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Project management

How can you avoid the most common mistakes in managing your European project?

mistakes in managing European projects

The excitement of securing European Commission funding for a project often quickly gives way to concerns about managing it correctly. A maze of questions forms in partners’ minds, culminating in one major issue: how to avoid costly errors in European project management.

The main worry is expense justification. Some common mistakes include neglecting to ensure best value for money, miscalculating personnel expenses, misunderstanding equipment amortisation rules, including non-deductible VAT, or submitting ineligible invoices within the reporting period. Below, we outline some of the most frequent errors and how to avoid them.

Five mistakes in managing European projects

Forgetting best value for money

In this particular case, acquisitions are made without properly considering the critical relationship between the cost and the benefits of what is being purchased. To avoid inefficient costs and non-compliance with various European regulations, a proper selection and evaluation process must be followed diligently to ensure that the goods or services acquired offer the best possible value in terms of quality, efficiency, and overall cost.

Charging total equipment costs when only amortisation costs should be included

Eligible costs must align perfectly with the company’s usual accounting practices. Therefore, it is absolutely crucial to consult with the accountant or financial manager to ensure that equipment costs are correctly allocated in the accounts, thus avoiding the inclusion of any ineligible costs that could potentially cause complications later.

To not retain always the evidence of travel undertaken

No, a group photo of the consortium at a meeting does not alone serve as sufficient proof of attending. It’s preferable to include a signed attendance list, show the detailed event agenda, and keep any conference flyers if they are available. These important items collectively support the travel’s necessity and help prevent it from being deemed ineligible for reimbursement.

Including deductible VAT

A common mistake is applying and including deductible VAT in project reports submitted. This tax is unfortunately ineligible since the company can easily recover it at the national level. Therefore, it’s essential to exclude VAT from all invoices, entering only the remaining amount that is relevant to the eligible costs in question.

Failing to present evidence of worked hours

It is absolutely crucial to keep and maintain comprehensive records of the hours worked by all individuals dedicated to the project. Our recommendation is to prepare detailed monthly timesheets that must be signed by both the employee and their supervisor for validation and verification.

The list of errors can extend when there are technical deviations and changes from what was originally signed in the grant agreement, which can lead to the lengthy and sometimes tedious process of an amendment.

Our role

“Managing a European project can be a challenge, but with the right preparation and focus, it is possible to avoid the most common mistakes and ensure the project’s success,” emphasises Cristina Catalina, European projects Manager for France at Zabala Innovation. “Our consultancy is committed to providing the necessary support and guidance to ensure that our clients’ projects not only meet the expectations and requirements set by the European Commission for each call but also contribute to the sustainable and competitive development of their organisations,” she adds.

Taking advantage of the opportunities offered by European calls requires a meticulous and strategic approach. “By following these recommendations and having the right support, you can navigate the complex landscape of European funding with confidence and effectiveness, ensuring that each step of the process aligns with the objectives and regulations of the European Union”, says Catalina. “This way, you can focus on what truly matters: executing an innovative project that generates a positive impact in your sector and on European society”, she underlines.