Which consortium changes require an amendment? 

Consortium amendments are necessary when changes affect the composition or responsibilities of project partners. Common reasons include:

• Withdrawal of a partner: a partner may need to leave the consortium due to financial difficulties, changes in organizational priorities, or other unforeseen circumstances.  

• Inclusion of a new partner: to fill a gap left by a departing partner or to address new technical or scientific needs that arise during the project

• Change in roles or responsibilities: adjustments to the work plan or redistribution of tasks among partners may require changes to the project’s Description of the Action. 

Who needs to submit the amendment and What are the steps? 

The responsibility for submitting an amendment lies with the project coordinator. The amendment process is managed through the European Commission’s Funding and Tenders Portal.  

Here’s a step-by-step guide: 

1. Inform the Project Officer (PO): open communication with the assigned PO is critical. The coordinator should inform the PO of the intention to submit an amendment as early as possible, explaining the reasons and potential impacts on the project. 

2. Initiate the amendment request: log into the Funding and Tenders Portal and select the option to launch an amendment (Under Launch a new interaction with the EU). 

3. Engage all partners: keep all consortium members informed and involved in the Amendment preparation and related decision-making process. 

4. Prepare the required documentation: 

Annex 1 (Description of the Action, formerly Part B of the Proposal): Update the technical content, including changes to tasks, deliverables, and responsibilities. 

• Annex 2 (Estimated Budget for the Action): Reflect any financial changes resulting from the amendment.
• Accession Form (if a new partner is added): The new partner’s formal agreement to join the consortium.
• Part A of the Proposal: Ensure references to task ownership and deliverables align with the updated consortium structure. 

Review and update references 

Carefully review and update all references in Annex 1 (Part B) to ensure consistency with the revised consortium roles and responsibilities. Align Part A references, particularly regarding task owners and deliverables, with the updated details in Annex 1. 

All consortium members should review and agree on the proposed changes before submission. A written record of their approval is recommended.   

Once all documentation is in order, the coordinator submits the request via the portal. The PO and EC services will review the amendment and may request additional information or clarifications. 

Monitor the Review Process: 

The amendment process can last up to 45 days, depending on the complexity of the changes and the responsiveness of the consortium. Typically, the timeline for review and approval is as follows:

• Initial review by the PO: 2-3 weeks.
• EC Internal Review: 4-6 weeks.
• Final decision and notification: 1-2 weeks.

The process of amending a Horizon Europe consortium can be complex and time-consuming. By engaging a specialized consultant you will benefit from:

• Having successfully led numerous amendments, a consultant can anticipate challenges and streamline the process.
• Our consultants will take the lead in coordinating the amendment process, proposing effective solutions, and ensuring compliance.
• With an expert handling the administrative and procedural complexities, partners can focus on their core project tasks.
• Our consultants will ensure that all documents are aligned, references are consistent, and best practices are followed.  

Let Nordic Innovators piece everything together so your consortium can focus on implementing the project—confident that the amendment process is in expert hands.