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INSTRUCTIONS FOR THE GRANT RECIPIENTS

 

Congratulations on receiving your grant!

It is important that you read these instructions carefully.

 

Table of contents

Click the heading to go straight to the required point.


Receiving a grant – do this:

1. Send us the following details by e-mail to saatio@jaes.fi immediately after receiving the grant decision:

  • when the study/project is set to begin (the date can be altered later),
  • the title and topic of the study/project in Finnish, Swedish and English,
  • if you wish, 1–3 persons of your choice who are authorized to contact us on your behalf on matters related to the grant (name, e-mail and phone number).

2. Submit a payment plan and payment requests for the entire duration of the study/project through our online service within one month of receiving the grant decision. Log in to the online service using the same username and password that you used for filing the application. You will also need to quote the confirmation code provided in the grant letter. The dates and sums on the payment plan and payment requests can be changed at a later time as necessary. Keep the grant letter and the confirmation code in a safe place for later use.


Grant payment

The payment plan and payment requests for the entire duration of the study/project must be submitted through our online service within one month of receiving the decision (see Receiving a grant). Log in to the online service using the same username and password that you used for filing the application. The dates and sums on the payment plan and payment requests can be changed at a later time as necessary.

The use of the grant must begin in accordance with the work plan within one year of the grant decision unless otherwise agreed.

 The duration of the grant period begins from the first payment. The grant may not be used for covering costs that have been incurred prior to the grant decision. The grant must be used by the end of the project. Any funds that remain unused at the end of the study/project must be returned to the Foundation (see Suspension of payments, recovery of a grant and returning an unused grant).

The payment plan and payment requests for the entire duration of the study/project must be submitted through our online service within one month of receiving the grant decision. Payments are made in January, May or September. The payment request for the first instalment must be submitted through the online service two (2) months before the month of payment. The Foundation cannot guarantee payments on a specific date, only within the payment month.

If the grant has been awarded for less than 18 months, you may request that the grant be paid in one instalment. Payments of grants for studies/projects lasting longer than 18 months are, as a rule, made annually in accordance with the original financial plan. As the study/project progresses, the payment requests for the annual instalments may be adjusted as required by the project.

If the study/project has been awarded a follow-up grant, the final report of the previous grant must be submitted and approved, and the entire grant used before the payment of the new grant can begin.

IMPORTANT! The grant can be paid to one organisation/bank account only. Studies/projects with several beneficiaries must have one named grantee, who is responsible for the use of the grant and reporting to the Foundation and the other beneficiaries. The grant is paid only to the organisation represented by the grantee, which will be responsible for the distribution of the grant to the other beneficiaries involved in the study/project as provided in the financial plan, based on a mutual agreement.


Interim and final reports

The payment of the first instalment does not require reporting; this also applies to follow-up grants. The following instalments may be paid only once the grantee has submitted the interim reports, including the financial plan, to the Foundation through the online service by the due date and the Foundation has approved the report. The interim report must be submitted no later than one month prior to the next payment month: for example, if the selected payment month is May, the interim report must be submitted by the end of March at the latest.

If the grant has been awarded for less than 18 months, no interim report on the study/project is required and only a final report must be submitted within three months of the completion of the study/project unless otherwise agreed in writing with the Foundation by e-mail saatio@jaes.fi. If necessary, the Foundation has the right to request for an interim report on the progress, outcomes and targets as well as the financial situation of the study/project.

If the grant has been awarded for more than 18 months, an interim report on the study/project must be submitted once a year in accordance with the above schedule and the final report must be submitted within three months of the completion of the study/project unless otherwise agreed in writing with the Foundation by e-mail saatio@jaes.fi.

Log in to the online service using the same username and password that you used for filing the application. Reports can only be submitted under the grantee’s credentials. If the reports are filed by another member of the group on behalf of the grantee, their contact details must be provided on the report. The grantee is solely responsible for timely and accurate reporting.

The Foundation uses a common financial plan template for science applications and a common financial plan template for applications for art, culture and other fields. The template is cumulative, so the same template is used for each interim report and the final report. Any other cost calculations appended to the interim and final reports will not be accepted. (Kindly notice that the new templates will be put to use during May 2021. Until then the financial report can be submitted informally.) 

The Foundation does not send reminders to beneficiaries. The beneficiaries are responsible for ensuring that their reports are submitted on time. Grant payments may be suspended if the report is not submitted by the due date.


Changes

The decisions of the Foundation’s Board of Trustees are bound by the original study/project and financial plans. The grantee is responsible for ensuring that the grant awarded by the Foundation is used in accordance with the application.

Any significant changes to the plans must be agreed upon in advance and in writing with the Foundation saatio@jaes.fi. Significant changes include, for example, changed in the start and completion dates, changes in the content of the research or project plan, receipt of additional funding from other sources for the same purpose and changes in the expense items referred to in the financial plan. The Foundation has the right to request additional information on the use of the grant from the grantee.

Requests for changes cannot be made on interim reports.


Suspension of payments, recovery of a grant and returning an unused grant

If the agreed report has not been submitted to the Foundation by the due date (see Interim and final reports) or if the Foundation finds based on the report that the study/project is not progressing in a satisfactory manner, the Foundation may suspend the payment of the grant.

The payment of the grant may also be suspended if the grantee uses the grant for purposes other than those specified on the research or project plan or in breach of the decision of the Foundation’s Board of Trustees or has failed to agree with the Foundation in advance and in writing on significant changes (see Changes) or on other serious grounds.

If the grantee has received funding for the same purpose from another source, the Foundation has the right to cancel the grant, suspend the payment of the grant and/or recover the portion of the grant that can reasonably be considered double-funding. The grant may also be recovered if the study/project is discontinued, the study/project is conducted contrary to what was presented in the application without prior written agreement with the Foundation or if the required reports are not submitted.

Any funds that remain unused at the end of the study/project must be returned to the Foundation: NDEAFIHH, FI43 1745 3000 1318 80, Jane ja Aatos Erkon säätiö.

The grantee’s full name and the grant reference number, which is available in the online service, must be provided in the message field of the payment advice. The Foundation must also be informed about the returning of a grant in writing by e-mail saatio@jaes.fi.   

The Foundation requires that all research that it supports is conducted in compliance with the Responsible Conduct of Research guidelines of the Finnish National Board on Research Integrity (www.tenk.fi/en) Failure to comply with the guidelines may lead to the suspension of the payments, the recovery of the grant paid or the cancellation of the grant.


Communications and marketing

The Foundation publishes information about all its grants on its website, after which the grant decision is public, and the grantees are free to inform their stakeholders of the funding.

The Foundation is happy to provide official Foundation logos to be used in the communications related to the study/project. For all matters concerning communications, please contact the Foundation by email saatio@jaes.fi.


Taxation and social security of individual grantees

The grantees are responsible for notifying the Tax Administration of the grant awarded to them by Jane and Aatos Erkko Foundation as necessary. The Foundation notifies the Tax Administration of all individual grants it pays out during the year.

The grantees are governed by the statutory MYEL pension insurance (Maatalousyrittäjän eläkelaki). Grantees domiciled in Finland have legal obligation to apply for pension insurance at MELA if they have been awarded a grant or scholarship in Finland (www.mela.fi/en/grant-and-scholarship-recipients/). The Foundation reports to MELA all the grants it has paid to individual grantees.


Other factors to be considered

The grantee must update the contact details of themselves and any other beneficiaries through the online service for possible communications from the Foundation.

The Foundation requires that all research that it supports is conducted in compliance with the Responsible Conduct of Research guidelines of the Finnish National Board on Research Integrity (www.tenk.fi/en)

Updated instructions for grantees are sent to the grantees by mail together with the award letter. The Foundation reserves the right to amend the instructions as necessary. The updated instructions are available online. The Foundation does not send updated instructions or terms to the grantees.


Data protection

When submitting an application for a grant to the Jane and Aatos Erkko Foundation, applicants send information to the Foundation about themselves,
which forms a register containing personal data for the Foundation. The data controller’s right to collect, store, use and otherwise process information is laid down by law.

Read more about data protection 

The privacy policy of the Jane and Aatos Erkko Foundation