Guidance

Register to claim Erasmus+ and ESC funding from the government guarantee

Organisations in receipt of funds or those who have submitted a bid to Erasmus+ and the European Solidarity Corps (ESC) should follow this process to register ahead of making a claim against the HMG guarantee.

If the UK leaves the EU under the terms of the withdrawal agreement, Erasmus+ and ESC funding payments and bids will continue as normal until the end of the programme in 2020.

We continue to recommend that applications be submitted to the European Commission or the UK National Agency for the 2019 Erasmus+ and ESC call for proposals as normal.

On 19 March the Commission adopted an Erasmus+ Contingency Regulation, to minimise disruption to Erasmus+ learning mobility activities in the event that the UK leaves the EU without a deal. This would cover individual learning mobilities already underway at the point the UK leaves the EU, including higher education and vocational education and training (VET) learners and staff, and youth mobility.

If you have a grant for a project that includes participants who would be covered by these arrangements, please continue to make claims for interim and final payments as normal. If your project’s payments are covered by the Commission, you will not need to make a claim against the guarantee.

What the HMG guarantee covers

In 2016, the government announced that it would guarantee EU funded projects before the UK leaves the EU in order to provide more certainty for UK organisations over the course of EU Exit. This guarantee was extended in July 2018 to cover successful applications for EU funding until the end of 2020. The guarantee ensures that UK organisations such as charities, businesses and universities continue to receive funding over a project’s lifetime if they successfully bid into EU programmes before the end of 2020.

If the UK leaves the EU without a deal, you may no longer receive EU funding for Erasmus+ and ESC projects and may need to make a claim against the HMG guarantee.

In the event that the UK leaves the EU without a deal, the UK will engage with the Commission with the aim of securing the UK’s continued full participation in Erasmus+ and ESC until 2020. There is a range of options for the UK’s continued participation in Erasmus+ and ESC until 2020, which will have different levels of access to Erasmus+ and ESC programme activity. The government will need to reach agreement with the EU for UK organisations to continue participating in Erasmus+ and ESC projects and is seeking to hold these discussions with the EU.

The government aims to minimise the impact on projects in a no deal scenario. We will work closely with the UK National Agency to update organisations when more information is available from the Commission. You should not terminate your EC grant agreement unless formally instructed to do so by your relevant UK authority. Home organisations will keep participants updated on any changes.

The HMG guarantee will cover the payment of awards to UK applicants for all successful Erasmus+ and ESC bids submitted before the end of 2020. Successful bids are those that are approved directly by the Commission or by the UK National Agency and ratified by the Commission.

This includes projects and applicants that are only informed of their success, or who sign a grant agreement, after the UK has left the EU, and commits to underwrite funding for the entire lifetime of the projects.

If discussions with the Commission to secure UK organisations’ continued ability to participate in the programme are unsuccessful, the government will engage with Member States and key institutions to seek to ensure UK participants can continue with their planned activity so far as possible.

UK organisations should consider bilateral or multilateral arrangements with partner organisations that would enable their projects to continue in these circumstances and further guidance is available below.

The guarantee covers funding committed to UK organisations. It does not cover funding committed to partners and organisations in other Member States and other participating countries. This means that where a UK organisation is the lead member of a partnership, any funding it distributes to non-UK associated beneficiaries is not covered by the guarantee.

In the event that the HMG guarantee is called upon, it will be for the Commission and other countries to consider how to fund non-UK organisations.

Checking your project will be eligible for the HMG guarantee

To be eligible, the project must meet all the eligibility criteria relating to the Key Action under which the proposal has been submitted. Under the HMG guarantee you will be asked to provide:

  • evidence that you are a UK legal entity
  • evidence that your project was eligible for funding and with a contract in place
  • evidence of your successful bid - this should be your grant agreement number
  • confirmation of sterling bank account details for your organisation. If you intend to make a claim against the HMG guarantee, you will need to have a bank account that accepts payments in pounds sterling (GBP). This can be demonstrated by uploading proof within your registration file.

Registering for the HMG guarantee

Registration for Erasmus+ and ESC claims is available now.

This form is available on the Grants Management Function page of GOV.UK.

You will need to submit a recipient registration form to make a claim against the HMG guarantee. This includes centralised, decentralised and UK partners who are involved in successful Erasmus+ bids before the end of 2020.

You are not able to register a project for the guarantee until the bid has been confirmed as successful. If you are already receiving funds, you can register now.

Making a future claim against the HMG guarantee

After registering, you will receive an email from the Department for Education once the HMG guarantee is triggered. This will include a link and an invitation code that you can use to access the HMG guarantee system for Erasmus+ and ESC.

Once you have opened the link in the email, you will be asked to enter your invitation code and create an account.

Making sure you keep relevant records

Once you have registered and created an account on the HMG guarantee system for Erasmus+ and ESC, the UK National Agency will contact you to confirm what records and information you will need to provide to make a claim in future.

You will need to provide some key information about your organisation, your project and your funding:

  • organisation name
  • Companies House/charity number (where applicable)
  • Erasmus+ or ESC organisation type
  • company address
  • case number
  • grant agreement number
  • name of scheme
  • project name
  • EU funding contribution
  • project start date
  • project end date
  • date of next EC payment (expected date)

If you need to make a claim against the HMG guarantee you will need to provide evidence of the following, as applicable:

  • confirmation that EU funding has been withdrawn: if awaiting on date of funds being withdrawn you will be able to either enter the date manually on the HMG guarantee claim tool or upload documentation when details are provided. If you claim through the UK National Agency, they will have provided you with this confirmation.
  • a list of UK and non-UK partners still involved in the project
  • bilateral/multilateral agreements being in place - you do this by uploading a Confirmation of continuation form (MS Word Document, 16.1KB)

  • expenditure you have incurred during the project, both before and after the UK leaves the EU. That is:
    • the EU funding contribution
    • amount pre-financed
    • spend to date
    • expected date and amount of next EC payment and all annexes - please note that expenditure post EU exit can only relate to costs incurred by UK organisations
  • if necessary, a child protection form for all schools and youth projects

Please be aware that both eligibility and validation criteria must be complied with for the entire duration of the grant if you wish for funding to continue.

Confirming bilateral and multilateral agreements

In order to establish if a bilateral (with 1 other partner) or multilateral (with 2 or more partners) agreement is possible for your project, you should contact your project partners and ask them whether they would be willing and able to continue the project in the event the UK left the EU without a deal.

In order to make a claim for project continuation against the guarantee, you will need to provide a letter from the head of your organisation (for example, the vice chancellor of a higher education institution or the headmaster of a school) confirming agreement has been reached with the other institutions involved in your project(s).

You should now seek written assurance from the other organisations within your project(s), keeping copies of affirmative responses to demonstrate that the project can continue.

You can draft your own communication to seek this assurance, but we recommend your letter asks your partners to confirm the following:

  • can your partner(s) continue to meet the original objectives set out in your proposal?
  • for Key Action 2 projects, are your partner(s) willing to continue and have financial cover for any gaps in funding that arise as a result of EU exit?

You should also consider the impact of other factors resulting for the UK leaving the EU without a deal.

The Department for Education has produced additional guidance relevant to your sector:

With written assurance from your partners that your project can continue, you should complete a Confirmation of continuation form (MS Word Document, 16.1KB) , which you must provide as part of your claim against the HMG guarantee.

More information

The latest information relating to UK participation in Erasmus+ and the ESC in the context of our exit from the EU can be found on the Erasmus+ National Agency website.

Further information about ESC can be found on the ESC National Agency website. Full information about the Erasmus+ programme can be found on the Erasmus+ website.

Alternatively, contact:

Published 8 April 2019