Welcome to the help and guidance section devoted to 2014-2020 project implementation. The fields to the left allow you to consult resources based on the type of information you require.
Programme manual and templates
The 2014-2020 programme manual is the main reference document for anyone interested in:
- how Interreg Europe works
- how to apply for projects
- how to benefit from the Policy Learning Platform's services
- how to implement project activities and report them to us
Make sure you have the latest version (available via the link above).
Download a template of an action plan (annex 1 of the programme manual)
An action plan is a document providing details on how the lessons learnt from the cooperation will be implemented in order to improve the policy instrument tackled within a given region. The document specifies the nature of the actions to be implemented, their timeframes, the players involved, the costs, and funding sources.
In the context of Interreg Europe, a good practice is an initiative carried out under one of the programme's topics. It can be a methodology, project, process or technique that has evidence of success in reaching its objectives. The initiative will already be able to show tangible and measurable results. Moreover, a good practice should have the potential to be transferred to other geographic areas.
Since Interreg Europe is dedicated to improving regional development policies, a good practice is usually related to public intervention. A private initiative may be deemed 'a good practice' only if there is evidence that this initiative has already inspired public policy.
The good practices thus identified should be submitted online, through the Interreg Europe website directly.
The timesheet template can be used (but are in no way compulsory) to record the time worked by staff on delivering a project. It is important to note that a timesheet is not needed if the staff costs calculation can be based on fixed percentages. The timesheet is only applicable for projects approved under first, second and third calls.
For fourth call projects
The calculation method for people employed by the partner organisation working partly on the project on a flexible percentage (flexible number of hours per month) does not apply to projects approved under the fourth call. Fourth call project partners reporting costs for a person employed by the partner organisation on an hourly basis can still however use this template.
We have four PowerPoint templates ready to use under the link above. Select the one related to your topic and customise it with your project logo. Make sure it has the colour of your topic. Instructions on how to customise it are available at the same link.
The mid-term review is an important moment in the life cycle of a project.
The guide provides more information on how the review is carried out and will help you to fully prepare for the mid-term review meeting.
One of the core output indicators of the project is the number of people with increased professional capacity.
This note provides a survey template and further guidance on how to monitor the indicator.
Pilot actions are implementation-related activities dedicated to testing a new approach.
In principle, third call projects should wait until the mid-term review meeting to discuss the possibility of requesting a pilot action in phase two.
Fourth call projects should contact the joint secretariat to discuss the possibility of requesting a pilot action in phase one.
Download the templates:
The online system (iOLF) allows you to report on your project activities, results and finances. The joint progress report is made up of three sections:
- An activity report (joint)
- A result on policy instruments progress (per partner)
- Financial reporting (per partner)
For information purposes, you can find a template of section 1 and 2 of the joint progress report in word format below. Please note that the questions in the template are adapted to phase 2.
This template may help lead partners to prepare the first progress report of either phase 1 or phase 2, considering that section 1 of the joint progress report is under the sole responsibility of the lead partner and is visible in iOLF only at the end of the reporting period.
In comparison, sections 2 (Results) and 3 (Finances) of the progress report are visible at any time in iOLF through the policy instrument progress report and financial partners' reports. In these sections, each partner provides their data to their lead partner for the joint progress report.
Check out the tutorials below to learn more about reporting in iOLF:
In principal, the progress report covers six-month periods during phase 1 and one-year periods during phase 2.
The reporting periods depend on the project start date which is set by the programme's monitoring committee during the project approval process.
|Call||Reporting period||Deadline for submission|
01 April - 30 September
|01 January - 30 June
01 July - 31 December
|3r call||01 June - 30 November
01 December - 31 May
|4th call||01 August - 31 January||01 May|
|4th call||01 February - 31 July||01 November|
The duration of phase 2 is fixed to 24 months for projects from the first, second and third calls. For projects from the fourth call, the duration of phase 2 is 12 months.
|Call||Reporting period||Deadline for submission|
01 April - 31 March OR
01 July (first year)
|01 October - 30 September||
01 January (first year) 30 September (second year)
|01 January - 31 December OR||
01 April (first year)
|01 July - 30 June||
01 October (first year) 30 June (second year)
|3rd call||01 June - 31 May OR||
01 September (first year)
01 December - 30 November
01 March (first year) 30 November (second year)
|4th call||01 August - 31 July OR||31 July|
|01 February - 31 January||31 January|
* Exceptionally, the reporting period in phase 2 can be set to a six-monthly basis. The joint secretariat will communicate this to the projects in due time.
Find out more about finance, activities and results reporting. Download the presentations from the 4th call seminars.
What is a pilot action?
A pilot action involves testing a good practice or approach from a given region before rolling it out in another region. It can also apply to new initiatives designed together by project partners during phase 1 and tested jointly.
A pilot action needs to:
- Clearly contribute to the policy instrument tackled in the region where it is proposed
- Clearly derive from cooperation
- Be a new activity that would not be undertaken without funding from us
- Precisely define the measures that will ensure its durability if it is successful
The budget for a pilot action is usually between EUR 10,000 and EUR 80,000.
Find out more:
- Read the programme manual (section 4.2.2 page 49)
- Read about some of our approved pilot actions
- Download a list of approved pilot actions
Who can apply for a pilot action?
Only approved Interreg Europe projects can apply for a pilot action.
When can projects apply for a pilot action?
3rd call projects should wait until the mid-term review meeting to discuss the possibility to request a phase 2 pilot action. They should submit their request before the end of phase 1.
4th call projects should contact the joint secretariat to discuss the possibility of requesting a pilot action, which needs to be completed within phase 1 due to the phase 2 lump sum.
How to apply for pilot action?
To apply for a pilot action:
- Get in touch with your project’s lead partner and Interreg Europe project officer to discuss the idea
- Complete the ‘Pilot action request template’ and send it to us
Pilot actions need to be formally approved by our programme’s monitoring committee because they represent a change in the nature of the activities supported.
What is phase 2?
Phase 2 is an innovative measure introduced in Interreg Europe. It is dedicated to monitoring the implementation of action plans and the policy changes resulting from them.
Focus of phase 2 activities
Phase 2 focuses on monitoring:
- whether implementation of the lessons learnt from the cooperation happens
- whether the implementation leads to policy changes
See section 4.2.2 of the programme manual for more details on the content and activities financed under phase 2 and see our guidance note.
Recommendations to ensure a successful phase 2
Pro-active monitoring in phase 2 helps to keep partners and stakeholders mobilised and motivated.
See which measures we recommend in our guidance note to make sure your phase 2 is successful.
Programme reporting expectations
In phase 2, the overall structure of the progress report remains the same. But several instructions in the 'activity' and 'results' sections of the report have been changed to reflect the focus on implementing action plans.
Find out more about the changes to programme reporting in phase 2 in our guidance note.
We’ve put together answers to your frequently asked questions about the eligibility of certain costs related to the COVID-19 pandemic.
In this document, you will find guidance on:
- Working from home
- Employees in a stand-by situation or with reduced working time
- Postponed payments of part of the gross employment costs
Office and administration costs
- Protective equipment and sanitizing/disinfecting materials
- Allowance for indirect costs related to telework
- Improved Internet services
Travel and accommodation costs
- Fees for cancelled travel
- COVID-19 tests to travel abroad
External expertise and services
- Help with online meetings
- Cost for cancelled meetings
- Technical equipment and software for telework and online meetings
Important: Please remember that the purpose of this document is to give guidance on how to address these questions. But keep in mind that:
- The general principles stipulated in the relevant EU-regulations, subsidy contract, programme manual and national rules remain fully in place.
- You should always consult the responsible first level controller as well, in order to check your specific request in the light of the specific national/regional/internal context.
You should being implementing your communication strategy as soon as the programme's monitoring committee approves your project.
There are three components of your communication strategy that we set up in advance for you:
- Harmonised branding. All projects must follow the programme's corporate design guidelines when developing the communication tools. We provide you with a logo, a project poster and a power point presentation template, which meet these guidelines.
- Project website. The programme hosts all project websites. They are an integral part of the programme website and some of their content will be visible at the programme level (mainly in search, news and events).
- Sustainable communication principle. We only support the production of communication material that is directly necessary for meeting your communication goals. Material such as bags, pens, notebooks, USB sticks, and so on will not be accepted as eligible unless their need for a very specific communication activity is clearly explained and justified. Tell us what good the 'goodies' do for your project. Prior approval by the joint secretariat is necessary to produce such material.
In the video below, from our lead partner seminar, you will find a presentation on the programme's communication requirements. We have prepared a checklist on how to meet all the requirements - drafted for third call projects, but the principles apply for all our projects.
Your project logo should follow the template described in the Interreg Europe graphic identity guide (p.15). The logo is available in several versions (Vector 4-colour, greyscale, black & white, jpeg colour) and you can download it for your use.
NOTE! Please, do not use the programme logo (with four colour origami) in your communication material. Your project logo set is already part of the common programme visual identity.
The EU Regulation 1303/2013 Annex XII requires each project partner to display a project poster (A3 minimum) in their institution in a place readily visible to the public.
We provide you with a poster in English which meets all the requirements of this regulation. You'll get two high quality pdf files 'ready to print' (at your office or by a printing services firm).
You can edit and translate your poster. Just read the following points carefully:
- You can add your project partner logo(s)
- You can translate your poster into other languages
- Adding information or making other changes is at your own responsibility
- TV screens or roll-up banners cannot replace the poster!
If you wish to change the poster with your own designer, you'll have the source files at your disposal. They are grouped according to the calls and four topics/ colours.
If you make changes to the poster template we have provided, please share the resulting new poster with us by sending it to projects[at]interregeurope.eu.
The programme hosts all project websites. They are an integral part of the programme website and some of their content will be visible at the programme level (mainly in search, news and events).
The project websites are regularly updated with selected information from the online application/ reporting system (iOLF) and supplemented with sections edited and customised by each project.
Each project can allocate editing/ administration rights to the website to one or more project partners. They are then responsible for updating the project website at least once every six months.
If you are a project website administrator/ editor, the links below will be useful to you:
All our projects are required to harmonise branding with the programme's visual identity. Project branding guidelines contain information on how to use the logo and other templates, for example.
Stories about the benefits that EU funds bring to regions are in high demand, especially those presented in short videos. We have put together some resources to help you to produce your own videos.
Ten steps to making your video story
Follow our ten steps to produce a video about your project's successes.
- Select the best result achieved
- Turn it into a story
- Think of your audience
- Adapt the selected story to video format
- Arrange filming of your story
- Film your story
- Edit the footage
- Remember to follow the project branding guidelines
- Publish your video online
- Submit your video for our web-documentary
You can also watch our one-hour webinar on storytelling.
We've put together a 15-minute video to help you with the following technical matters:
- Story treatment
- Equipment list
- Interview setup
- Line of enquiry
- Archival material
- Start and end cards
- The edit
Tutorials & webinars
On 7 September 2017 we held a webinar on eligibility and finance reporting for lead partners of Interreg Europe projects. The recording is available below.
Find out more about finance, activities and results reporting.
Download the presentations from the 4th call seminars.
Below is a webinar for Interreg Europe project partners with video tutorials and answers to questions on reporting using the online system iOLF.
It was recorded in February 2020.
If you are looking for the webinar from 2017, you can still watch it here.
Find a selection of short tutorial videos guiding all project partners through reporting on their finances and activities below:
- Login and dashboard
- Updating partner contact details
- Report on policy instruments
- Creating a partner report
- Activities summary
- List of contracts
- Contact details
- Expenditure overview
- Budget line staff costs
- Budget line travel and accommodation
- Budget line external expertise and services
- Budget line equipment
- Submit to the FLC
- How to add web admins in iOLF
Find out more about finance, activities and results reporting. Download the presentations from the 4th call seminars.
How to prepare the joint progress report?
Joint progress report - partner report consolidation explained
Find out more about finance, activities and results reporting. Download the presentations from the 4th call seminars.
Our webinar for first level controllers on how to use the online reporting system iOLF was recorded in July 2017 and is available below.
A series of 8 videos for first level controllers on working in iOLF (Interreg Europe's online monitoring system).
The videos were recorded in May 2017.
Have a look at a tutorial about the flexibility rule for budget changes during the implementation of an Interreg Europe project.
We have produced a guidance note which explains the validation steps a good practice goes through before being visible online.
You may also use a repository of tools and templates put together by our projects.
And you can watch the recording of a webinar held on 6 June 2019, which explains the good practice submission system to project partners. Alternatively visit our FAQ section.
Use the links below to find a specific part of the webinar:
00:03:50 Nicolas Singer from Interreg Europe presents:
00:19:00 Verena Priem from Interreg Europe presents how to submit a good practice:
00:34:25 Validation process
00:47:05 Key points to remember
00:16:28 Q: Is it possible to save the submission form and go back to it later?
00:17:23 Q: How long does it take for a good practice to be approved?
00:33:22 Q: How do you define the geographical scope of a good practice?
00:39:15 Q: Could a good practice appear on the website after being validated by the web admin, and be rejected afterwards by the policy officer?
00:42:45 Q: Can a good practice be based on a private sector initiative?
00:44:25 Q: Is it possible to correct a mistake about a published good practice?
00:49:27 Q: For how long is a good practice is valid?
00:51:35 Q: Is it possible to submit a good practice developed by an SME?
00:52:30 Q: Do you have any good examples of a good practice?
00:53:55 Q: Where can projects get help on good practices?
00:54:30 Q: At what stage in the project are good practices usually submitted?
00:55:26 Q: Do you have any suggestion about how to identify good practices?
00:58:57 Q: Should good practices be linked to the project study visits?
00:59:30 Q: Can we identify good practices from outside of the partners regions?
01:01:01 Q: Can a good practice be counted towards the indicators in the progress report if the policy officer validates it, but the thematic expert does not publish it?
Watch a recording of the webinar on how to design action plans from 22 September 2020.
Approximate timestamps for the content discussed during the webinar:
- 00:04:55 Nicolas Singer from Interreg Europe presents how to design action plans
- 00:37:00 Q: Should the action plan contain only good practices from other partners or can it also focus on improving one's own good practices?
- 00:38:40 Q: Could the action plan contain private initiatives, supported by the region and focusing on public policy?
- 00:40:10 Lorenzo Sabatini representing several Interreg Europe projects shares his experience
- 01:01:45 Question and Answer session starts
- 01:03:00 Q: What indicators would be good for measuring the outputs of action plans?
- 01:05:25 Q: Who should implement the action plan, the project partner or the responsible public authority that endorsed the plan?
- 01:07:07 Q: What steps should be followed to design a realistic action plan and ensure good stakeholder participation?
- 01:09:40 Q: What about actions that neither come from our projects' good practices or from outside the project?
- 01:13:25 Q: Do the policy instruments we want to address in the action plan have to be financed by ERDF or can they be other regional policies?
- 01:15:30 Q: Can our focus on ERDF programmes go beyond the current period and focus on the future programmes?
- 01:16:55 Q: How much time does it take to draw up an action plan?
- 01:19:55 Q: In the present COVID-19 context with no face-to-face meetings, how can/should we draw up our action plans?
- 01:22:00 Q: What about pilot actions?
- 01:23:50 Q: How long should an action plan be? And what happens if we need to change the policy instrument we'd like to influence?
- 01:26:00 Q: How can we get stakeholders to help us draw up the action plan?
- 01:30:20 Q: What would be an example of an easy action and of a more complex action to include in the action plan?
- 01:35:00 Verena Priem closes with useful links and info
The online seminar presented an opportunity for partners of Interreg Europe projects to learn more about designing and implementing pilot actions.
Links to specific sections:
00:00:00 Start of the webinar and introduction by Charo Camacho (Interreg Europe)
00:04:25 Jason Martinez (Interreg Europe) presents how to design pilot actions
00:31:19 Q&A session starts
00:31:28 Q: How many pilots can a project apply for?
00:33:18 Q: Is it mandatory for a pilot to be implemented in 12 months, or can it be 6 months?
00:34:27 Q: How many proposals are typically approved in a monitoring committee assessment and how many need modifications?
00:35:48 Q: What information must be sent to the joint secretariat about pilots for pre-check?
00:37:43 Q: If a project is already implementing their action plans, can it still apply for a pilot?
00:39:10 Q: Is there any limitation to the role of advisory partner in supporting pilots and further exchange of experience?
00:40:44 Q: Is information about the already implemented pilots and their budgets available on the Interreg Europe website?
00:42:14 Daniela Kirchner (Film London) shares the Green Screen pilot action experience
01:01:55 Q&A with Daniela Kirchner and Charo Camacho
01:08:21 Q&A with the participants continues
01:09:15 Q: What is or isn't allowed in respect of the state-aid rules?
01:10:46 Q: Is it possible for an entity outside the project consortium to participate in a pilot?
01:11:38 Q: For the fourth call projects, when is the best time to apply for a pilot?
01:13:07 Q: Can the pilots cover small infrastructure costs?
01:14:02 Q: Can the project budget be used for pilot actions or do they have to be funded separately?
01:15:00 Q: Should the pilots of the fourth call projects be related to COVID-19?
01:16:14 Q: Should pilot actions work as an extension of activities if there are no COVID-19 related good practices?
01:17:52 Q: When will the pilot actions submitted in February be assessed and approved?
01:19:48 Q: Should the pilot(s) be implemented within the original extension of the project duration or can there be another extension?
01:21:22 Q: Can a pilot action be inspired by an external good practice not from the partnership?
01:22:43 Q: Is it obligatory to indicate a policy instrument with a budget to ensure durability?
01:24:19 Q: What are costs are ineligible for pilots?
01:25:13 Q: Is it possible to address a policy instrument other than the one initially indicated in the application form?
01:26:36 Q: Is it possible to address policy instruments for the next programming period?
01:29:29 Q: Is the budget for pilot actions additional to the 4th call lump sum?
01:30:34 Q: If a pilot action affects the next programming period, should the action plan address the whole new programming period?
01:31:45 Q: Can the COVID-19 or crisis-related policy instruments be tackled in the context of the new call?
01:34:31 Charo Camacho's wrap-up and concluding remarks
Presentations from the webinar:
In September 2019, we hosted a webinar to help website administrators edit their project websites.
00:30:43 key points to remember
00:42:05 writing for the web
00:44:43 Google Analytics report
00:55:21 contact us & help
00:35:43 Q: Is it possible to use free images from online databases?
00:36:37 Q: How can we change the contacts on the contact page?
00:37:43 Q: Is it possible to get a preview of the editing before publishing?
00:38:45 Q: How many calls to action can we have on the sidebar?
00:40:29 Q: Does the news published on project website also appear also on programme website?
00:49:13 Q: Is it better to have a Twitter account titled with project acronym?
00:50:57 Q: Can we have access to the Google Analytics account?
00:51:28 Q: Where can we find info on the monthly Google Analytics report?
00:52:35 Q: How can we get people to visit project pages?
This webinar is for communication managers of Interreg Europe projects. In it, you will explore the art of storytelling and learn how to create a video about your project's results.
00:07:00 The five W’s of storytelling
00:34:43 How to tell a story?
00:42:15 Words, numbers and images
00:52:23 Examples of videos
00:55:34 Your project video
00:59:06 Key storytelling tips
Questions and answers
00:26:26 Q: How do you start building a story?
00:28:27 Q: What advice could you give us on music and visual copyrights?
00:30:14 Q: What about focusing on the description of the project from the beginning?
01:01:42 Q: What is the animation programme used for the animated video?
01:02:53 Q: What is the standard length you advise for a video?
01:05:22 Q: What about language? Should it be in English only?
01:08:26 Q: Do you think writing a target audience profile helps?
01:10:37 Q: Is there any additional support to produce the video?
01:11:58 Q: Would it be better to send the video to joint secretariat for verification before publishing it?
The online seminar was targeted at the lead partners and communication managers of projects that achieved results and wondered how to share them in an appealing way. It was an opportunity to learn from good examples from other Interreg Europe projects and discuss communicating results in general.
You can watch:
- 00:04:55 Miia Itanen from Interreg Europe introduces the topic
- 00:08:35 CD-ETA project result video
- 00:12:55 Diana Tzvetanova Miteva with Iliana Valentinova Georgieva from the CD-ETA project share their communication experience
- 00:28:15 iEER project result video
- 00:31:45 Christine Chang from iEER project sharing her communication experience
- 00:44:20 Q&A with the two Interreg Europe projects
- 00:58:20 Miia Itanen presents 10 tips from other Interreg Europe projects
- 01:11:40 Interview with Petra Polaskova from Interreg Europe about the programme support for project communication
- 01:33:00 Miia Itanen wraps up the webinar
The webinar was recorded on 26 November 2020.
Watch a webinar recording presenting the programme's guidance and giving tips from a project lead partner and a set of questions and answers about project closure.
Click the direct links below to see:
- 00:04:00 Aleksandra Niechajowicz presents the Project closure guidance
- 00:18:15 Camille Milloir and Ignacio Rada discuss specific tips from a project lead partner
- 00:27:40 Q&A session starts with Alexis François, Aleksandra Niechajowicz and Etienne Verhelle. You can learn about:
- 00:27:55 FLC costs and the last progress report
- 00:29:50 Deadline for submitting the progress report
- 00:30:20 Responsibility of partners regarding archiving
- 00:32:30 What to archive
- 00:33:30 On-the-spot checks in centralised systems
- 00:34:45 Availability of the last progress report template
- 00:35:50 Availability of the updated figure regarding website sessions
- 00:36:50 Difference between the last progress report and the final report
- 00:38:15 About updating the project website
- 00:39:05 A delay in submission of the last progress report
- 00:40:45 About the length of the clarification phase of the last progress report
- 00:42:15 A failure to reach a policy change before the project's end
- 00:44:05 The budget overspending
Watch three separate videos about the lump sum. Or have a look below at a webinar recording from 24 February 2022, presenting the three videos and Q&A that followed each of them.
- What is the lump sum
- Evidence of activities
- Impact on phase 1 closure
Webinar about the lump sum
See the key points presented and questions asked below:
- 02:35 Ilaria Piazza presents what the lump sum is
- 11:20 Camille Milloir presents the activities and outputs needed to receive the lump sum
- 23:35 Alexis François presents the impact of lump sum on phase 1 closure
- 07:05 How is the lump sum defined?
- 07:58 What will the reporting of phase 2 look like?
- 09:00 How will the lump sum be paid to the lead partner and then to the project partners?
- 09:40 Can the distribution of the lump sum be changed?
- 10:30 What happens with the lump sum if one output is not completed?
- 17:40 How can you prove the number of participants at hybrid events?
- 19:00 Do online participants count in the required number of participants for the final event?
- 19:20 What if the actual costs are different from the lump sum?
- 20:00 What is the deadline for the phase 2 report?
- 20:40 What if one partner cannot participate in phase 2 because of no action plan?
- 22:20 What should be the topics of the partner meeting in phase 2?
- 28:10 How will the phase 2 progress report be different from the phase 1 report?
- 29:00 Can the partner meeting in phase 2 be fully online?
- 30:10 Can the duration of phase 1 be extended if there are delays in reporting or in activities?
- 31:20 Can we add a delayed partner report from phase 1 to the report for phase 2?
- 32:10 How is it with the FLC costs for the last report of phase 1?
- 33:25 If a partner does not have an action plan and cannot participate in phase 2, should the partnership agreement be updated regarding the sharing of the lump sum?
- 34:30 How will the payment of the lump sum be done?
A project partnership agreement is the key document between a lead partner and the other project partners, extending the arrangements of the subsidy contract to the level of each partner.
The subsidy contract is the key document between a lead partner and Interreg Europe's managing authority.
Learn more about the subsidy contract from the recording of the lead partner welcome webinar, held on 27 March 2018.
We try to include all the information you will need. If you think something is missing, please let us know.
Our online reporting system will open near the end of your reporting period.