New Grant Guidelines—V4EaP: Flagship Projects (2014+)/Extended Standard Grants (2015+)

These guide­lines are meant to help with the prepa­ra­tion and sub­mit­ting of appli­ca­tion forms, as well as pro­cess­ing of approved grant projects within the V4EaP program’s Extended Standard Grants sub­mit­ted in 2015 and later, as well as Flagship Projects sub­mit­ted in 2014 and later). For older Flagship Projects/Extended Standard Grants please down­load the pre­vi­ous ver­sion of this document:

The doc­u­ment has the fol­low­ing structure:

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

1. PROJECT PREPARATION

1.1 Applicant

Extended Standard Grants—Any legal entity (or nat­ural per­son) with reg­is­tered seat in (or cit­i­zen­ship of) the Visegrad Group—Czech Republic (CZ), Hungary (HU), Poland (PL), or Slovakia (SK)—or Eastern Partnership—Armenia (AM), Azerbaijan (AZ), Belarus (BY), Georgia (GE), Moldova (MD), or Ukraine (UA)—countries is eli­gi­ble for fund­ing within the Extended Standard Grant pro­gram, pro­vided that the given project pro­posal com­plies with the rules and pri­or­i­ties of the pro­gram and the given call for pro­pos­als and pro­motes coop­er­a­tion between project part­ners in both regions. Preferences will be given to appli­cants from non-governmental and non-profit orga­ni­za­tionsmunic­i­pal­i­ties and local gov­ern­mentspub­lic schools and uni­ver­si­tiesresearch and sci­en­tific bod­ies and pub­lic insti­tu­tions in gen­eral with the excep­tion of orga­ni­za­tions directly funded from a state bud­get, e.g. insti­tu­tions of state admin­is­tra­tion, min­istries, embassies, or offi­cial cul­tural insti­tutes (Instytut PolskiČeské cen­trum, etc).

Flagship Projects—Any appli­cant world­wide can apply, pro­vided that the given project pro­posal com­plies with the rules and pri­or­i­ties of the Flagship Projects and the given call for pro­pos­als and pro­motes coop­er­a­tion between project part­ners in both regions. Preferences will be given to appli­cants from non-governmental and non-profit orga­ni­za­tionsmunic­i­pal­i­ties and local gov­ern­mentspub­lic schools and uni­ver­si­tiesresearch and sci­en­tific bod­ies and pub­lic insti­tu­tions in gen­eral with the excep­tion of orga­ni­za­tions directly funded from a state bud­get, e.g. insti­tu­tions of state admin­is­tra­tion, min­istries, embassies, or offi­cial cul­tural insti­tutes (Instytut PolskiČeské cen­trum, etc).

1.2 Project partners

For Extended Standard Grants it is com­pul­sory to secure par­tic­i­pa­tion of sub­jects from at least three V4 coun­tries and a sin­gle EaP coun­try but pref­er­ence will be given to projects involv­ing more part­ners. For Flagship Projects it is nec­es­sary to involve all four V4 coun­tries and at least two EaP coun­tries. 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 inštitútMagyar kul­turális intézet, etc.).

1.3 Project topic

Projects sub­mit­ted within the Extended Standard Grants and Flagship Projects pro­grams must adhere to the given call for pro­posal posted on the web­site of the fund.

1.4 Re-applying

Applicants may apply for grant sup­port within the V4EaP pro­gram in par­al­lel to other grant pro­grams offered by the fund. Only a sin­gle appli­ca­tion within a dead­line is possible.

In case of mul­ti­ple appli­ca­tions from the same appli­cant, the first reg­is­tered appli­ca­tion will be con­sid­ered, while all other will be dis­re­garded. Applicants for Flagship projects may re-apply for grant sup­port at any point, only if all their pre­vi­ous Flagship grant projects have been fin­ished (i.e., their final reports have been duly approved by the fund). Applicants for Extended Standard Grant Projects may imple­ment simul­ta­ne­ously more Extended Standard Grant projects.

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.

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.

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/EaP region?
    Applicants from non-V4/non-EaP coun­tries are eli­gi­ble for apply­ing within the Flagship Projects pro­vided that their projects involve part­ners from coun­tries as pro­vided in the para­graph 1.2 and that they adhere to the given project topic (see para­graph 1.3). Only appli­cants from the V4 and EaP regions are eli­gi­ble to apply for the Extended Standard Grants. Any appli­cant world­wide can apply for Flagship Projects (see para­graph 1.1).
  • 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).

[top]

2. APPLICATION FORM/PROJECT PROPOSAL

2.1 Deadlines

Deadlines are stip­u­lated in the given calls for pro­pos­als avail­able on the web­site of the fund.

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 On-line appli­ca­tion system

Application forms are avail­able through an on-line 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.

2.3 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 2.4)
  • copies of ID or reg­is­tra­tion doc­u­ments of the appli­cant and project part­ners (see para­graph 2.5)
  • copies of con­fir­ma­tions about co-financing (copies or scans of doc­u­ments prov­ing other con­firmed finan­cial con­tri­bu­tions to the project from other donors or sponsors)

Please do not bind the doc­u­ments together.

2.4 Letters of intent

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. The let­ters must:

  • have the form of photocopies/scan print­outs of the orig­i­nal documents
  • 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

2.5 Identification doc­u­ments (IDs)

Photocopies/scan print­outs 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 shall, in adi­tion, add 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 ID doc­u­ments and are there­fore not required.

If the appli­cant or project part­ner is an orga­ni­za­tion (legal entity), the ID 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 abstract 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).

2.6 Budget

The fund cov­ers up to 80% of total project costs within Flagship Projects, and up to 90% within the Extended Standard Grants. The remain­ing 10–20% 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 shall use the aver­age exchange rates avail­able at the given national bank.

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 see para­graph 6.3):

  1. Printing and pub­lish­ing, deliv­ery of the printed/published materials
  2. Rent of premises and related tech­ni­cal services
  3. Fees for artists
  4. Fees for experts
  5. Accommodation and board
  6. Transportation costs
  7. Translations and inter­pret­ing costs
  8. Awards and prizes
  9. Office sup­plies and pro­mo­tional material
  10. Public rela­tions costs (adver­tising, promotion)
  11. Website design and update
  12. Overhead costs—7 or 15% of the granted sum in case of Extended Standard Grants or Flagship Projects respectively
  13. Tangible/intangible asset pur­chases (goods or ser­vices related to the project)—max. 7%, out of which at least 60% should ben­e­fit the EaP grantees or project part­ners (only applic­a­ble to Extended Standard Grants)

The fol­low­ing costs can­not be cov­ered (with the excep­tion of over­head costs):

  1. cap­i­tal investments
  2. applicant’s own indi­rect costs (e.g. util­i­ties, tele­phone bills)
  3. inter­nal costs (rent of one’s own premises, accom­mo­da­tion in one’s own premises, one’s own work)
  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.)

2.7 Calendar—project phases and list of events

Calendar of events is a list of all events planned within a project. Each event (e.g. con­fer­ence, exhi­bi­tion, pre­sen­ta­tion, study trip, work­shop, etc.) in the cal­en­dar of events shall include all rel­e­vant data (event title/description, venue, date, expected num­ber of par­tic­i­pants). If a project gets approved, the list 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). Project phases refer to dis­tinct phases or peri­ods of the project (e.g. project prepa­ra­tion, project imple­men­ta­tion, project con­clu­sion and reporting).

[top]

3. PROJECT SELECTION

3.1 Evaluation period

Evaluation period lasts up to 40 work­ing days (Extended Standard Grants), or 60 work­ing days (Flagship Projects) after given dead­line. 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.

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 40th 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 II

  • 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 and the fund’s hon­orary trustees. 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 40th or 60th work­ing day 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, about 30% of appli­cants receive sup­port, depend­ing on the dead­line and program.

[top]

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 (no need to set up a new 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 bank account owned by the grantee. The bank account must be avail­able within 20 work­ing days (ca. 1 month) after the approval of a project.

4.2 Project website

Project web­site must be set up and made avail­able within 20 work­ing days (ca. 1 month) 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, or a web­site on a social net­work­ing site. 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.

4.3 Contractual period

The max­i­mum time frame for each Extended Standard Grants project is 18 months and for Flagship Project it is 36 months. Only those costs that occurred dur­ing a given con­trac­tual period are legit­i­mate and can be cov­ered by the fund. 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. 1 month) 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. 1½ month).

[top]

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 of up to 60 work­ing days) must be con­ducted through the sys­tem: e-mail cor­re­spon­dence or tele­phony is pos­si­ble but can­not be con­sid­ered in case of dis­putes. All con­trac­tual changes (i.e., pro­lon­ga­tions longer than 60 work­ing days, 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.

Exact dates and times of events need to be in the list of events, as well as venues where events take place.

5.2 Press releases

Grantees are obliged to pre­pare at least one press release per project.

Press releases can be writ­ten in any rel­e­vant lan­guage, sub­mit­ted in the on-line sys­tem, and dis­sem­i­nated to rel­e­vant media (as planned in the “Planned PR activ­i­ties” sec­tion of the appli­ca­tion form). Press releases serve the fund for the pur­poses of project eval­u­a­tion and enable media and pub­lic over­sight over projects.

[top]

6. REPORTING AND DISBURSEMENT

6.1 Project disbursement—Tranches

Grants are dis­bursed in two tranches within the Extended Standard Grants, and in up to three tranches within Flagship Projects. The num­ber and vol­ume of tranches is decided dur­ing the eval­u­a­tion process and spec­i­fied in the contract.

The first tranche is trans­ferred 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 Report/(Interim) Financial Report, and the last tranche is dis­bursed upon the deliv­ery and approval of the Final Report/Financial Report/Audit Report. Before sub­mit­ting these reports—i.e., before claim­ing the sec­ond tranche (within Flagship projects)—grantees are requested to have uti­lized approx­i­mately 4/5 (or 80%) of the first tranche.

The last tranche makes usu­ally about 20% of the grant’s total sum. 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 and Financial Report and the Audit Report. The grantee must there­fore have this por­tion pre-­fi­nanced (cov­ered from other sources) when sub­mit­ting the Final and Financial Report and the Audit Report.

6.2 Interim and final reports

Please note that the Finan­cial and Final Reports shall only cover those items that were not included in the pre­vi­ous interim report. The nar­ra­tive final report, how­ever, refers to the whole project.

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 the (1) nar­ra­tive report, (2) finan­cial report and (3) audit report. All the reports must be sent together at the respec­tive con­tracted dead­lines (both nar­ra­tive and finan­cial reports must be signed by statu­tory rep­re­sen­ta­tive of the Grantee). Processing of the reports by the fund may take up to 30 work­ing days.

6.3 Financial Report—General require­ments for all costs

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.

Financial report con­sists of an overview of expen­di­tures within a project accom­pa­nied by rel­e­vant out­puts related to each listed cost (if 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 can­not be based on Labor Code;
  • Accommodation and board:
    list of par­tic­i­pants pro­vided with such ser­vice and dates;
  • Transportation costs:
    list of par­tic­i­pants pro­vided with such ser­vice and dates;
  • Translation and inter­pret­ing costs:
    sam­ples of trans­lated texts (print­outs or dig­i­tal copies);
  • Awards and prizes:
    brief report on the award-giving (list of awarded per­sons includ­ing their names, sig­na­tures and dates);
  • Office supplies/Consumption and pro­mo­tional mate­ri­als:
    sam­ples of each item with the fund’s logo (T-shirts, bags, CDs/DVDs, mem­ory sticks, etc.);
  • Advertising and pro­mo­tion:
    sam­ples of the adver­tise­ments in the print media, dig­i­tal copies of audio­vi­sual adver­tise­ments or on-line ban­ners, pho­tos of billboards;
  • Website design and update:
    full web­site link (URL);
  • Overhead costs (max. 7 or 15% of the granted sum in case of Extended Standard Grants or Flagship Projects respectively):
  • Tangible/intangible asset pur­chases (max. 7%)—only applies to the Extended Standard Grants: pur­chases of office equip­ment, hard­ware or soft­ware, etc. related to the project imple­men­ta­tion. 60% of the pur­chased tan­gi­ble and/or intan­gi­ble assets used for project imple­men­ta­tion shall become a prop­erty of the rel­e­vant EaP project part­ner (e.g. upon a dona­tion agree­ment, etc.).

6.4 Audit report

    • The audit report shall cover all project costs, i.e. approved IVF grant + grantee’ con­tri­bu­tion (10–20% finan­cial or in-kind oblig­a­tory contribution).
    • 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 the con­tract, rules, and guidelines.
    • The audit report shall deter­mine the method­ol­ogy pro­vid­ing the auditor’s approach on how the  the audit objec­tives were accomplished.
    • The audit report shall include 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 costs of the audit report can be cov­ered from the IVF grant within the bud­get cat­e­gory “over­head costs”.
    • 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:

6.5 Frequent mis­takes in the Financial Report

The fol­low­ing are fre­quently made mis­takes made in the Financial Report:

  • miss­ing com­pul­sory doc­u­ments (i.e., Financial Report table, Interim/Final report form, Audit report pre­pared by a cer­ti­fied audi­tor reg­is­tered in the Chamber of Auditors, etc.)
  • Financial Report table and/or Final/Interim reports not signed by the grantee’s statu­tory representative
  • sub­mit­ting Financial report includ­ing all project costs, instead of only those cov­ered by the fund
  • late sub­mis­sion of any of the con­tracted reports.
  • sub­mit­ting incom­plete doc­u­ments (miss­ing addi­tional required doc­u­ments, such as the list of par­tic­i­pants, sam­ples of trans­lated texts—see para­graph 6.3
  • improp­erly filled Finan­cial report table
  • request­ing reim­burse­ments of more than 80% or 90% of total project costs (Flagships Projects or Extended Standard Grants respectively)
  • request­ing reim­burse­ments of non-eligible costs
  • request­ing reim­burse­ments of goods for long-term use (e.g. books, etc.)
  • request­ing reim­burse­ments of unac­cept­able costs (inter­nal invoices, con­tracts ruled by the Labor Code, etc.)
  • miss­ing logo of the fund in the print or other pro­mo­tional materials
  • pay­ments not falling into the con­tranted imple­men­ta­tion period range
  • wrong EUR exchange rate (the exchange rate must adhere to that of the respec­tive national bank on the day of FS preparation)
  • exceed­ing cash limit—10 or 20% of the granted sum in case of Extended Standard Grants of Flagship Projects respectively

6.6 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, Financial Report and Audit Report are approved by the fund and the last tranche is trans­fered onto the grantee’s bank account.

6.7 FAQ III

  • What is Financial Report?
    The Financial Report rep­re­sents a pre­vi­ously used Financial Settlement (FS) table filled in by the Grantee. The FS table is avail­able on the IVF web site. 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 2.6): 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 7 or 15% of the granted sum (over­head costs) by Extended Standard Grants and Flagship Projects respec­tively. Tangible and intan­gi­ble assets (goods or ser­vices related to the project) are allowed up to 7% of the granted sum in Extended Standard Grants.
  • What are over­head costs?
    Overhead costs refer to any indi­rect or oper­at­ing costs linked to the project (e.g. project coor­di­na­tion and account­ing, one’s own work on the project or other run­ning expenses, bank costs trace­able in the project bank statement)—the fund’s limit per grant is 7 or 15% of the granted sum by Extended Standard Grants and Flagship projects respec­tively. Overhead costs do not need to be doc­u­mented through invoices, receipts or bills; these costs should be doc­u­mented by bank state­ments (bank trans­ac­tions) or petty cash vouch­ers (cash trans­ac­tion) and described in the Finan­cial Report.
  • How much does project audit cost and from which money can I pay it?
    Project audit (Audit Report) is expected not to exceed 2–3% of the grant sum; in some cases, how­ever, audits can be cost­lier. It is up to the grantee to find a suit­able auditor,of his/her choice, pro­vided that a given audi­tor is cer­ti­fied and is a mem­ber of a cham­ber of audi­tors in a given coun­try (i.e., a coun­try of grantee’s res­i­dence). The costs of audits can be cov­ered from the over­head costs.
  • Are cash oper­a­tions allowed?
    Bank trans­ac­tions (wire trans­fers) are rec­om­mended, where pos­si­ble. Cash oper­a­tions are pos­si­ble but are lim­ited to 20% in the case of Flagship Projects, 10% in the case of Extended Standard Grants.
  • Which cur­rency shall I use when prepar­ing the Financial Report? Shall I use the amount dis­played on the invoice/contract/bill, or the amount of the bank/cash trans­ac­tion of the respec­tive cost item?
    Use the cur­rency of the project bank account in the case of bank trans­ac­tions and on the petty cash voucher in the case of cash transactions.
  • Which EUR exchange rate shall I use?
    Use the mid­dle exchange rate of the respec­tive national bank (accord­ing to the cur­rency dis­played on the project bank state­ment and petty cash vouch­ers) on the date of the prepa­ra­tion of the Financial Report.
  • 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? (only within Flagship Projects)
    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 Report?
    One can sub­mit the Final and Financial Reports imme­di­ately once a given project phase is fin­ished, no later than on a given dead­line (stip­u­lated in the Attachment 3 of the grant contract).
  • Does the Finan­cial Report 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 80 or 90% of every sin­gle cost?
    No, the 80/90% limit applies to the sum of all project costsi.e., the fund can cover up to 100% of all your accom­mo­da­tion costs, etc., but in sum max. 80/90% of total project costs.
  • 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. The only way to cover board or cater­ing is through a sep­a­rate invoice or a bill.
  • 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).
  • Which account­ing leg­is­la­ture shall I fol­low while report­ing the project?
    Follow the valid account­ing leg­is­la­ture in your country.
  • 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.
  • Is it pos­si­ble to trans­fer cer­tain amount of the grant to the project part­ner within a sub–grant agree­ment or to pro­vide third organ­i­sa­tions with mini grants from the grant sum?
    This type of trans­ac­tions is not pro­hib­ited but the grantees are not encour­aged to do so. The grantee shall admin­is­ter the grant on his/ her own and shall avoid pro­vid­ing the third organ­i­sa­tions with mini grants from the grant sum. In the case the sub grant agree­ments are inevitable to secure the project imple­men­ta­tion in the project partner’s coun­try, re-invoicing of all costs cov­ered by the project part­ner to the Grantee and pro­vid­ing all contracts/invoices/bills issued for those costs are required.
  • Can I use  the IVF grant for pro­vid­ing grants or sub-grants to third par­ties?
    No, the IVF grant is not set up to be pro­vided to third parties.
  • Can I cover the part­ners project costs from the grant?
    Yes, pro­vided the part­ner issues a doc­u­ment of tax­able sup­ply (con­tract, invoice, receipt, bill, etc.) towards the grantee (attach­ing the orig­i­nal invoices) and he cov­ers the respec­tive costs from the grant resources after­wards. No advance pay­ments to the project part­ners shall be real­ized prior to receiv­ing their invoice related to the project implementation.
  • 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 StG 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 Grantees´ bookkeeping
    • all the project costs were issued and paid within the con­tracted imple­men­ta­tion period
    • all the bank trans­fers of the project were realised 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).

 

This page as PDF