Q: Which documents must be sent by post?

A: The following documents must be delivered to the Fund’s address 20 working days after the end of the implementation period.

FOR PROJECTS UNDER €10,000:

  • Final Report – printed out from our online system, last page signed and stamped by the statutory representative of the grantee.
  • Financial Statement – all pages and additional sheets filled out, signed and stamped by the statutory representative of the grantee.
  • Copies or samples of promotional materials that cannot be uploaded to our system.
  • Signed Transportation Costs Reimbursement Sheets (if applicable) – see instructions in Annex 2 of this document.
  • Copies of all invoices connected to the costs described in the Financial Statement and their corresponding bank transcripts.

 

FOR PROJECTS OVER €10,000:

  • Final Report – printed out from our online system, last page signed and stamped by the statutory representative of the grantee.
  • Financial Statement – all pages and additional sheets filled out, signed and stamped by the statutory representative of the grantee and by the auditor.
  • Copies or samples of promotional materials that cannot be uploaded to our system.
  • Audit Report with all necessary annexes – signed and stamped by the certified auditor, indicating his/her credentials as member of the relevant national chamber of auditors.

Q: Our organization has two or more bank accounts in different currencies, how should we proceed?

A: If your expenses have been paid for in more than one currency, you must create a separate Financial Settlement sheet for each currency. Please do not forget, however, that the total sum should always be indicated in EUR (€) in each sheet.

Q: Which exchange rate should be used in the Financial Statement?

A: When choosing the proper rate, you have two options. You may either use: the  exchange rate of the respective national bank on the date of conversion of the  previous tranche into the local currency or the monthly average exchange rate of the  respective national bank in the month in which the implementation period ends.

Q: How should the Financial Statement be filled out?

A: Instructions can be found on a separate sheet in the Financial Statement XLS file. When describing the individual costs in Column 5 “Cost description”, be as specific as possible. The Fund cannot accept insufficient descriptions such as “expert fee”, “hotel” or “bus ticket” without the proper indication as to whom the cost was paid, for what reason, and for what output/activity.

Q: Where can I find the template for the Final Report?

A: In 2020 the Fund introduced a web-based final reporting interface, which can be accessed in our online system (my.visegradfund.org). Grantees need to fill out all sections under the tab “Final Report” and click on SUBMIT on the last page. Once the electronic report has been submitted, you must print out the Final Report by clicking on the PRINT button. This printout shall be signed and stamped by your statutory representative and sent to the Fund via post.

After online submission, the report cannot be modified any longer. Should any problems arise, please contact your assigned project manager.

Q: What kind of documents do I have to prepare?

A: Once the entire project implementation period has come to an end, there will be 20 working days available to prepare the following Final Documentation:

  • Final Report – a narrative overview of all activities undertaken and results achieved, accompanied by photos, attendance lists and other documentation. The Final Report must be prepared in our on-line system under the tab “Final Report”. After filling out and saving all sections, you must submit the report by the given deadline and print out a paper version from the system.
  • (Final) Financial Statement – a spreadsheet containing all the expenditures covered by the grant, and the summary table (template on the website).
  • Audit Report – for projects with a budget over €10,000 (template on the website)
  • Transportation Costs Reimbursement Sheet (only applicable for projects without an Audit report) – see instructions in Annex 2 (p. 29) of this document