EU Funding and Tenders Portal My Proposals: Status Table

By Aoba Works · Published October 23, 2026 · 16 min read

How this guide was made: drafted with AI assistance from the official sources linked below, then passed an automated editorial check before publishing. Our process

• Funding And Tenders Portal
• Horizon Europe

In the EU Funding & Tenders Portal, My Proposals (now listed as Proposals in the left-side menu) shows each application as a draft, submitted or withdrawn record. After the call closes, the outcome appears under three dots menu > Follow-up. Evaluation results, the Evaluation Summary Report (ESR) and your result letter are posted at My Proposals > three dots > Follow-up > Proposal Management & Grant Preparation > Documents (Online Manual). The status label tells you where the proposal is. The letter in that Documents folder tells you what to do next. This guide covers both.

Which option is right for you?

Pick your starting point from your current situation. You don't need to read every section if your status already tells you where you stand.

A short reason for each choice: the time-stamped PDF is the only proof of what was received. Overwriting is allowed only until the deadline. The redress clock starts when you receive the letter, not when you happen to open it. The default 180-day filter hides older proposals, which catches out anyone tracking several calls (IT How To: Follow up your proposal).

If you can't log in or see the Proposals menu at all, sort out access first. Start with EU Funding and Tenders Portal Registration: PIC in 6 Steps and EU Funding and Tenders Portal Two Factor Authentication 2026.

Quick status decoder

The portal manual describes the lifecycle, but the wording on screen and in letters varies a little by programme. Use this table to translate each status.

Sources for the table: Follow up your proposal, Submit, Evaluation and evaluation results.

What does 'status: submitted' mean in My Proposals?

Submitted means the Commission received your proposal before the deadline. Only the most recent submitted version will be evaluated. After submission, the proposal has been "sent to the European Commission services for evaluation" (IT How To: Submit).

The status is not locked until the call closes, though. Until the deadline, the coordinator can keep editing and resubmitting, and "every submitted version will replace the previous one" (Online Manual: Electronic proposal submission). After the deadline, "no further corrections or re-submissions are possible", and you only have read-only access.

Steps to confirm a submission properly

1. Log in and open Proposals in the left-side menu (older guides call it My Proposals).
2. Find the proposal, click the three dots menu and choose View Submitted.
3. Download the proposal. The portal provides "a digitally signed and time-stamped version of the latest submitted version" (Submit).
4. Open the PDF and check that Part B is the right file, page counts fit the limit and all annexes are attached.
5. Check the inbox of the coordinator's contact persons. "All contact persons of the coordinating organisation will receive an e-mail" with the e-receipt (Electronic proposal submission).

Pitfalls and fixes

• The signed PDF isn't there yet. The time-stamped version "can take from a few seconds up to several hours to be visible" (Submit). Don't resubmit in a panic. Wait, then check again. This is one reason the portal advises submitting well ahead of the deadline.
• A partner uploaded a newer Part B but nobody pressed Submit. Only the coordinator can submit (Proposal roles and access rights). An uploaded file sitting in a draft is not part of the submitted version.
• Continuously open calls behave differently. "The re-edit functionality is not available for continuously open calls" (Electronic proposal submission), so check everything before you press Submit.

What does 'status: withdrawn' mean and can I resubmit?

Withdrawn means the coordinator removed the proposal from evaluation. You can undo it by resubmitting the same proposal before the call deadline. The portal says: "If your proposal is withdrawn, it will not be considered for evaluation. However, the system will keep the proposal draft and the withdraw action may be reversed by re-submitting the proposal before the call deadline" (Submit).

You don't create a new proposal. You resubmit the same record, which keeps its ID.

How to withdraw, and how to reverse it

1. Go to My Proposals > View Submitted > Withdraw proposal (Step 6 of the submission wizard) (Electronic proposal submission).
2. Type the reason for withdrawal. The field is required.
3. Confirm. The Proposal Coordinator gets an email notification.
4. To reverse it, open the draft again, make any changes and press Submit before the deadline. The status changes back to Submitted.

After the deadline, the self-service button is gone. "If you wish to withdraw a proposal after the deadline, you need to request it via the IT Helpdesk" (Submit).

Example

Here is an illustration. A consortium submits on Monday for a Thursday 17:00 Brussels-time deadline. On Tuesday, a partner says it can't sign up to the budget, so the coordinator withdraws the proposal. On Wednesday, a replacement partner is added in Step 4 and the coordinator presses Submit. Because this happens before the deadline, the proposal goes back to Submitted and will be evaluated. If the coordinator waits until Friday, the proposal stays withdrawn and is not evaluated.

Retention

Withdrawn proposals are accessible until the call closes and then "typically" for 90 days, although the "amount of days can differ from one call to another" (Follow up your proposal). Download your files before they disappear. The Delete Proposal action permanently removes drafts and withdrawn proposals, so only use it if you no longer need the content.

What does 'evaluation ongoing' mean and how long does it take?

After the deadline, your submitted proposal goes through admissibility and eligibility checks, then expert scoring. For most Horizon Europe calls, results arrive about 5 months after the deadline. The portal shows no step-by-step progress bar. Your proposal simply stays Submitted until a letter appears in Follow-up.

First, the granting authority checks admissibility ("complete and properly put together") and eligibility. Proposals that pass go to an independent evaluation committee (Admissibility and eligibility check). The evaluation itself has three steps: individual evaluation (usually "at least three individual evaluators"), a consensus group, and a panel review that ranks the proposals above the threshold (Evaluation and evaluation results).

Official timelines (Horizon Europe, as of October 2026)

Sources: Horizon Europe Work Programme General Annexes (2026-2027 General Annexes) and NCP Flanders two-stage infosheet. REA gives the evaluation phase as "up to five months" (REA: How to apply). The topic's call conditions always take priority over these defaults. The Online Manual says the timing for your call is in the call conditions on the Topic page (Evaluation and evaluation results).

Other programmes, such as Erasmus+, CERV, LIFE and Digital Europe, set their own dates. EIC Accelerator cut-offs also follow their own rhythm. See EIC Accelerator Deadlines: 2026 Cut-Off Dates and Steps. For a two-stage example with real dates, see HORIZON-HLTH-2027-02-TOOL-01-two-stage: Dates & Page Limits.

What to do while waiting

1. Write the "time to inform" date from your topic page into the consortium calendar.
2. Make sure the coordinator's contact persons keep valid accounts and 2FA. Results go "through the coordinating organisation".
3. Don't contact evaluators or ask for interim scores. You won't get them.

What does 'above threshold but not retained' mean?

Your proposal passed every quality threshold but ranked below the budget cut-off. It is either on a reserve list or rejected because the money ran out. The portal manual says a proposal must score above each criterion threshold and the overall threshold, and also be "ranked sufficiently to be above the budget-threshold (relative positioning in the list of all proposals)" (Award criteria).

So there are two different bars. The quality threshold is absolute. The budget threshold is relative and depends on how many good proposals competed for the same topic budget.

Reserve list vs rejection

• Reserve list. "If the available budget is too small to fund all above-threshold proposals, some proposals may be put on a reserve list. These will then be offered funding if a higher-scoring project does not go ahead or additional funds become available" (Evaluation and evaluation results).
• Rejected despite being above threshold. If no reserve list is kept, or your rank is too low for it, you get a rejection letter even though your scores passed.

Example

Here is an illustration with made-up numbers. A topic has a budget for three projects. Your proposal scores 12.5/15, which clears the 10-point threshold. Five proposals scored 13 or higher, so yours ranks sixth. The letter puts you on the reserve list at position 3. You are funded only if three higher-ranked projects drop out or extra budget appears.

Pitfalls and fixes

• Treating reserve as rejection. Partners may commit staff to other projects. Keep the consortium informed and available until the letter says the list is closed.
• Filing redress because "the score was high enough". Redress covers procedure, not merits (see the FAQ). A good score that ranked too low is not a procedural error.
• Resubmitting unchanged. The ESR comments show where you lost the half-points that cost you your rank. Fix those first. Our Part B scoring map links each criterion to the template sections.

How do I read the Evaluation Summary Report (ESR) scores?

In Horizon Europe, the ESR gives a score from 0 to 5 for Excellence, Impact and Implementation. The threshold is 3 per criterion and 10 out of 15 overall, unless the call says otherwise (General Annexes). Half-marks are allowed, according to the official evaluation forms (HE RIA/IA evaluation form).

Score meanings (Horizon Europe evaluation forms)

Source: Horizon Europe evaluation form (RIA/IA).

Thresholds by stage (as of October 2026)

Sources: General Annexes, NCP Flanders. Other programmes use other criteria, such as "relevance" in Erasmus+, and other thresholds. The Online Manual says the labels "vary" and refers you to the call conditions (Award criteria).

How to read the report

1. Check each criterion score against the threshold first. One score of 2.5 rules out funding, whatever the total.
2. Read the comments under each criterion. They are the consensus view, not one evaluator's opinion. During evaluation, each expert writes an individual evaluation report (IER), and the ESR merges them (Online Manual).
3. Check that each comment matches its score. If the text lists only strengths but the score is 2, that mismatch is a legitimate redress ground ("lack of coherence between scores and comments") (Complaints about proposal rejection).
4. Turn each listed shortcoming into a fix for your next submission.

A two-stage detail: successful stage-1 applicants get no ESR at that point. "The Commission publishes generalised feedback", and the stage-1 ESR arrives later together with the stage-2 result (NCP Flanders).

What does 'Grant Agreement Preparation (GAP) started' status mean?

It means you received a grant preparation invitation letter. The coordinator must now enter the grant data, and all partners must clear legal and financial validation. It does not yet mean you have the money. The manual is explicit: "invitation to grant preparation is NOT a formal commitment for funding" (Evaluation and evaluation results).

Selected proposals move from Proposals to Projects. To open them, click the three dots and choose Manage project, which takes you into the Grant Management Services system (Follow up your proposal).

Steps for the coordinator

1. Open My Projects > three dots > Manage Project > Proposal Management & Grant Preparation > Grant agreement data preparation (Grant preparation).
2. Check the roles. The minimum set is the coordinator's Primary Coordinator Contact (PCoCo), the LEAR and the Project Legal Signatory (PLSIGN). Each other beneficiary needs a Participant Contact (PaCo), a LEAR and a PLSIGN (Online Manual v1.1).
3. Ask every partner without a validated PIC to answer the Central Validation Service quickly. Each organisation also has to appoint its LEAR.
4. Have partners enter their own legal, administrative and financial data.
5. Finish the Description of Action. Part A tables are filled in by the system. Part B is the narrative PDF based on your proposal. Make sure it matches any changes requested in the invitation letter.
6. Complete the work plan tables, deliverables and milestones. Then submit the grant data, which triggers Final legal checks and Grant signature (Grant preparation).

At the same time, the granting authority runs legal entity validation, a financial capacity check and non-exclusion checks. If your topic involves ethics or security issues, those reviews also happen before signature. Ethics results are posted at My Projects > three dots > Manage Project > Document Library (Special procedures). Ethics requirements can become extra deliverables in a work package the system creates automatically.

Pitfall: an SME partner registered quickly, but its PIC was never validated, and that stalls the whole consortium. To avoid this, validate PICs as early as possible (PIC registration guide).

How to check who is assigned as coordinator vs partner in a proposal?

Open the proposal and look at Step 3 (coordinator) and Step 4 (participants) of the wizard. After the call closes, use Proposals > three dots > Manage Consortium. Submission roles are "managed in the proposal itself", not through the portal's general Manage Roles function (Proposal roles and access rights).

Steps

1. Before the deadline, open the draft with Edit Draft. Step 3 shows the coordinating organisation and its PIC. Step 4 lists each participant with its contact persons (Electronic proposal submission).
2. For each contact person, check the access type: full access, or read-only (Team Member).
3. After the call closes, use Manage Consortium. Changes there affect only who can see the proposal, not who is in the consortium.

Roles at a glance

Source: Proposal roles and access rights. The person who starts the proposal becomes its main coordinator contact.

Example: a university research office creates the proposal for a professor, so the office's staff member becomes the main coordinator contact. If that person goes on leave, nobody else can submit unless a full-access contact was added in time. Add a second full-access contact for the coordinator early.

How to download the proposal and evaluation documents from My Proposals?

You get the submitted PDF from View Submitted. Result letters and the ESR are at Follow-up > Proposal Management & Grant Preparation > Documents. In the newer grants interface, they are filed under "Process documents" in the project document library (Redress).

Steps

1. Open Proposals and set the filter to All records if the proposal is older than 180 days (Follow up your proposal).
2. For the proposal itself, go to three dots > View Submitted and download the signed, time-stamped PDF.
3. For results, go to three dots > Follow-up. Then open Proposal Management & Grant Preparation > Documents. You'll find the ESR and the rejection, reserve or invitation letter there (Evaluation and evaluation results).
4. Inadmissible or ineligible proposals get their rejection letter in the same place: My Proposals > Actions > Follow-up > Proposal Management & Grant Preparation > Documents (Admissibility and eligibility check).
5. For ethics review results on funded projects, go to My Projects > Manage Project > Document Library.

Save copies outside the portal. Unsuccessful proposals stay visible in "final" status for "3/5 years (varies from programme to programme)", and drafts and withdrawn records disappear after about 90 days (Follow up your proposal).

Next steps

Today, take one or more of these steps.

1. Open Proposals, switch the filter to All records and download the time-stamped PDF of every submitted proposal you're responsible for.
2. For any proposal with a result letter, write down the date you received it and the date 30 days later. That is your redress deadline (Redress).
3. If you were invited to grant preparation, ask every partner to confirm that its PIC is validated and that a LEAR is appointed.

If you'd rather not do this yourself, you have two main options:

• National Contact Point (NCP). Free, government-funded advisers for Horizon Europe in each country. They are good for interpreting an ESR or a letter. They won't write or manage your grant for you, and response times vary by country.
• Private grant consultant. Some handle resubmission rewrites and grant preparation for a fee or a success fee. Fees vary widely, so ask for a written quote and check it against the official rules (as of October 2026; check the provider's own page). A consultant suits a team with no grant office facing a tight resubmission date. It makes less sense for a university that already has a research office, and no consultant can change scores or speed up the Commission's timeline.
• For technical problems (missing documents, withdrawal after the deadline), use the portal's free IT Helpdesk. Don't hire anyone for that.

Related guides on this site:

• Horizon Europe Proposal Template Part B: 2026 Scoring Map
• EU Funding for SMEs: 7 Open 2026 Calls and How to Qualify
• Cascade Funding Open Calls: Portal Filters and 2026 Dates

FAQ

Why does my proposal status still say 'under evaluation' after the expected date?

The 5-month and 3-month figures are approximate ("around"), and calls with very large numbers of proposals often run late. The status in the list may not change until a letter is posted in Follow-up > Documents, so check there rather than relying on the list view. If you're well past the topic's stated date, ask the IT Helpdesk or the call's functional mailbox listed on the topic page.

What is the difference between 'ineligible' and 'below threshold'?

An ineligible (or inadmissible) proposal failed formal checks, such as an incomplete application or a consortium that doesn't meet the rules. It was never scored (Admissibility and eligibility check). A below-threshold proposal was scored by experts but missed a criterion threshold or the overall threshold. Both can be challenged through redress within 30 days, but only on procedural grounds.

Can I edit a proposal after the submission deadline?

No. "It will not be possible to edit proposals for calls which are already closed" (Submit). You keep read-only access to the submitted version. The only thing you can request after the deadline is a withdrawal, through the IT Helpdesk.

What does 'redress procedure' mean in the evaluation result?

It is a formal request to review the admissibility, eligibility or evaluation process. You file it within 30 days of receiving your letter, using Launch new interaction with the EU > Launch Redress Case. The text is limited to 7,000 characters, in plain text with no links (Redress). Valid grounds include procedural irregularities, factual errors or comments that contradict the scores. Each proposal gets one request, and it can't be edited once submitted (Complaints about proposal rejection).

Sources

• Online Manual: Electronic proposal submission
• IT How To: Submit
• IT How To: Follow up your proposal
• Online Manual: Evaluation and evaluation results
• Online Manual: Admissibility and eligibility check
• Online Manual: Award criteria
• Online Manual: Complaints about proposal rejection
• IT How To: Redress
• IT How To: Proposal roles and access rights
• Online Manual: Grant preparation
• Online Manual: Special procedures (ethics, security)
• EU Funding & Tenders Online Manual v1.1 (PDF)
• Horizon Europe Work Programme 2026-2027 General Annexes (PDF)
• Horizon Europe Evaluation Form RIA/IA (PDF)
• NCP Flanders: Horizon Europe two-stage calls infosheet
• REA: Horizon Europe – How to apply

Spotted something out of date or wrong? Tell us at shigoto.ai.note@gmail.com. Guides are re-checked against official sources on a rolling schedule.