Amendments in European Projects and how to manage them

In the context of European projects, particularly those funded through programs like Horizon Europe, maintaining the integrity of both funding and project execution often requires flexibility. These necessary adjustments, referred to as amendments, are formal changes to the Grant Agreement (GA). Amendments in European Projects typically arise when a project undergoes significant shifts, such as adding new partners, revising the budget, or modifying the project’s activities.

At Zabala Innovation, we have managed over 500 European projects and understand the complexities of navigating these dynamic changes. With extensive experience in handling amendments, we ensure that our clients are well-prepared and that the process is conducted in full compliance with the required formalities, preserving both project goals and funding continuity.

What is a project amendment?

An amendment is an official modification to the Grant Agreement or its annexes, the contract governing the funding and execution of a European project. This process is conducted through the Funding & Tenders Portal and requires approval from both the project consortium and the EU granting authority.

When is an amendment necessary?

An amendment may be required in various circumstances to ensure the continued alignment of a project with its original goals. At Zabala Innovation, we support organizations throughout this process, making transitions smooth and efficient. Some common scenarios that require an amendment include:

• Change of coordinator: If the coordinator beneficiary changes, this must be formalized through an amendment.
• Addition of beneficiaries: Adding new partners (including affiliated entities and/or associated partners) to the project requires a modification to the GA.
• Budget modifications: While some budget adjustments can be made without an amendment, significant changes must be formalized.
• Changes in project duration: If the project’s schedule (starting date, project duration or reporting periods) need to be modified, the GA must be updated to reflect these adjustments.

When is an amendment not necessary?

Amendments are generally not required in the following situations:

• Budget transfers (between partners or between cost categories) within the flexibility allowed by the Grant Agreement (article 5.5)
• Name or address changes of a participant; these can be updated directly in the Participant Register
• Universal takeovers (merger/acquisition) of a participant; these are handled directly in the Participant Register
• Delays of work packages execution (not affecting the project duration), deliverables submission or milestones achievement.

How to launch an amendment

To request an amendment through the Funding and Tenders Portal, navigate to the Grant Management System through My Projects > Actions > Manage Project > Launch new interaction with the EU > Request for Amendment. The process for managing an amendment involves several key steps:

1. 1. Preparation: Before initiating an amendment, gather all supporting documentation and discuss the request with the EU project officer. At Zabala Innovation, we work closely with project coordinators to ensure all documentation is complete and accurate before moving forward.
3. 2. Amendment initiation: The project coordinator must initiate the amendment request on the Funding & Tenders Portal.
5. 3. Amendment preparation: Enter the details of the amendment, including justification and necessary supporting documents, into the system. While the consortium can prepare the amendment together, only the coordinator can launch, sign, and submit it.
7. 4. Consultation with the Granting Authority: The amendment request is submitted to the granting authority for an informal review.
9. 5. Signature and submission: Once the request is approved, the coordinator signs and submits the amendment for formal evaluation.
11. 6. Formal evaluation: The granting authority has 45 days to approve or reject the amendment request.
13. 7. Enforcement: If accepted, the amendment becomes effective, and the changes are incorporated into the Grant Agreement (GA). If the request is rejected, the consortium will receive a formal amendment rejection letter. The amendment enters into force on the date it is signed by the granting authority. Its effective date is either specified within the amendment itself or corresponds to the date of its final signature by the EU. Depending on the nature of the amendment, the effective date may affect the eligibility of costs. For example, if a beneficiary is added, costs will be eligible from the date of accession as stated in the Accession Form.

The EU Granting Authority can also propose amendments. In this case, the request is prepared and signed electronically in the Portal Grant Management System. The consortium will be notified via email prompting to accept the request. The coordinator must countersign the amendment on behalf of the consortium.

Tips for Amendments in European Projects

Managing amendments is a crucial tool for ensuring that European projects can adapt to new circumstances without losing sight of their original objectives. While the process may seem complex, with proper planning and proactive management of changes, it is possible to make adjustments that ensure the continuity of the project and compliance with the Grant Agreement.

To manage amendments effectively, documenting all decisions and proposed changes is crucial, as it helps in preparing amendments and provides a useful reference during future audits. Before submitting any amendments, it is important to thoroughly assess how the changes will impact the project’s budget, schedule, and expected results, as this evaluation ensures that all implications are considered.

When submitting amendments, clarity and conciseness are essential. Providing clear justifications and necessary information helps the granting authority make informed decisions. After submission, it is important to monitor the progress of the amendment and address any emerging issues promptly.

In this context, having a specialized team, such as Zabala Innovation, with extensive experience in managing European projects, proves essential for navigating the administrative and technical processes successfully. The expertise gained in handling projects under programs like  Horizon Europe, LIFE, or CEF, among others, enables organizations to efficiently address amendments, minimizing risks and optimizing project development.