Implement
Here you will find important information that you need to know when you implement your project as well as when you apply for payment.
The decision
Keep in mind that it is important that everyone involved in the project carefully reads through the decision on support and other information. It is very important that the work on the project follows the purpose and that you make the investments or carry out the activities specified in the decision. If you need help, have questions, or need to make a change to your project, you should primarily contact your leader office.
It is important that you create a routine for reporting the project and applying for payment from the very beginning to reduce the risk of inaccuracies. Therefore, report regularly.
Yes, you can apply for a change. You should always do this if you need to extend the project period, add new activities, or costs that are not included in your approved budget. It is IMPORTANT that you apply before the deviation occurs. You CANNOT apply for a change after the activity has been completed! Use the form ”Apply for a change” It must be signed by an authorized signatory and sent to the Leader office.
Actions that do not require an application for a change:
- Carrying out more of an activity that benefits the purpose and goals
- Replacing one activity with another equivalent activity
- Changes between expenses in the budget without affecting the purpose and goals
- Wanting to end the project earlier than expected
Separate accounting
In your decision on support, it states that all expenses for which you seek support must be separately accounted for in your bookkeeping. This means that each expense must be recorded with a specific accounting code or with its own cost center that only pertains to your project or investment.
For the Swedish Board of Agriculture to be able to verify that you meet the conditions, you must submit extracts from your bookkeeping. The documentation that the Swedish Board of Agriculture wants to receive from your bookkeeping is the income statement for the revenue and expense accounts or a transaction or verification list.
Application for partial payment
Please apply for partial payment at an early stage. For example, you can apply every quarter or after a period with many or large expenses. All invoices, payment proofs, participant lists, revenues, etc. from this period must be included, and all expenses must be paid within the period. A missed invoice or other documentation from a previous reporting period can be included in the next reporting period along with an explanation.
Do the following:
Log in to the Swedish Board of Agriculture's My pages
Start a new application for payment. Choose which application you want to apply for payment for. Then select which type of payment you want to apply for.
- Advance
- Partial payment
- Final payment
You can start an application and choose to save it as a draft. The case will be placed under the heading: Continue with ongoing applications
On ”My pages,” you can also see other documents that are relevant to you in your case, such as communications and supplementary letters.
Liquidity
The Swedish Board of Agriculture withholds 20% of the project support until you have finalized the project. It is therefore important for you to secure good liquidity in the project. Either through equity or bank guarantee/loan.
A requisition takes about 3-6 months before it is paid out.
Advances usually go a bit faster.
Advance
You can apply for an advance of the project support if you who have received support are
- a non-profit association
- an economic association or community association
- a public utility foundation
You can receive up to 50 percent of the project support in advance, but no more than: 250,000 SEK
Apply for partial payment even if you have received an advance! The Swedish Board of Agriculture continues to pay out the support up to 80%
Account for payment
Bank giro or bank account number
For the Swedish Board of Agriculture to be able to pay the money to you, you must have your bank giro or bank account number registered with the Swedish Board of Agriculture. You do this via My pages or on the form “Account number notification” which you can find at the Swedish Board of Agriculture's website.
Save all documents related to the project
The Swedish Board of Agriculture has 10 years to demand repayment of support that you have incorrectly received. It is therefore important that you save your accounting and all documents for 10 years after the final payment of your project. You are responsible for ensuring that the accounting and other documents, such as invoices, receipts, and procurement documents, are available for inspection during that time.
Reporting of non-profit resources
Remember not to confuse your non-profit resources or volunteer time with your budget in the application for payment. You should continuously document and save your project diaries or equivalent documentation. The combined value should be reported in the final payment under the heading non-profit resources. You do not need to submit the documentation to the Swedish Board of Agriculture. It is the leader offices that control and assess the reasonableness of the value of non-profit resources in their final statement of the projects.
Application for change
If you report expenses or carry out activities that are not stated in your decision on support, it may lead to deductions. Therefore, you must have these changes approved before the expenses can be eligible for support. If the leader office or the Swedish Board of Agriculture approves your application for change, the change applies from the day your application for change was submitted to the leader office.
Examples of changes:
- End date
- Increased budget
- New activities
- Change of support recipient
Contact your leader office if you are unsure whether you need to make an application to change your decision.
