Payment and reporting instructions

Instructions on preparing a reimbursement request and information on the reporting obligation.

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.

Projects registered on or after Jan 1 2016

Terms and conditions for project applications submitted before 1 July 2016

Acceptable costs of project applications submitted before 1 July 2016

 

Terms and conditions of project applications submitted after 1 July 2016

Acceptable costs of project applications submitted after 1 July 2016

 

Terms and conditions of project applications submitted after 1 January 2019

Acceptable costs of project applications submitted after 1 January 2019

 

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* (download the form to your computer and open it with Adobe Reader)

2. a report on realised costs (specification of itemised 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.

The reimbursement request instructions are available in printable format here.

 

Terms and conditions and acceptable costs

Changes have been made to the terms and conditions for companies that have applied after 1 January 2019, 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.

Progress report, final report and follow-up report

The support recipient is required to submit a report with every payment request (not to exceed two) and to respond to the follow-up survey during the two following years after the support has expired.

 

Progress/final report

With every payment request, the applicant is to submit a progress/final report which describes the project’s operations and use of funds. If the project has ended or the payment request is for 2/3 or more of the granted support, the final report is to be delivered; in other instances, the progress report is submitted. If the support expires without payments being made on it, the applicant is to provide a short description on the project’s failure to occur.

 

The purpose of the report is to provide a comprehensive report on the fulfilment of the project.

 

The report is to describe the following matters, where applicable:

  • details on the established or soon to be established joint venture/subsidiary (name, business entity, shareholders, votes, share ownership) and associated contracts
  • description of implemented project and/or implemented support functions carried out in association with the business partnership support project
  • volume of operations that have occurred in the target country (e.g. turnover, number of employees, etc.)
  • total funding for project implementation and sources of funding
  • made and planned investments for the project
  • project’s employment impact for partners (total number of employees, share of women in labour force, planned and/or actual number of jobs)
  • details on project’s technology and/or know-how content and its/their transfer between partners
  • in the case of piloting and demonstration projects of technology and solutions with international organisations, details on the project’s planned partnership with the associated organisation
  • information on the training included in the project; also in the case of joint projects with NGOs/educational institutions (e.g. corporate responsibility and human rights issues, vocational,
    technical and business education)
  • project’s impacts on markets and structures of operating environment
  • assessment of environmental impacts
  • assessment of social impacts (including gender equality and impact on vulnerable and socially isolated groups)
  • in the case of joint projects with NGOs/educational institutions, a report drafted together with the companies on the development of cooperation networks significant for the business partnership project, piloting products and services, development of cooperation and innovation platforms, and organising seminars and workshops
  • in the case of import projects, actual import quantities and estimates of future importing, import agreements, estimate on qualitative suitability for Finnish/European markets
  • who are the current beneficiaries (direct and indirect)?
  • in the case of joint projects with NGOs/educational institutions, a report drafted together with the companies on the number of employees of business partner/partners that have received training and the total number of people who have received training
  • did the project proceed as planned? If not, how was it different from the plan?
  • how has the execution of the project been monitored and how will it be organised in the future?
  • comprehensive evaluation of project’s impacts (positive and/or negative)
  • if the company decided to not implement the project, a report on the reasons that led to this
  • if the intention was to establish a subsidiary or a joint venture in the target country, but
    the decision was made not to implement it, what were the reasons for the decision?
  • photographs, if possible.

 

Follow-up reporting

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.

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