FAQ

A: Yes, but you will have to consult it with the Fund's project manager in advance. If the delivery is delayed with more than a few working days, an official request letter must be submitted to the Fund for approval. The letter must be written on a letterhead paper, contain a detailed reasoning and specific date for the new delivery of the Interim Report. The request must be signed by the statutory representative and sent to your project manager in scanned form.

A: The Fund has 10 working days to review the Interim Report counting from the date of their postal delivery. If the report is incomplete or if further documents are needed, the deadline applies from the day of delivery of these additional documents. Once the Interim Report is approved the Fund has 15 working days to transfer the 2nd tranche of the grant. Therefore, the sooner you provide us with the Interim Report and Interim Financial Statement, the sooner you will know whether the Fund approves the continuation of your project and receive the next tranche from our side.

Please keep in mind that you are only eligible for the second tranche if you have already spent approximately 50% of the first installment by the given deadline. Otherwise the Interim Financial Statement cannot be approved and you will need to prepare another report complying with this criterion.

A: The Interim report is a textual summary of the preliminary progress and results of the project implemented within the marked period. When filling out the Interim Report, try to be as specific as possible. The Interim Report is not only a checklist of events and output that were implemented, but also serves as a means to evaluate your own work, different aspects of the implementation and the role of the partners in the cooperation. Describe whether the implementation is on track as you planned, highlight any changes that were made compared to the original plan and any obstacles that hindered your work.

A: No, we do not require additional documents by default, however, the assigned project manager may ask for them on an individual basis if some cost items or descriptions are unclear.

A: Instructions can be found on a separate sheet in the Interim 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.

A: If your expenses have been incurred 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.

A: When choosing the proper rate, you have two options. You may either use the exchange rate of the national bank (where the grantee resides) on the date of  converting the first installment into the local currency or the monthly average exchange rate of the respective national bank in the last full month in which the first (interim) period of the project ends.

A: Templates are found at https://www.visegradfund.org/archive/documents/visegrad-visegrad-strategic-grants/

A: The Interim Report and the Interim Financial Statement need to be uploaded to the online system, under the tab “Interim Report”, and sent to the Fund via post as well by the given deadline.

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.

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.

A: When choosing the proper rate, you have two options. You may either use the exchange rate of the national bank (where the grantee resides) on the date of conversion of the previous installment into the local currency or the monthly average exchange rate of the national bank in the last full month of the project implementation period.

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.

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.