FAQ

A: Outsourcing project management and overall administration to external organizations, companies, or individuals is allowed only exceptionally, with the Fund’s PRIOR approval. This means that the preparatory and administrative duties connected to the contracted outputs like event organization, logistics or general project management should be performed by the contracted entity itself or by the contracted partner(s).

A: Legal obligations applicable to the organization under national legislation are to be complied with. The Fund does not have any specific rules regarding procurement and does not require any additional measures beyond what the grantee is legally bound to by legislation.

A: The Fund does not regulate this. To calculate the exact amount to transfer in the currency of your bank account, follow the standard accounting rules and procedures applicable to your organization, or make a foreign transfer.

A: Accommodation and any other services can be booked in advance BUT be aware of payment dates. All payments, including reservation fees and advance payments for services, MUST be made within the project’s implementation period specified in the contract. Payments made before the start and after the end of the implementation period will not be accepted. The only exception is the cost of the audit, which can be paid after the project’s implementation period has ended.

A: Yes, they can. This is the only cost that can be paid after the implementation period.

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.

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.

A: No, you cannot. Such fees can only be reimbursed in the Overheads category, even if they are based on a service contract.

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.

EXCEPTION applicable to state-funded academic and research institutions: Financial remuneration under the category of expert fees of employees of state-funded research and higher education institutions (or any expenses related to employment based on the labor code, including daily allowances, part-time work, etc.) can be compensated if the Grantee is obliged under the national legislation to pay their own employees only under the labor code.  

A: Company cars and their related costs cannot be reimbursed in the category “Transportation and delivery”, only in Overheads.

A: Fuel bills cannot be reimbursed in the category “Transportation and delivery”, only in Overheads. For more information about travel cost reimbursements, see above.

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).

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.