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Grant Guidelines—Small, Standard, and Strategic Grants (2015)

These guide­lines are meant to help with the prepa­ra­tion and sub­mit­ting of appli­ca­tion forms, as well as pro­cess­ing of approved grant projects (Small Grants, Standard Grants, and the Visegrad Strategic Program).

Please note that given recent changes in the grant rules, applicants/grantees are kindly requested to adhere to the guide­lines valid in the year of the project’s submission:


This doc­u­ment has the fol­low­ing structure:

  1. PROJECT PREPARATION
  2. APPLICATION FORM/PROJECT PROPOSAL
  3. PROJECT SELECTION
  4. CONTRACTUAL TERMS
  5. PROJECT IMPLEMENTATION
  6. REPORTING, DISBURSEMENT AND REIMBURSEMENT

1. PROJECT PREPARATION

1.1 Applicant

Any legal entity or nat­ural per­son world­wide is eli­gi­ble for fund­ing, pro­vided that the given project pro­posal deals with top­ics rel­e­vant to the Visegrad region and pro­motes coop­er­a­tion among project part­ners in the region. Preferences are given to appli­cants from non-governmental and non-profit orga­ni­za­tions, munic­i­pal­i­ties and local gov­ern­ments, pub­lic schools and uni­ver­si­ties, research and sci­en­tific bod­ies and pub­lic insti­tu­tions in gen­eral with the excep­tion of orga­ni­za­tions directly funded from state budgets—e.g. insti­tu­tions of state admin­is­tra­tion, min­istries, embassies, cul­tural insti­tutes (Instytut Polski, České cen­trum), etc.

1.2 Project partners

It is com­pul­sory to secure par­tic­i­pa­tion of sub­jects from at least three dif­fer­ent V4 coun­tries (an orga­nizer and at least two project part­ners); with the excep­tion of Cross-Border Cooperation where coop­er­a­tion of two coun­tries is suf­fi­cient (orga­nizer and a sin­gle project part­ner) and the Visegrad Strategic Program where all four V4 coun­tries must be rep­re­sented). Applicants are, how­ever, strongly encour­aged to involve project part­ners from all four Visegrad coun­tries. If coop­er­a­tion does not—or cannot—include all four par­ties, appli­cants are requested to give rea­sons. Similarly as with appli­cants, orga­ni­za­tions directly funded from state bud­get can­not be con­sid­ered valid project partners—e.g., insti­tu­tions of state admin­is­tra­tion, min­istries, embassies, cul­tural insti­tutes (e.g. Slovenský inštitút, Magyar kul­turális intézet, etc.).

1.3 Project topic or the so-called “Visegrad feature”

There are no pref­er­ences as of con­tent of a given project. Each project topic shall, how­ever, con­tain a rea­son­able Visegrad fea­ture, i.e., the project must deal with the Visegrad Group coun­tries or with Central Europe and its peo­ples. Priority is given to projects that cre­ate com­mon added value rather to projects which sim­ply just involve part­ners from sev­eral countries.

1.4 Re-applying/Simultaneous applications

Applicants can only apply for a sin­gle Small or Standard Grants project at a time. In case of mul­ti­ple appli­ca­tions from the same appli­cant, the first reg­is­tered appli­ca­tion will be con­sid­ered, while all other will be dis­re­garded. Applicants may re-apply for grant sup­port at any point, only if all their pre­vi­ous grant projects financed by the fund have been fin­ished (i.e., their final reports have been duly approved by the fund). The Visegrad Strategic Program is the only excep­tion; Strategic Grants can be imple­mented simul­ta­ne­ously with Small or Standard Grants.

1.5 Consulting the Fund

Applicants can freely con­sult the staff of the Fund in writ­ing (e-mail), by tele­phone or in per­son. Visitors to the Fund are kindly requested to make an appoint­ment. Unannounced vis­its or con­sul­ta­tions within 10 work­ing days of the given dead­line are dis­cour­aged.

1.6 FAQ I

  • Can a pri­vate com­pany be an appli­cant?
    Any legal entity or nat­ural per­son can apply; pri­or­ity is, how­ever, given to pub­lic and non-profit institutions.
  • Can I apply if I am not from the V4 region?
    Applicants from non-V4 coun­tries are eli­gi­ble no less than V4 appli­cants: their projects must, how­ever, have a clear “Visegrad fea­ture” (see para­graph 1.3) and involve part­ners from at least three V4 coun­tries (see para­graph 1.2). Applicants are, how­ever, strongly advised to involve project part­ners from all V4 countries.
  • If I orga­nize a music fes­ti­val and invite bands and musi­cians from the V4 region—is it enough?
    It is always advised to strive for more than merely col­lect­ing artists from four coun­tries, who then per­form one by one. An added value is always wel­comed, let it be in the form of a joint per­for­mance (e.g., a jam ses­sion), or a sep­a­rate stage (e.g. a “Visegrad” stage within a big­ger festival).
  • When can my project start?
    Theoretically, a project can start once it has been approved and the con­tract has been signed between the grantee and the Fund. Only those costs that occurred dur­ing a given con­trac­tual period are legit­i­mate and can be cov­ered by the Fund. This means that appli­cant should care­fully con­sider (1) the eval­u­a­tion period of projects (see para­graph 3.1) and (2) the nec­es­sary time for com­ple­tion of other con­trac­tual terms, such as defin­ing a project web­site, bank account, etc. (see para­graph 4).

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2. APPLICATION FORM/PROJECT PROPOSAL

2.1 Deadlines

English is the offi­cial lan­guage of the Visegrad coop­er­a­tion, as well as of the International Visegrad Fund—application forms, as well as all offi­cial cor­re­spon­dence with the fund can be accepted only in English.

The fol­low­ing are annual dead­lines for sub­mis­sion of Small Grants: March 1, June 1, September 1 and December 1. The fol­low­ing are annual dead­lines for sub­mis­sion of Standard Grants: March 15 and September 15 (unless stip­u­lated oth­er­wise on the web­site and in the on-line appli­ca­tion sys­tem). The Visegrad Strategic Program has a sin­gle annual dead­line (the date is announced). Electronic appli­ca­tion forms shall be sub­mit­ted by 12:00 CET (noon) on given dead­line date. Hard-copy ver­sions (print­outs) with rel­e­vant accom­pa­ny­ing doc­u­men­ta­tion shall be either sent by reg­is­tered post on the same day at the lat­est or deliv­ered to the Fund per­son­ally by 16:30 CET.

If the given dead­line falls on pub­lic hol­i­day (when postal ser­vices might be closed for busi­ness),  the hard-copy appli­ca­tions and the accom­pa­ny­ing doc­u­ments will be accepted with the post­mark of the near­est busi­ness day fol­low­ing the dead­line, or can be deliv­ered in per­son to the fund by 16:30 CET on that day. Please note, how­ever, that the elec­tronic sub­mis­sion must be respected.

2.2 Project categories

There are six cat­e­gories into which Small/Standard Grants projects are divided (Strategic Grants fol­low annual pri­or­i­ties). Applicants them­selves shall decide which cat­e­gory best fits the con­tent of their project. The fol­low­ing are the six cat­e­gories with exam­ple of con­crete project topics:

  • cul­tural coop­er­a­tion (film and the­ater fes­ti­vals, exhi­bi­tions, publications)
  • edu­ca­tion (sem­i­nars, edu­ca­tion workshops)
  • sci­en­tific exchange and research (aca­d­e­mic work­shops, conferences)
  • youth exchanges (sum­mer camps, school exchanges)
  • cross-border coop­er­a­tion (site-specific, locally or region­ally rel­e­vant projects)—applicants and project part­ners can­not have their seats fur­ther than 80 km from given bor­der (projects in this cat­e­gory can involve two or three countries—see para­graph 2.9)
  • pro­mo­tion of tourism (tourist por­tals or brochures, pro­mo­tion of con­crete sites)

2.3 On-line appli­ca­tion system

Application forms are avail­able through an on-line sys­tem at http://my.visegradfund.org (grantees who applied in 2014 or ear­lier can access their projects via the old sys­tem at http://applications.visegradfund.org/). The sys­tem usu­ally opens 30 days prior to given dead­line. Applicants need to reg­is­ter with an exist­ing e-mail address to start a new appli­ca­tion form. Each form is then pass­word pro­tected and can there­fore be saved and edited later. Every appli­ca­tion form has its unique 8-digit num­ber (appli­ca­tion ID #)—appli­cants shall use this num­ber when­ever com­mu­ni­cat­ing agenda related to the project.

2.4 Hard-copy ver­sion and accom­pa­ny­ing documentation

A hard-copy ver­sion of an appli­ca­tion form can be printed out from the sys­tem only once the on-line appli­ca­tion form has been sub­mit­ted. The fol­low­ing doc­u­ments must also be deliv­ered to the fund in a sin­gle pack­age with the orig­i­nal appli­ca­tion form (sep­a­rately deliv­ered doc­u­ments can­not be considered):

  • copies of let­ters of intent (see para­graph 2.5)
  • copies of ID or reg­is­tra­tion doc­u­ments of the appli­cant and project part­ners (see para­graph 2.6)
  • copies of con­fir­ma­tions about co-financing (copies or scan print­outs of doc­u­ments prov­ing other con­firmed finan­cial con­tri­bu­tions to the project from project part­ners, other donors or sponsors)

Please do not bind the doc­u­ments together.

2.5 Letters of intent—photocopies or scan printouts

Letters of intent are an impor­tant part of the application—they doc­u­ment the project part­ners and describe their con­crete role in it. There is no tem­plate for such letters—the statu­tory rep­re­sen­ta­tive of the part­ner orga­ni­za­tion (or the nat­ural per­son) should for­mally declare their inten­tion to actively par­tic­i­pate in the project and briefly describe their role in it. They can also describe their expe­ri­ence with the appli­cant from their pre­vi­ous coop­er­a­tion. Such let­ters shall:

  • be in the form of copies or scan print­outs of the orig­i­nals (orig­i­nal let­ters of intent are no longer requested)
  • be printed on an offi­cial let­ter­head paper (where applic­a­ble)
  • be writ­ten in English
  • refer to the project by its offi­cial name (as reg­is­tered in the appli­ca­tion form)
  • signed by the project partner’s statu­tory rep­re­sen­ta­tive (or by nat­ural per­son if the project part­ner is not a legal entity)
  • deliv­ered to the Fund as part of the appli­ca­tion form (sep­a­rate sub­mis­sion can­not be considered)
  • dated no ear­lier than 3 months prior to a given deadline

2.6 Identification doc­u­ments (IDs)—photocopies  or scan printouts

Copies of iden­ti­fi­ca­tion doc­u­ments shall con­firm to the fund the legal sta­tus of the appli­cant and of the project part­ners. The ID doc­u­ments of V4 appli­cants are accepted in the orig­i­nal lan­guages; non-V4 appli­cants attach an English trans­la­tion of such doc­u­ments (unof­fi­cial trans­la­tions are acceptable).

Please note that a statute of an orga­ni­za­tion, found­ing doc­u­ments or deed of foun­da­tion do not replace the iden­ti­fi­ca­tion doc­u­ments and are there­fore not required.

If the appli­cant or project part­ner is an orga­ni­za­tion (legal entity), the ID doc­u­ment must have the form of an abstract (print­out, scan or copy) from rel­e­vant reg­istry which is not older than 3 months (see below). The abstract must con­tain the fol­low­ing data:

  • name of the organization
  • seat of the organization
  • ID num­ber—tax number/registration num­ber (e.g. IČO, DIČ, adószám, NIP, REGON, etc.)
  • legal form
  • name of the statu­tory rep­re­sen­ta­tive (can be a sep­a­rate doc­u­ment, e.g. a nom­i­na­tion decree)

Such doc­u­ments have the form of an extract from rel­e­vant reg­istry (national sta­tis­ti­cal office, dis­trict court, inte­rior min­istry, etc.) and can­not be older than 3 months—see the fol­low­ing links:

If the appli­cant or project part­ner is not an orga­ni­za­tion (nat­ural per­sons), they doc­u­ment their sta­tus with a copy of a valid ID card (e.g. passport).

2.7 Budget

The Fund cov­ers up to 80% of total project costs within Small and Standard Grants, and up to 70% within Strategic Grants. The remain­ing 20–30% of the bud­get shall con­sist of other finan­cial (the applicant’s, part­ners’ or other donors’ finan­cial con­tri­bu­tions) or non-financial con­tri­bu­tions. The orga­ni­za­tion or vol­un­teer work of the appli­cant and the part­ners, as well as other oper­a­tional costs (e.g. use of one’s own premises, equip­ment, cars, etc.) are con­sid­ered a non-financial (in-kind) con­tri­bu­tion and shall be included in the bud­get (table A in the appli­ca­tion form).

A well-planned bud­get shall be sim­ple and real­is­tic. The bud­get should include approx­i­ma­tions of project’s future expen­di­tures in EUR (€) based on aver­age prices in the region. Applicants are rec­om­mended to use the aver­age exchange rates avail­able at the given national bank at the time of prepar­ing the appli­ca­tion form.

When plan­ning the bud­get, it is impor­tant to adhere to the fol­low­ing list of eli­gi­ble cost cat­e­gories, i.e., costs that can be cov­ered by the fund (for fur­ther details please para­graph 6.3):

  1. Printing and pub­lish­ing/Delivery of printed/published materials
  2. Rent of premises and related tech­ni­cal services
  3. Fees for artists/Copyrights
  4. Fees for experts
  5. Accommodation and board
  6. Transportation costs
  7. Translations and inter­pret­ing costs
  8. Awards and prizes
  9. Office sup­plies/Consumption and pro­mo­tional material/Entrance fees
  10. Public rela­tions costs (adver­tising, promotion)
  11. Website design and update
  12. Tangible and intan­gi­ble assets (goods or ser­vices related to the project)—max. 7% of the granted sum (only pos­si­ble within Strategic Grants)
  13. Overhead costs—max. 15% of the granted sum—see point 12 in para­graph 6.5)

The fol­low­ing costs can­not be cov­ered (with the excep­tion of 15% over­head costs and 7% tangible/intangible assets in Strategic Grants):

  1. Capital invest­ments
  2. Applicant’s own indi­rect costs (e.g. util­i­ties, tele­phone bills)
  3. Internal costs (rent of one’s own premises, one’s own work)—see excep­tions in point 14 in para­graph 6.8
  4. Salaries or finan­cial remu­ner­a­tion of employ­ees (or any expenses related employ­ment based on the labor code, includ­ing allowances and part-time work, per-diems, etc.)

2.8 Calendar—project phases and list of events

The cal­en­dar shall include as many details as avail­able to the appli­cant when prepar­ing the project. Project phases refer to dis­tinct phases or peri­ods from the start of the project (prepa­ra­tion) to the imple­men­ta­tion and set­tle­ment and con­clu­sion. If a project gets approved, the cal­en­dar of events becomes a cru­cial tool for the grantee to keep the fund up-to-date with all project activ­i­ties, be it pub­lic events or closed ses­sions (please see para­graph 5.1 for more details).

2.9 FAQ II

  • Applicants from which coun­tries can par­tic­i­pate in the cross-border projects?
    The fol­low­ing two-country com­bi­na­tions are pos­si­ble: CzechPolish, CzechSlovak, HungarianSlovak and PolishSlovak; and the fol­low­ing three-country projects are pos­si­ble: CzechPolishGerman, CzechSlovakAustrian, PolishSlovakUkrainianHungarianSlovakAustrian and Hungarian–Slovak–Ukrainian.
  • Which types of projects fit in the cross-border coop­er­a­tion cat­e­gory?
    They must involve project part­ners from the bor­der areas and must be locally or region­ally spe­cific (e.g. map­ping endan­gered species in the Tatras could be an exam­ple of a Polish-Slovak project).

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3. PROJECT SELECTION

3.1 Evaluation period

Evaluation period lasts up to 50 work­ing days (ca. 10 weeks) after given dead­line in the case of Small and Strategic Grants, and up to 60 work­ing days (ca. 12 weeks) in the cases of Standard Grants. Applicants shall take this into account when plan­ning project events, as no project can be sched­uled to start before its prospec­tive approval.

3.2 Selection criteria

Every project is care­fully reviewed on its own as well as in the con­text of other projects within a given dead­line (espe­cially among projects with sim­i­lar topic). Preference is given to those projects which develop civil soci­ety, pro­mote coop­er­a­tion across bor­ders and cul­tures and, last but not least, have Visegrad added value (see 1.3).

The fol­low­ing are the selec­tion criteria:

  • topic and con­tent of the project, its orig­i­nal­ity and com­pli­ance with the aims of the Fund,
  • qual­ity, rel­e­vance and con­tri­bu­tion of project partners,
  • trans­parency and accu­racy of the budget,
  • devel­op­ment of civil society,
  • pro­mo­tion of the con­cept of Visegrad cooperation,
  • mul­ti­plica­tive effect,
  • pro­posed media cov­er­age and pub­lic rela­tions, net­work­ing effect,
  • con­ti­nu­ity of the project, and
  • pre­vi­ous expe­ri­ence with the appli­cant (where applicable).

3.3 Approval/Rejection

Selection com­mit­tee is called for each dead­line by the fund’s Executive Director. The Executive Director makes his/her rec­om­men­da­tions based on the dis­cus­sion within the Committee and passes the rec­om­men­da­tions to the Council of Ambassadors (the Council con­sists of ambas­sadors accred­ited in a coun­try in chair of the fund and rep­re­sen­ta­tives of a given for­eign min­istry). The Council decides on the 50th or 60th work­ing day (see para­graph 3.1) at the lat­est when the final results are also pub­lished on the Fund’s web­site. Decisions made by the Council are final and shall present no grounds for any form of appeal, nor do they require any detailed reasoning.

3.4 Announcement of results

A list approved projects within a dead­line is pub­lished on the web­site of the Fund on the day of the approval by the Council of Ambassadors. All applicants—whose projects were approved or rejected—are also informed by e-mail.

3.5 FAQ III

  • Who picks the projects?
    Selection com­mit­tee is called for each dead­line by the fund’s Executive Director. The com­mit­tee com­prises mem­bers of the Fund’s sec­re­tariat. The Executive Director makes his/her rec­om­men­da­tions to the Council of Ambassadors (the Council con­sists of ambas­sadors accred­ited in a coun­try in chair of the Fund and rep­re­sen­ta­tives of a given for­eign min­istry). The Council decides on the 60th work­ing day (or 50th in case of Small or Strategic Grants) at the lat­est when the final results are also pub­lished on the fund’s web­site (see para­graph 3.4).
  • What is the pro­por­tion between approved and dis­missed projects? What are my chances?
    There is no direct answer to this ques­tion as each dead­line and pro­gram is dif­fer­ent. On aver­age, 20–30% of appli­cants receive sup­port, depend­ing on the dead­line and program.

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4. CONTRACTUAL TERMS

The con­tract between the grantee and the Fund is con­cluded once the grantee has ful­filled the fol­low­ing con­di­tions: (1) allo­cat­ing a bank account which will serve the pur­poses of the project (such account can be an exist­ing bank account used by the grantee, or a new sep­a­rate bank account); (2) set­ting up a project web­site (see para­graph 4.2); and (3) accep­tance of the con­tract draft by the grantee.

4.1 Bank account

The grantee has an oblig­a­tion to spec­ify a bank account for the pur­poses of the grant dis­burse­ments real­ized by the fund. All project pay­ments must be car­ried through the said bank account (owned by the grantee). The bank account must be made avail­able within 20 work­ing days (ca. 4 weeks) after the approval of a project.

4.2 Project website

Project web­site must be set up and made avail­able within 20 work­ing days (ca. 4 weeks) after the approval of a project and must be active for at least the whole con­trac­tual period. Each project web­site must have its own address. Alternatively such web­site can have the form of a sub-site within an exist­ing web­site, social net­work­ing sites (e.g. Facebook or Google+), or blogs (e.g. Twitter). Each project web­site must con­tain the logo of the fund with a direct link to the fund’s web­site (www.visegradfund.org), as well as direct links to the web­sites of all project partners.

When pub­licly com­mu­ni­cat­ing through social media (Facebook, Google+, or Twitter), grantees are advised to make ref­er­ences to the fund’s active accounts on the given sites:

4.3 Contractual period

The max­i­mum time frame for each Small Grant project is 6 months, for Standard Grant project 12 months and for Strategic Grants the time frame is between 12 and 36 months. After the imple­men­ta­tion period of a project (i.e., the period dur­ing which the project as such takes place) there are addi­tional 20 work­ing days (ca. 4 weeks) dur­ing which the grantee shall final­ize and sub­mit the final report. Each project is suc­cess­fully con­cluded only after the fund’s approval of a given final report—within 30 addi­tional work­ing days (ca. 6 weeks).

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5. PROJECT IMPLEMENTATION

Once approved each grantee shall remain in con­tact with the Fund through the on-line sys­tem. All offi­cial cor­re­spon­dence (ques­tions, com­ments, requests for pro­lon­ga­tions) shall be con­ducted through the sys­tem or by e-mail; com­mu­ni­ca­tion by tele­phone is pos­si­ble but can­not be con­sid­ered in case of dis­putes. All con­trac­tual changes (i.e., pro­lon­ga­tions, changes of project part­ners, etc.) must be requested in writing—i.e., on let­ter­head paper with the sig­na­ture of the statu­tory representative.

5.1 Calendar of events

The cal­en­dar of events is an on-line tool for com­mu­ni­cat­ing progress of a project between the grantee and the fund. It is nec­es­sary to keep all events up-to-date since the cal­en­dar serves the pur­pose of project eval­u­a­tion and extends the pub­lic rela­tions of an event as the entries get pub­lished on the Fund’s website.

Dates and sites for each event must be con­firmed in the on-line cal­en­dar only 10 work­ing days before the event takes place but 3 work­ing days at the latest.

5.2 Press releases/Public invitations

Grantees are obliged to pre­pare at least a sin­gle (one) press release or a pub­lic invi­ta­tion per project. Such press releases or pub­lic invi­ta­tions can be writ­ten in any rel­e­vant lan­guage, sub­mit­ted in the on-line sys­tem, and dis­sem­i­nated to rel­e­vant media, social media, mail­ing lists, and/or through other rel­e­vant chan­nels (as planned in the “Planned PR activ­i­ties” sec­tion of the appli­ca­tion form). Press releases or pub­lic invi­ta­tions serve the Fund for the pur­poses of project eval­u­a­tion and enable media and pub­lic over­sight of the given projects.

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6. REPORTING, DISBURSEMENT AND REIMBURSEMENT

6.1 Project dis­burse­ment and reimbursement—Tranches

The grants are dis­bursed in tranches. The size of the tranches is decided dur­ing the eval­u­a­tion process and spec­i­fied in the con­tract. The rule is that Small and Standard Grants are paid in two tranches, while Strategic Grants in two or three tranches.

The first tranche is trans­ferred (dis­bursed) to the grantee within 15 work­ing days after  the deliv­ery of the signed con­tract to the fund. Subsequent tranches are dis­bursed upon the deliv­ery and approval of com­plete and duly pre­pared interim/final reports and finan­cial set­tle­ments. Before sub­mit­ting these reports—i.e., before claim­ing the sec­ond tranche—grantees are  requested to have uti­lized approx­i­mately 4/5 (or 80%) of the first tranche.

The sec­ond (for Small and Standard Grants)/last tranche usu­ally amounts to about 20% of the grant’s total sum and is reim­bursed after the deliv­ery and approval of the final report.  The grantee must there­fore have this por­tion pre-financed (cov­ered from other sources) when sub­mit­ting the final report and the finan­cial settlement.

The sum of the last tranche must be first cov­ered from the grantee’s resources and gets reim­bursed only after the approval of the final report and the finan­cial settlement.

6.2 Interim and final reports

The interim and final reports are to be deliv­ered to the fund by the dead­lines stip­u­lated in the con­tract. The interim report shall con­sist of the (1) nar­ra­tive report and (2) finan­cial report. Final report must always con­sist of (1) a nar­ra­tive report, (2) a finan­cial report and—within Standard and Strategic Grants—also (3) an audit report. All the reports must be sent together at the respec­tive con­tracted dead­lines (both nar­ra­tive and finan­cial reports must be signed by the statu­tory rep­re­sen­ta­tive of the grantee). Processing of the reports by the fund may take up to 30 work­ing days.

Please note that the finan­cial set­tle­ment in the final report shall only cover those items that were not included in the pre­vi­ous interim report(s). The nar­ra­tive final report, how­ever, refers to the whole project.

6.3 Financial report—Small Grants

  1. All costs claimed for reim­burse­ment must be (1) real­ized dur­ing the con­tracted imple­men­ta­tion period, (2) paid by the grantee dur­ing the con­tracted imple­men­ta­tion period and (3) recorded into the book­keep­ing of the grantee.
  2. The finan­cial report shall con­sist of an overview of expen­di­tures within a project accom­pa­nied by rel­e­vant out­puts related to each listed cost (where applicable).
    • Printing and publishing/Delivery of printed materials:
    • sam­ples of printed mate­ri­als con­tain­ing the fund’s logo (books, mag­a­zines, posters, bul­letins, etc.);
    • Rent of premises and related tech­ni­cal ser­vices:
      copies of invoices/contracts, where available;
    • Fees for artists/Copyrights:
      contracts/invoices regard­ing the ser­vice or pur­chase, includ­ing the infor­ma­tion on pay­ments of rel­e­vant taxes and fees; con­tracts can­not be based on Labor Code;
    • Accommodation and board:
      list of par­tic­i­pants and detailed invoice with the fol­low­ing infor­ma­tion: the pro­vided board, prices (costs per unit, e.g. 1 lunch, 1 person/night) and dates;
    • Transportation costs:
      trans­porta­tion costs reim­burse­ment sheet (avail­able on the fund’s web­site), copies of inter­nal trans­porta­tion costs doc­u­ment (where avail­able), copies of vehi­cle reg­is­tra­tion doc­u­ments, invoices or copies of tick­ets or board­ing passes (where applicable);
    • Translation and inter­pret­ing costs:
      contracts/invoices, sam­ples of trans­lated texts (print­outs or dig­i­tal copies);
    • Awards and prizes:
      a brief report on the award-giving with a list of awarded per­sons includ­ing their sig­na­tures and dates;
    • Office supplies/Consumption and pro­mo­tional materials/Entrance fees:
      sam­ples of each item with the fund’s logo (T-shirts, bags, CDs/DVDs, USB sticks and other gad­gets, etc.);
    • Advertizing and pro­mo­tional costs:
      sam­ples of the adver­tise­ments in print media, dig­i­tal copies (e.g. screen­shots, graphic files) of dig­i­tal adver­tise­ments or on-line ban­ners, pho­tos of billboards;
    • Website design and update:
      full web­site link (URL).

6.4 Financial report—Standard and/or Strategic Grants

  1. All costs claimed for reim­burse­ment must be (1) real­ized dur­ing the con­tracted imple­men­ta­tion period, (2) paid by the grantee dur­ing the con­tracted imple­men­ta­tion period and (3) recorded into the book­keep­ing of the grantee.
  2. The finan­cial report shall con­sist of an overview of expen­di­tures within a project accom­pa­nied by rel­e­vant out­puts related to each listed cost (where applicable).
    • Printing and publishing/Delivery of printed mate­ri­als:
      Sam­ples of the printed mate­ri­als con­tain­ing the fund’s logo (books, mag­a­zines, posters, bul­letins, etc.);
    • Fees for artists/experts :
      Relevant out­put sam­ple of the piece of art/expertise related to the given cost. Contracts/invoices regard­ing the artist/expert fee (hon­o­raria) can­not be based on labor code;
    • Accommodation and board:
      A list of par­tic­i­pants pro­vided with such ser­vice and dates;
    • Transportation costs:
      A list of par­tic­i­pants pro­vided with such ser­vice and dates;
    • Translation and inter­pret­ing costs:
      Sam­ples of trans­lated texts (print­outs or dig­i­tal copies);
    • Awards and prizes:
      A brief report on the award-giving (list of awarded per­sons includ­ing their names, sig­na­tures and dates);
    • Overhead costs (max. 15% of the granted sum)—overheads must be trace­able and ver­i­fi­able in the case of a finan­cial audit. Also, over­head pay­ments must be car­ried through the project bank account (trans­ferred to other accounts or with­drawn). Grantees do not need to account for the over­heads, but must record these costs in their account­ing system.

6.5 Audit report (Standard/Strategic Grants only)

The audit report shall:

  • cover all project costs, i.e., the approved grant sum and the grantee’s own financial/non-financial contributions
  • be pre­pared in English by a cer­ti­fied audi­tor reg­is­tered in the cham­ber of audi­tors in the coun­try of the grantee’s reg­is­tered seat

The fol­low­ing are the require­ments for each audit:

    • The costs of the audit report can be cov­ered from the grant within the “over­head costs” bud­get category.
    • The audit report shall cover the entire approved grant sum and shall con­firm that the approved grant did not exceed 70% or 90% of the total project bud­get within Strategic or Standard Grants respectively.
    • The audit report shall ver­ify con­for­mity with the (1) rel­e­vant national leg­is­la­tion of the grantee (e.g. account­ing law, tax law, etc.), (2) con­tracted con­di­tions stip­u­lated in grant con­tract, the rules, and the grant guide­lines (e.g. con­firm­ing the ratio of the fund’s con­tri­bu­tion in the over­all project budget).
    • The audit report shall deter­mine the audit method­ol­ogy (how the  audit objec­tives were accomplished).
    • The audit report shall include a bal­ance sheet and income state­ment of the project and their com­pli­ance with the finan­cial report pro­vided by the grantee.
    • The audit report shall ver­ify com­pli­ance of the finan­cial report and costs reg­is­tered into the book­keep­ing of the grantee and their effi­cient use.
    • The audit report shall be pre­pared in English by a cer­ti­fied audi­tor reg­is­tered in a cham­ber of audi­tors of the coun­try of the grantee’s residence.

See the fol­low­ing links:

6.6 Frequent report­ing mistakes

The fol­low­ing are fre­quently made mis­takes in the finan­cial set­tle­ment (FS):

      • miss­ing com­pul­sory doc­u­ments (i.e., the finan­cial report table/final report form, audit report, etc.)
      • exceed­ing the 50, 30, or 20% cash limit within Small, Standard, or Strategic Grants respec­tively
      • FS table and/or Final/Interim reports not signed by the grantee’s statu­tory representative
      • sub­mit­ting FS with all project costs (the fund requires only FS with costs cov­ered by the grant)
      • late sub­mis­sion of FS
      • sub­mit­ting incom­plete doc­u­ments (miss­ing addi­tional required doc­u­ments, such as the list of par­tic­i­pants, sam­ples of trans­lated texts, orig­i­nal travel tick­ets or board­ing passes, etc.)—see para­graph 6.3
      • improp­erly filled finan­cial table
      • request­ing reim­burse­ments of more than 70 or 80% of total project costs
      • request­ing reim­burse­ments of non-eligible costs
      • request­ing reim­burse­ments of goods for long-term use (e.g. com­puter, printer, etc.)
      • request­ing reim­burse­ments of brutto amounts while being a VAT payer
      • request­ing reim­burse­ments of costs incurred out­side of the con­tract­ing period
      • miss­ing logo of the Fund in printed or pro­mo­tional materials
      • pay­ments real­ized out­side of the con­tracted period

6.7 Project conclusion

Project is deemed con­cluded only when two con­di­tions are fulfilled—(1) approval of the final report and (2) dis­burse­ment of the last tranche. Project is con­cluded only once the final report—i.e., the (1) nar­ra­tive report, (2) the finan­cial report, and, in Standard and Strategic Grants, also (3) the audit—is approved by the fund and the last tranche is trans­ferred onto the grantee’s bank account.

6.8 FAQ IV

    • What is Financial Report?
      The Financial Report rep­re­sents a pre­vi­ously used Financial Settlement (FS) table filled in by the Grantee—the table is avail­able on the web­site. The form and lay­out of the FS table and all the other IVF reports shall not be changed by the Grantee.
    • Which types of costs can­not be cov­ered from a grant?
      The grant can­not be used to cover the fol­low­ing costs (for a list of eli­gi­ble cost cat­e­gories please see para­graph 2.7): cap­i­tal invest­ments, inter­nal costs (e.g. rent­ing one’s own premises), VAT refunds, or one’s own inter­nal indi­rect costs or run­ning costs (e.g. util­ity bills, project coor­di­na­tion or account­ing) exceed­ing 15% of the granted sum (over­head costs). Tangible and intan­gi­ble assets (goods or ser­vices related to the project) are allowed up to 7% of the granted sum in Strategic Grants.
    • What are over­head costs?
      Overhead costs refer to any indi­rect or oper­at­ing costs linked to the project (e.g. project coor­di­na­tion, one’s own work on the project or other run­ning expenses)—the Fund’s limit per grant is 15% of the granted sum. Overhead costs do not need to be doc­u­mented through invoices, receipts or bills; these costs should only be described in the finan­cial settlement.
    • Are cash oper­a­tions allowed?
      Bank trans­ac­tions (wire trans­fers) are rec­om­mended, where pos­si­ble. Cash oper­a­tions are pos­si­ble but are lim­ited to 50% in the case of Small Grants, 30% in the case of Standard Grants, and 20% in the case of Strategic Grants.
    • What do I do if I don’t use the whole advance pay­ment (the first tranche) by the end of the given project phase? Can I obtain fur­ther install­ments?
      You should spend around 80% of the first tranche before prepar­ing the interim report and claim­ing fur­ther funds (see para­graph 6.1).
    • When do I have to send the Interim/Final Report and the finan­cial set­tle­ment?
      One can sub­mit the report and fin­ished finan­cial set­tle­ment imme­di­ately once a given project phase is fin­ished, no later than on a given dead­line (stip­u­lated in the Attachment 3 of the grant contract).
    • Are costs of non-V4 par­tic­i­pants refund­able?
      Yes, non-V4 par­tic­i­pants can have their costs refunded in up to ca. 40% of each cost item; major­ity of costs should be cov­ered to V4 participants.
    • Does the finan­cial set­tle­ment have to include all project costs or only those cov­ered by the fund?
      FS shall con­tain only those costs that are (to be) cov­ered by the fund.
    • Do we claim for reim­burse­ment only 70 or 80% of every sin­gle cost?
      No, the 70/80% limit applies to the sum of all project costs, i.e., the fund can cover up to 100% of all your accom­mo­da­tion costs, etc., but in sum max. 70/80% of total project costs. As a rule, the less invoices or other finan­cial doc­u­ments one sub­mits, the eas­ier the settlement.
    • Can we claim for reim­burse­ments the costs of prepa­ra­tion of the appli­ca­tion form, its trans­la­tion into English and the project account­ing?
      No, such costs are your inter­nal costs and can­not be refunded. You may, how­ever, use the over­head costs to cover such expenses.
    • Can food vouch­ers be reim­bursed?
      No, food vouch­ers, as well as per-diems are non-eligible costs. 
    • Who can be con­sid­ered an “expert” to have their fees cov­ered?
      Expert is a per­son who con­tributes to the project with his/her pro­fes­sional work (research, study, lec­ture, etc.). Contracts with experts can­not be ruled by Labor Code but only by other leg­is­la­ture, e.g. Commercial or Civic Code. This means that salaries of the grantee’s employ­ees or his or her own work can­not be con­sid­ered expert work and refunded.
    • Which invoices are inter­nal?
      Internal invoices are invoices issued by units within an orga­ni­za­tion oper­at­ing under the same ID num­ber. The fund can refund these costs upon request only in cases when the inter­nal costs are more eco­nom­i­cal than their com­mer­cial alter­na­tives and have actu­ally been invoiced and paid. E.g., par­tic­i­pants of a university-held work­shop are accom­mo­dated in university-owned hotel (dor­mi­tory) which is cheaper than com­mer­cial hotels on sim­i­lar level, and the accom­mo­da­tion was actu­ally paid (doc­u­mented in the bank statement).
    • Can we claim for reim­burse­ment fuel con­sumed when using pri­vate car for busi­ness pur­poses?
      The Fund does not reim­burse bills for fuel as such. But when using pri­vate car for busi­ness pur­poses you can cal­cu­late the trans­porta­tion costs accord­ing to valid leg­is­la­ture in your coun­try (based on aver­age dis­tances and aver­age con­sump­tion for the given car). Use of offi­cial (com­pany) cars can­not be refunded.
    • How shall the  audit report ver­ify the con­for­mity with the con­tracted con­di­tions stip­u­lated in the IVF con­tract, the IVF grant rules and guide­lines?
      The audi­tor shall declare in his report that:

      • the IVF grant did not exceed the 80% Flagship/90% Extended Standard Grant of the total project cost
      • the con­tracted cash limit was not exceeded
      • the con­tracted over­head costs were not exceeded
      • the cost items listed in the Financial Report (FS table) agree with the costs reg­is­tered into the Grantee’s bookkeeping
      • all the project costs were issued and paid within the con­tracted imple­men­ta­tion period
      • all the bank trans­fers of the project were real­ized from the bank accounts owned by the Grantee 
      • the Financial Report was pre­pared by using a cor­rect exchange rate (mid­dle exchange rate of the respec­tive national bank on the date of the prepa­ra­tion of the Financial Report)

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