Click on the arrow to display information about the IKAA form (description) and Authorised roles to perform the tasks. 

How to complete the IKAA-Plan form for Joint Undertakings (JUs))

• Click the button to add an additional activity. You can add as many additional activities you deem necessary.

• Complete the details for each additional activity 

• • Good to know: 
    • • Only the fields marked as must be filled in before submitting the form. All other fields are optional and will not block the submission of the form.
      • To remove a specific additional activity, you have to click on
      • Clicking on at the bottom of each dedicated box, will expand or collapse the details of the additional activity. 
      • The search tool allows you to look for a specific reference entered in the form

How to complete the IKAA-Report form for Joint Undertakings (JUs)

The data introduced in the Plan form will be automatically pre-filled in the Report form and cannot be edited anymore. In the Report form, you can add only details for the sections related to reporting. Also, as you will report solely on the planned activities, it is not possible anymore to add or delete additional activities. 

* Note:

• The certificate on the statement of contributions must be submitted by 31 May N+1. To know how to submit the certificate together with the report form, check point 4 below (Provide additional information to the EU)
• The costs for additional activities that are not certified by an independent external auditor will not be included in the Consolidated Annual Activity Report, and will not be considered as IKAA contributions from the private members.
• The costs will not be audited by the Joint Undertaking concerned or any Union body (Article 11(2) of the SBA). The Court of Auditors, the EPPO and OLAF may still conduct audits, on-the spot checks and investigations on the contributions in accordance with their respective competences.
• The certificate on the statement of contributions should be uploaded after validation of the form.
• It is possible to report only incurred and not certified IKAA. In that case, the certificate on the statement of contributions will be submitted in the next reporting period and will include certified IKAA on several years.  If this is the case, after the submission of the form, the member should select the button ‘Proceed without additional information’.

How to complete the IKAA-Plan form for 'co-programmed partnerships' of the European Commission

• Select the partnership organisation;

• Click on the button  to add an additional activity (category); 

There are 9 additional activity categories, which refer to the global categories of the European Partnerships under Horizon Europe. An explanation of each category is displayed when selecting a category in the drop-down list. One category should be chosen per IKAA.

• • Once the category selected, the definition of the additional activity category will be automatically displayed

• • Good to know: 
    • Only the fields marked as must be filled in before submitting the form. All other fields are optional and will not block the submission of the form.
    • To remove a specific additional activity category, you have to click on 
    • Clicking on at the bottom of each dedicated box, will expand or collapse the details of the additional activity category. 

• After the category is selected, the user can select if there are additional activity reported under this category.

  • Selecting 'No' will display the estimated annual value per category amount (mandatory field to be completed).

• • Select 'Yes' to add an additional activity under that category, and then click on the button. Multiple additional activities can be reported for a specific category.

• • For each additional activity, you must complete all mandatory fields

How to complete the IKAA-Report form for 'co-programmed partnerships' of the European Commission

The report form 

• Select the partnership organisation;

• Click on the button  to add an additional activity (category); 

An explanation of each category is displayed when selecting a category in the drop-down list. One category should be chosen per IKAA.

• • Once the category selected, the definition of the additional activity category will be automatically displayed

• • Good to know: 
    • To remove a specific additional activity category, you have to click on 
    • Clicking on at the bottom of each dedicated box, will expand or collapse the details of the additional activity category. 

• After the category is selected, the user can select if there are additional activity reported under this category.

  • Selecting 'No' will not display anything

• • Select 'Yes' to add an additional activity under that category:
    •  complete the amount of funding per category
    • and then click on the button . Multiple additional activities can be reported for a specific category.

• • For each additional activity, you must complete all mandatory fields ()

How to use the buttons of the IKAA Plan/Report form

No.	Description of the action	Image
1.	Click on  Save data to preserve the added information. If the saved data is complete, a confirmation message is displayed. The Save data button is available only if all mandatory data is completed. To check if any information is still missing, use the Validation Summary button.
2.	The Validation Summary  button is displayed if one or more mandatory fields are not completed. Click the button to check if any information is still missing.  Click on the error to find out where the information is missing.  You can generate and view the pdf of the form only if no errors are displayed in the Validation Summary (all mandatory fields are completed).
3.	Click on Discard changes to revert the form to the last saved version. Select Yes, discard changes to confirm your decision.
4.	Click on  View PDF to download the PDF corresponding to the latest saved version of the form.*

*After submitting the task, you can use the Forms tab of the process to access the list of all saved versions of the form, select and view the content of the submitted version of this form. To check the submitted form, click Open.

Proceed without providing additional information

• If you want to submit IKAA without certification, select the button “Proceed without additional information” and follow the indications at point 5.  

Provide additional information to the EU

• A mandatory action -   Certificate on the Statement of Contributions* is displayed.

*An IKAA certificate on the statement of contributions needs to be provided and uploaded in the system. If the IKAA certificate is not provided for costs entered as certified, the EU will reject back the report. The document can be uploaded in the system as part of a second submission of the report to the EU.

• Click on the Upload button to upload the certificate (you can upload one or more files).

• If necessary, click Download to download the uploaded document or to delete the document(s).

The process goes to the status  Submitted  and the process step turns green (this means the process is in the hands of the EU now). 

Please note that only by saving the form, the system will not submit it to the EU. You need to click the Submit button for the EU to receive the IKAA form.

Then the process will be closed and archived: the process goes to the status  Closed and the process step turns green.

To access and download the process documents (i.e. the Acceptance letter sent by the EU), you may access the Organisation's details screen and click on the three dots and:

• Choose View archived processes:

• Click on View Process details 

• Open the Documents tab and click on the Download button.

Click on the Download button to download the Reply to Partner.

After you decided whether you will proceed with or without providing additional information and you finalised your actions, flag the checkbox and click on the Submit button. 

The process will progress once again to the status Submitted and Step 3 and Step 4 will be repeated until the process will be closed and archived. 

Click on the arrow to display information about the IKAA form (description) and Authorised roles to perform the tasks. 

How to complete the Amendment to IKAA-Plan form

The Amendment form contains all values from the initial planning and they cannot be deleted.  Most values are displayed in read-only form.

To amend the planning, you will be able to: 

• For the previously planned additional activities
  • Adjust duration and amount 
  • Include justification for the amendment of amounts and duration

• Add new additional activities, which were not included in the initial planning: click the   button to add an additional activity, complete all the mandatory fields and include a justification for the amendment

• • Good to know: 
    • • Only the fields marked as must be filled in before submitting the form. All other fields are optional and will not block the submission of the form.
      • To remove a specific additional activity, you have to click on - for amendments, you can delete only the newly added activities, as long as you did not submit the form
      • Clicking on at the bottom of each dedicated box, will expand or collapse the details of the additional activity. 
      • The search tool allows you to look for a specific reference entered in the form
      • To know more how to use the buttons at the bottom of the form, click here. 

*After submitting the task, you can use the Forms tab of the process to access the list of all saved versions of the form, select and view the content of the submitted version of this form. To check the submitted form, click Open.

Flag the relevant check box and click on the Submit button to submit your IKAA Report/Plan Form to the EU. The EU will be notified of the submission. 

Then the process will be closed and archived: the process goes to the status  Closed and the process step turns green.

Click on the Download button to download the Reply to Partner.

Once you finalised the amendment, flag the checkbox and click on the Submit button. 

The process will progress once again to the status Submitted and all steps will be repeated until the process will be closed and archived. All submitted versions of the amendment will be stored in the Forms tab.