 

This webinar explores how Design Thinking helps move beyond tokenistic engagement toward deep collaboration. Through concrete tools and real project examples, participants will learn how to apply the DT mindset at every level of the Stakeholder Engagement Spectrum.

 

Learning objectives

Participants will: 

• Understand the Stakeholder Engagement Spectrum and where their project sits. 

• Understand the role of co-creation and stakeholder engagement in proposal writing. 

• Learn how Design Thinking can boost co-creation across their projects. 

• Discover tools for empathy, definition, and ideation with stakeholders. 

 

Who should attend:

Project managers, communication professionals, and researchers involved in Horizon Europe proposal writing and project implementation. 

 

Why Europa Media?   

Europa Media is Europe’s leading provider of practical training courses on EU’s research and innovation programmes. We have 25 years of experience in developing and implementing projects under the Framework Programmes. Under Horizon 2020, we have been involved successfully in over 30 projects, coordinating six of them. Under the first work programmes of Horizon Europe, we are currently involved in 11 collaborative projects, coordinating one of them. Europa Media’s trainers are actual project managers, coordinators, and financial administrators of these projects, sharing their stories and providing you with hands-on tips based on their everyday experience. For the past 20 years, they have been supporting all the major institutions as well as several of the NCPs in the Member States and countries associated to the Framework Programmes. This event, as always, has been designed based on our direct hands-on experience with EU research and innovation proposals and is, therefore, 100% practice driven. Our practical approach has attracted over 10,000 participants from all over the world in the past 15 years. Read more about our projects here.   

 

Horizon Europe projects demand not only excellent research and innovation but also professional project management and accurate reporting. Fulfilling the periodic reporting obligations is a key requirement to secure your next payment and successfully close your project.

This 45-minute webinar will introduce you to the essentials of Horizon Europe Periodic Reporting, covering both the technical and financial aspects, with a special focus on best practices and common pitfalls. Based on real-life reporting experiences, this session will give you practical insights to improve the quality, consistency, and credibility of your reports. 

Whether you are a newcomer or an experienced manager looking to refresh your knowledge, this session will help you navigate the EU Funding & Tenders Portal, understand the interdependencies between the technical narrative and the financial statements, and avoid typical reporting mistakes.

You’ll also get hands-on tips for explaining deviations, ensuring alignment between continuous updates and periodic submissions, and maximising your project's impact on paper. 

 

What you will learn: 

• Overview of the Horizon Europe Periodic Reporting process and its structure. 

• Key responsibilities of project partners and the coordinator. 

• How to connect the Technical and Financial reports for consistency and credibility. 

• The role of Continuous Reporting in feeding the Periodic Report. 

• Practical tips for justifying technical and financial deviations effectively. 

 

Don’t miss this opportunity to strengthen your reporting skills and boost your project management confidence! 

 

Why Europa Media?   

Europa Media is Europe’s leading provider of practical training courses on EU’s research and innovation programmes. We have 25 years of experience in developing and implementing projects under the Framework Programmes. Under Horizon 2020, we have been involved successfully in over 30 projects, coordinating six of them. Under the first work programmes of Horizon Europe, we are currently involved in 11 collaborative projects, coordinating one of them. Europa Media’s trainers are actual project managers, coordinators, and financial administrators of these projects, sharing their stories and providing you with hands-on tips based on their everyday experience. For the past 20 years, they have been supporting all the major institutions as well as several of the NCPs in the Member States and countries associated to the Framework Programmes. This event, as always, has been designed based on our direct hands-on experience with EU research and innovation proposals and is, therefore, 100% practice driven. Our practical approach has attracted over 10,000 participants from all over the world in the past 15 years. Read more about our projects here.   

The proposal Submission Service from Abstract to Ethics 

 

Are you coordinating a Horizon Europe proposal or involved in a proposal as partner?

The proposal preparation and submission process comes with several items to tick in a systematic way. This includes properly handing the proposal Submission Service from appropriately registering a proposal to adding partners and filling in all the forms: from Abstract to Ethics, from Partner admin forms to Budget. 

This webinar will provide you a checklist of issues to pay attention to before and during the submission of your proposal and to clarify doubts on some aspects of the administrative forms in Part A. It will also help ensure that you do not fail on the admissibility and eligibility criteria.   

 

Topics covered: 

• What does a perfect Abstract look like? 

• Partner profiles: Who to include in the “Researchers” table, how to select “Publications” and “Projects” 

• Who should have a GEP? 

• How to ensure consistency between the detailed lump sum budget and the budget under the A-3 form 

• How detailed should the Ethics section be? 

• When should the Security section be filled in? 

• What are the links and overlaps between Part A and Part B of the proposal? 

Join us and get ready to smoothly submit your proposal! 

 

Why Europa Media?    

Europa Media is Europe’s leading provider of practical training courses on EU’s research and innovation programmes. We have 25 years of experience in developing and implementing projects under the Framework Programmes. Under Horizon 2020, we have been involved successfully in over 30 projects, coordinating six of them. Under the first work programmes of Horizon Europe, we are currently involved in 11 collaborative projects, coordinating one of them. Europa Media’s trainers are actual project managers, coordinators, and financial administrators of these projects, sharing their stories and providing you with hands-on tips based on their everyday experience. For the past 20 years, they have been supporting all the major institutions as well as several of the NCPs in the Member States and countries associated to the Framework Programmes. This event, as always, has been designed based on our direct hands-on experience with EU research and innovation proposals and is, therefore, 100% practice driven. Our practical approach has attracted over 10,000 participants from all over the world in the past 15 years. Read more about our projects here.   

Practical tips, approaches and examples for coordinators and partners.

 

Although the European Commission is continuously increasing the share of lump sum topics in the Work Programmes, most topics with a high EC contribution will remain unchanged and the actual costs will have to be estimated in the proposal and reported during implementation.

That is why it is important to be familiar with the "traditional" budgeting process, to practice it and to learn about the different practices, which can be useful if you want to coordinate or even want to plan your budget carefully as a partner.

There are several approaches. Some people plan in broad lines and then reallocate between cost categories if necessary, others think through and plan every cost item carefully. Which is the right approach? Which will be more useful in the implementation?

This webinar will provide useful practical budgeting tips and practices that you can apply in your next Horizon Europe proposal. We will also present the actual cost grant budgeting process from the coordinator's and the partner's perspective.

Topics covered:

 

• EC budgeting requirements, what should be included in the application form?
• How Part A and Part B are related from a budgeting point of view?
• Budgeting methods and examples based on our previous proposals
• What does the coordinator need to plan the budget and what information should be given to the partners?
• As a partner, how do I estimate my own budget?
• Budget negotiation between the coordinator and the partners

 

Join us and master the budget of your next proposal! 

 

Why Europa Media?    

Europa Media is Europe’s leading provider of practical training courses on EU’s research and innovation programmes. We have 25 years of experience in developing and implementing projects under the Framework Programmes. Under Horizon 2020, we have been involved successfully in over 30 projects, coordinating six of them. Under the first work programmes of Horizon Europe, we are currently involved in 11 collaborative projects, coordinating one of them. Europa Media’s trainers are actual project managers, coordinators, and financial administrators of these projects, sharing their stories and providing you with hands-on tips based on their everyday experience. For the past 20 years, they have been supporting all the major institutions as well as several of the NCPs in the Member States and countries associated to the Framework Programmes. This event, as always, has been designed based on our direct hands-on experience with EU research and innovation proposals and is, therefore, 100% practice-driven. Our practical approach has attracted over 10,000 participants from all over the world in the past 15 years. Read more about our projects here.