Payment and reporting instructions
Instructions on preparing a reimbursement request and information on the reporting obligation.
N.B. The effects of the coronavirus (COVID-19) outbreak are unpredictable in terms of both duration and extent, and they may cause delays for the implementation of ongoing Business Partnership Support projects. The Ministry for Foreign Affairs has decided to introduce certain flexibility measures to support the completion of projects whose funding will expire during 2020 (read more here) or between 1 January and 1 July 2021 (read more here).
Business Partnership Support is valid for 24 months from the date that the applicant has been informed of the decision. The receiving entity must request reimbursement with a separate reimbursement request before the due date. A requirement for the payment of Business Partnership Support is that the commitment form is delivered to the governmental online service (E-Services). Business Partnership Support can be paid in either one or two installments. The support is paid based on approved and realized costs after they have been incurred.
In the event that a target country is removed from the OECD DAC listing during the validity period of the support, the payment request must be submitted and processed and the payment completed before the target country is removed from the list. Therefore, the applicant must also consider the processing time of the payment request.
Extensions cannot be granted for Business Partnership Support. If the recipient of the support has not submitted a payment request before the deadline, the support expires and it will not be paid. However, the recipient of the support can reapply if the support funds are not used due to a delay in project implementation and the costs approved for support have not been incurred before the end date of the validity period. It is notable, however, that the costs associated with the new application cannot be incurred until after the new application has been registered.
Applicants that have been granted reimbursements are required to report project progress with two follow-up reports at one-year intervals after the expiration of the support. Finnpartnership will supply the recipients of the support with the follow-up reporting form.
Below, you will find the information on your project according to the registration date, a list of eligible expenses and instructions on submitting a reimbursement request.
Reimbursement request instructions
Business Partnership Support can be paid to the recipient once the recipient of the support has sent the commitment to adhere to the terms and conditions of business partnership support. Companies that have applied after 1 January 2016 must submit the appropriately filled in commitment form to the governmental online service within one month of being notified of the decision.
Business Partnership Support is valid for 24 months from the date that the applicant has been informed of the decision. The receiving entity must request reimbursement with a separate reimbursement request before the due date. The reimbursement request and its appendices are submitted through the E-Services.
The support is paid based on approved, realised costs after they have been incurred.
The reimbursement request consists of
1. reimbursement request form (filled in E-Services)
2. a report on realised costs (specification of realised costs). The attached Finnpartnership template must be used for itemising the costs. The specification of itemised costs must be submitted
a) as an Excel file (all pages), as well as
b) a .pdf file signed by the auditor (first page/summary page)
3. original statement and checklist completed and signed by an auditor. The checklist must be filled in and returned initialled by the auditor (all pages) and attached to the auditing report.
4. progress/final report. Further information in the “Progress report, final report and follow-up report” section.
The recipient of Business Partnership Support may apply for reimbursement in one or two installments. The auditor must audit 100% of the realized costs included in the reimbursement request (an audit completed using spot-checks is not sufficient).
If the project is subject to environmental and social impact requirements or recommendations, the support recipient must explain how these have been considered. The applicant is notified of potential recommendations or requirements in conjunction with the governmental aid decision.
Terms and conditions and acceptable costs
Changes have been made to the terms and conditions for companies that have applied after 1 January 2020, which differ from the previous terms and conditions. The more recent and previous terms and conditions are both available above, along with their acceptable costs.
Notification of Amendment form
With the Notification of Amendment form, the applicant can supplement the reimbursement request or inform about changes in the project plan and/or the project budget. The form can be found in E-Services.
In connection with every payment request, the applicant is to submit a progress report that describes the project’s activities and use of funds. If the support expires without payments being made, the applicant is to provide a short description of why the project has not been carried out (see section 1.1. c of the Guidelines).
The purpose of the report is to provide a comprehensive account of the fulfilment of the project in relation to the objectives set for it. The report can be submitted either by filling in the reporting template below or by submitting a free-form report that covers the items mentioned in the reporting template. The reporting template is divided into a mandatory part (1), for which all questions must be answered, and a voluntary part (2) to be filled in as applicable. The questions are intended to serve as a guideline for reporting; you do not need to answer all of them.
The company must respond to the follow-up reporting surveys (a total of two) in such a way that the first follow-up survey is sent to the company electronically no later than one year after the support has expired. The second follow-up survey is sent to the company electronically no later than one year after the first follow-up survey was sent.
The follow-up survey should include a review of at least the following issues:
- financial status of project
- project’s employment impact for partners
- project’s impacts on markets and structures of operating environment
- project’s final environmental and social impacts (including gender equality and impacts on vulnerable and socially isolated groups)
- project’s impacts on target country’s economic and social structure.
The follow-up survey is sent to the company by email once it is time to fulfil the reporting requirement. Follow-up reports are to be sent within the assigned timeframe.