Events and project timeline
Q: Can we extend the implementation period of our project?
A: The Fund will only agree with the extension of the implementation if the successful financial and administrational conclusion of the project is seriously endangered by unexpected and unforeseeable events. Such an extension must be consulted with the Fund beforehand and requested in our online system, under the tab "Change requests > Implementation period change" by clicking on the button "+ ADD NEW CHANGE REQUEST". The request must include a detailed reasoning and the specific date by which the implementation period should be prolonged. Once the request has been submitted, your assigned project manager will forward it to our Deputy Director for approval. You will be informed about the decision via e-mail.
Due to our new procedure we do not require official letters any longer.
COVID-19: Please note that from January 2021, extensions cannot be granted to those projects when the grantee could not implement the project activities in time due to the global pandemic. In such cases the project must be concluded by the original deadline without delays.
Q: Can we add new events?
A: Yes. New events can be added in the section Current Calendar, using the function Add event at the bottom of the page.
Q: When and how do we confirm events?
A: According to your contract, all events must be confirmed in the calendar 7 working days (10 calendar days) before their planned date. If this is not done, you will receive an automatic reminder from our online system. In case you wish to modify the date of the given event at this point, you can do so up to 3 calendar days before its originally planned date.
Unconfirmed events and any connected costs will not be accepted by the Fund.
Example: an event in the calendar is scheduled on 25 January 2021. If you do not confirm it by 15 January 2021, the system will notify you via e-mail. In case you wish to postpone the event for a later date, you can make the modification by 22 January 2021. After this day the event cannot be modified.
Changes in the budget
Q: Some of our project costs have been spent after the end of the project’s implementation period. Will the Fund accept these payments?
A: No. The Fund will only reimburse expenses carried out within the contracted implementation period. Should you have any issues with payments, contact your assigned project manager in advance. Retrospective or unannounced payments will not be considered.
Q: We paid a small amount of our expenses in cash. Will the Fund accept these payments?
A: No. The Fund will only reimburse expenses carried out by bank transfer or card payment, initiated by the grantee. If one of the partners needed to pay some bills in cash, the same rule applies as in case of every other spending on the side of the partners: the amount needs to be reimbursed by the grantee via bank transfer.
Q: My partners have expenses connected to the project. Can I send them an advance payment?
A: No. The Fund signs the contract only with the main applicant (grantee), who bears all responsibility for the received grant. If your partners must pay certain costs related to project outputs or events, two options are possible:
- The grantee can settle the invoice directly. (Example: The partner made a hotel reservation, but the invoice will be issued by the hotel directly to the grantee. The grantee then pays the bill to the hotel via bank transfer.) or
- The partner settles the bill and later issues an invoice to the grantee/signs a contract with the grantee, covering the real costs of the partner. (Example: The partner has paid a restaurant bill for project participants. The partner will issue an invoice to the grantee with the exact sum they paid in the restaurant, providing the original bill to the grantee. The grantee then pays the amount to the partner via bank transfer).
If the partner’s legal status does not allow them to issue invoices, a contract must be signed with the grantee in which the parties specify those costs that the grantee is willing to reimburse.
Q: Can we change the experts?
A: Yes, the experts can be changed during the implementation period. You can also involve more experts than stated in the application.
Q: How can we add a new output or cancel the previously planned output?
A: These kinds of changes have to be consulted with your project manager. In the case of a cancellation you should justify in written form why you want to resign from previously planned activities.
Please note that canceling outputs or significantly modifying the project’s structure without the Fund’s prior knowledge might result in paying a contractual penalty.
Q: Can we increase the overheads?
A: Overheads cover administrative costs connected with the project implementation. They cannot exceed 15% of the grant. You can transfer up to 1000 EUR to overheads from other budget categories, but the final amount of the overheads cannot exceed 15%.
Q: Can we create a new budget category?
A: A new budget category can be created only upon agreement with your project manager. Such changes can be requested under the "Change requests > Budget change" tab in our online system by clicking on "+ADD NEW CHANGE REQUEST". You should justify why the new budget category is essential for a smooth project implementation. Once the request has been submitted, you will receive an automated e-mail on the decision within 7 working days.
Q: What kind of changes can we introduce to the budget?
A: You can change up to 1000 EUR between budget categories (e.g. between “Transportation and delivery” and “Promotional Costs”). For changes higher than 1000 EUR/category you have to file an official request in our online system under the tab "Change requests > Budget change" by clicking on "+ADD NEW CHANGE REQUEST". The request must include a justification and the summary of the new budget based on the individual budget categories under the "Requested change" column. Once the request has been submitted, you will receive an automated e-mail on the decision within 7 working days. The Fund no longer requires official letters for budget change requests.
Q: What are the Fund’s expectations in terms of visibility?
A: As a donor organization, the Fund expects to be publicly acknowledged throughout the project’s entire duration. For all requirements regarding promotion and visibility read Article 7.4 of your contract and the Logo And Acknowledgement Manual (Annex 3 of the Grant Guidelines).
Failing to comply with these requirements might result in paying a contractual penalty.
Q: Will the Fund reimburse VAT?
A: If your organization is a registered VAT payer, you are obliged to request the VAT reimbursement from your local tax authorities. The
Fund only reimburses VAT amounts to those grantees that are not registered as VAT payers. Exceptions can only be made upon the approval of the Fund.
When filling out the Interim Financial Settlement or (Final) Financial Settlement, you are also asked to indicate whether your organization is a registered VAT payer on the top of the main sheet.
Q: Can we buy computers, cameras or other electronic devices from the grant?
A: The Fund allows the purchase of office equipment needed for web-based communication and overall digitalization in the category of “Office supplies and consumption materials”, in limited numbers, up to 1000 €. Such purchases, however, must be well justified and consulted with the assigned project manager in advance.
Q: Can we pay expert fees to our employees for project management duties, general organizational tasks or bookkeeping?
A: No, you cannot. Such fees can only be reimbursed in the Overheads category, even if they are based on a service contract.
Q: How can I pay out expert fees?
A: The easiest way is for the expert to issue an invoice for the services (as a private entrepreneur, legal entity or company). Alternatively, the grantee can sign a service contract with the expert, specifying the tasks to be carried out and the offered remuneration. Please note that contracts based on the labor code of the respective country (e.g. employment contracts) cannot be used to pay out expert fees.
Salaries and wages originating from a work contract can only be reimbursed in the Overheads category.
Q: Can we use our company car to travel to our project partners?
A: Company cars and their related costs cannot be reimbursed in the category “Transportation and delivery”, only in Overheads.
Q: Our colleagues have travelled to a project event by car and presented a fuel bill. Can we put the cost into the Financial Statement?
A: Fuel bills cannot be reimbursed in the category “Transportation and delivery”, only in Overheads. For more information about travel cost reimbursements, see above.
Q: Are we allowed to pay per diems to our participants to cover their travel and catering costs?
A: No, you are not. Lump sums, pocket money, daily allowances or per diems can only be reimbursed in the Overheads (up to the given limit set in your contract). Accommodation and catering costs will be reimbursed based on real invoices only if the payment was made by the grantee via bank card or transfer. Travel costs can be reimbursed to individuals if they provide the original documents to the grantee (see above).
Q: How can I cover travel expenses?
A: If the grantee purchases transportation tickets with the organization’s bank card (or through bank transfer from the grantee’s account), these costs must be put directly into the Financial Settlement with proper description.
If tickets are purchased by individuals (experts, project participants), they must submit the original documents (invoices, bills, e-tickets, etc.) to the grantee, who then reimburses the travelers via bank transfer after issuing a confirmation to them. Grantees with a project cost of over 10.000 EUR can use their internal document for this purpose, in compliance with their bookkeeping rules.
Grantees with a project cost of under 10.000 EUR are obliged to present the filled-out Transportation Costs Reimbursement Sheets together with copies of the original tickets/invoices attached to the Financial Settlement.
If participants have travelled by private car, reimbursement can only be provided according to the official rates of the respective country based on the vehicle’s consumption and official reimbursement per 1 km (this information can be usually found on the website of the national taxation offices.) Grantees with a project cost of over 10.000 EUR can use their internal procedures for such reimbursements, in compliance with their bookkeeping rules.
Grantees with a project cost of under 10.000 EUR are obliged to present the filled-out Transportation Costs Reimbursement Sheets together with copies of the car registration document.
Fuel bills cannot be reimbursed in the category of “Transportation and delivery”.
For more information on travel cost reimbursement, please read Annex 2 of the Grant Guidelines. For the list of eligible costs in the category “Transportation and delivery” check Annex 1 of the Grant Guidelines.
Q: What kind of costs can I cover from the grant?
A: The Fund has identified 11 cost categories that are eligible for reimbursement:
- Printing and publishing
- Rent and related technical services
- Expert fees/fees for authors or artists
- Accommodation and board
- Transportation and delivery
- Translation and interpreting costs
- Awards and prizes
- Office supplies and consumption materials
- Promotional costs
- Copyright, licenses and fees
For a detailed list of specific cost items within each category, check Annex 1 of the Grant Guidelines.