On June 18, 2025, the National Erasmus+ Office in the Kyrgyz Republic organized a coordination webinar focused on the preparation of intermediate and final reports for Erasmus+ Capacity Building in Higher Education (CBHE) projects, in line with the requirements of the European Education and Culture Executive Agency (EACEA).
The webinar brought together project coordinators, financial managers, and partner institution representatives to review the reporting process and clarify the standards set by EACEA. The 3.5-hour meeting was moderated by the National Erasmus+ Office and featured in-depth sessions led by experts from EACEA and NEO Kyrgyzstan. The main objectives were to ensure a shared understanding of reporting requirements, review progress on project deliverables, clarify documentation standards, and improve coordination among partner institutions.
Key topics covered included:
– Structure, content, and financial requirements for EACEA reporting
– Status updates on work packages and required documentation
– Preparation of supporting documents and audit-readiness
– Common reporting errors, practical recommendations, and examples of best practices
– Division of roles and planning for timely report submission among project partners
Key Highlights of the Meeting:
- Ms. MariaSol Parrado from EACEA (Brussels) opened the technical sessions with a presentation on the key elements of interim and final reporting, providing a clear overview of narrative and financial templates, common mistakes, and best practices.
- Ms. Nurgul Kasenova, Project Manager at NEO Kyrgyzstan, led a review of project deliverables and work packages, focusing on compliance with planned outputs, documentation formats, and handling deviations from the workplan.
- Ms. Gulnara Isaeva, National Coordiator at NEO Kyrgyzstan, facilitated a session on financial documentation and audit readiness, highlighting critical requirements for staff costs, travel, equipment, and subcontracting, as well as the importance of maintaining a clear audit trail.
Outcomes:
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Participants gained a clear overview of the structure, content, and financial components required by EACEA for both interim and final reports.
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Institutions reviewed the status of work packages and confirmed the availability and quality of required documentation, including supporting annexes.
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: The meeting provided practical guidance on the preparation of essential supporting documents such as timesheets, attendance lists, and dissemination evidence, enhancing audit-readiness.
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Coordinators discussed frequent reporting errors and received actionable recommendations and real-life examples of effective practices to ensure compliance and quality.
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Partners agreed on internal responsibilities and a timeline for completing and reviewing reports, improving coordination and accountability across consortia.
This webinar served as a practical guide for ensuring high-quality reporting and reinforced the importance of accurate documentation and timely coordination within Erasmus+ CBHE consortia.
