Projects do not always go exactly as planned… and in today’s world that is completely normal. The innovation ecosystem is moving faster than ever, so even well-prepared projects can face unexpected challenges.

This is why Horizon Europe allows changes to Grant Agreements. If these changes are significant, they need to be formalised through an amendment.

But when do you need one, and where do you start?

Let’s break it down.

Can you change a Grant Agreement?

Yes, but not everything can be changed. There are three general conditions:

1. Grant Agreements can be amended if the changes do not fundamentally transform what was originally approved.
   This means that:

• the core objectives, the scope and the outcome must remain consistent with the primary version.
• work packages, tasks, deliverables and milestones should not be modified radically.
• the overall budget and funding plan should not be altered.
  

2. The standard Grant Agreement terms based on the Horizon Europe model remain non-negotiable. Only project-specific information can be modified.
   

3. Amendments must not breach the principle of equal treatment of beneficiaries. This weight falls on the Granting Authority to guarantee that the rules are applied consistently for administrative clarity.

Do all changes require an amendment?

No, but the differentiation is not always obvious. Some changes require a formal amendment while others do not.

Changes requiring an amendment:

Amendments are mandatory for all substantive or important changes to the Grant Agreement:

• changes to the work plan (Annex 1 of the Grant Agreement)
• addition of a new partner or affiliated entity
• changing the bank account declared for the project
• replacement of a subcontractor or an increase in the subcontracting budget
• significant budget shifts impacting the technical implementation
• suspension or extension of the project

Best practice: extending the project timeline is especially common and always requires a formal amendment. It is also very carefully reviewed, so a clear and strong justification is key.

Changes not requiring an amendment:

Minor changes with smaller impact on the project typically do not require an amendment. For example:

• short delays for deliverables or milestones
• reasonable and justified budget shifts
• changes in task sequence or timeline provided that the overall project duration is unaffected
• changes in beneficiary name, address or team composition

Important: even when an amendment is not necessary, changes must be promptly communicated to the Granting Authority. Their guidance will always depend on the specific project. A lack of transparency can have dire consequences for your grant.

When should you request an amendment?

Timing can make or break your amendment.  As a rule of thumb, you should submit an amendment request as soon as you become aware of a change that may affect your project.

Important: amendments must be submitted before the project end date. Amendment requests submitted after the project completion will be rejected. The only exception to this rule is changing the project bank account.

The amendment process

Amendments are handled through the Funding & Tenders Portal, and the process usually looks like this:

1. You must signal the changes to your Project Officer to obtain their approval to initiate the process.
2. Once you get the green light, you can open the amendment workflow in the Funding & Tenders Portal. The request and any supporting documents are submitted there.
3. The Granting Authority then reviews the amendment request to ensure it is complete and respects the formalities. You may be asked to implement updates or provide clarifications.
4. If everything is in order from a formal perspective, you can officially sign the amendment in the F&T Portal. This must be done in 45 days.
5. After your signature, the Granting Authority must decide in 45 days whether they approve the request.
6. In case of approval, the amendment enters into force.

What should my request contain?

Your request needs a clear and solid explanation addressing:

• what is changing?
• why is the change necessary?
• how will it affect the project?

You also need to demonstrate the viability of the project and explain:

• how the project objectives are still achievable
• how the changes make sense scientifically, technically, and financially
• how the project can be completed within the proposed timeline

Typically, when you remove or change part of the work, you may need to replace it with something equivalent.

Important: the Granting Authority also evaluates whether the circumstances leading to the changes could have been foreseen or avoided. In cases where changes could be avoided through better planning or a more adapted response; it may weaken your case.

If something changes in your project and you are unsure how to proceed, feel free to contact us at [email protected]. We will be happy to help you assess the situation and decide on the best next step.