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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 project is set to begin (the date can be altered later),
  • the title and topic of the 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 project within one month of the date of the grant decision. Log in to our online service using the same username and password that you used for submitting your application. You will also need to quote the confirmation code provided in the grant letter. The dates and sums of payment requests can be changed later if needed. Keep the grant letter and the confirmation code in a safe place.

NB! The payment request for the first instalment must be submitted through the online service no later than two (2) months before the month of payment. You can choose either January, May or September as the payment month. The Foundation does not pay grants in other months. Use of the grant must begin in accordance with the work plan within one year of the grant decision unless the implementation timetable has been otherwise agreed with the Foundation.


Grant payment

The payment plan and payment requests for the duration of the entire project must be submitted through the online service within one month of the date of the grant decision (see Receiving a grant). Log in to the online service using the same username and password that you used for submitting the application. The dates and sums  payment requests can be changed later where necessary.

Either January, May or September as the payment month can be chosen as the payment month. The payment request for the first instalment must be submitted through the online service no later than two (2) months before the month of payment. The Foundation does not undertake to make payment on a specific date, only during the month concerned.

Payments must be frontloaded, not charging in arrears for expenses incurred.

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

NB! The grant can only be paid into the bank account notified by the lead grant recipient. Joint projects with several parties must have one lead grant recipient, who is responsible for use of the grant and for reporting to the Foundation and to the other parties. The grant is paid only to the organisation represented by the lead grant recipient, which will be responsible for redistributing the grant, based on a mutual agreement, to the other parties involved in the project as provided in the financing plan.

Use of the grant must begin in accordance with the work plan within one year of the grant decision unless the implementation timetable has been otherwise agreed with the Foundation.

 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 within the period granted for the project unless an extension has been granted. Any funds that remain unused at the end of the project must be returned to the Foundation (see Suspension of payments, recovery of a grant and returning an unused grant).


Interim and final reports

Payment of the first instalment does not require reporting. The following instalments may be paid only if the grant recipient has submitted the interim report, and the financing monitoring calculation appended to it, 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 more than 18 months, an interim report on the 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 end of the project unless the timetable has otherwise been agreed in writing with the Foundation, by e-mail saatio@jaes.fi.

If the grant has been awarded for at most 18 months, no interim report on the project is required and only a final report must be submitted within three months of the end of the project unless the timetable has otherwise been 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 project.

Log in to the online service using the same username and password that you used for submitting the application. Reports can only be submitted under the grant recipient’s credentials. Parallel credentials are not possible. If the information in the report is completed by another member of the group on behalf of the grant recipient, their contact details must be provided in the contact information section in the report. The grant recipient is solely responsible at all times for submitting the report and for the correctness of the information in the report.

The following are used in monitoring financing:

The payment plans approved by the Foundation and the expenses realised for the reporting period must be recorded in the financing monitoring calculation. The template is cumulative, so the same template is completed and appended to each interim report from the start to the end of the project.

Since the Foundation does not send reminders to submit reports, grant recipients are responsible for ensuring that their reports are submitted on time. Grant payments are suspended if the report is not submitted by the due date. Payment of the grant will be resumed during the following possible payment month (January, May or September) once the grant recipient has acceptably submitted the interim report. The Foundation will be in contact if more information concerning the interim report is required.


Changes

The decisions of the Foundation’s Board of Trustees are bound by the original project and financing plans. The grant recipient is responsible for ensuring that the grant awarded by the Foundation is used as stated in the application.

Any significant changes to the plans must be agreed in writing in advance with the Foundation saatio@jaes.fi. Significant changes include, for example, changed in the starting and implementation timetables, changes in the content of the project plan, receipt of additional funding from other sources for the same purpose and changes in the expense items referred to in the financing plan. The Foundation has the right to request additional information on the use of the grant from the grant recipient.

Requests for changes cannot be made in interim reports.


Suspension of payments, recovery and cancellation 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, based on the report, the Foundation finds that the project is not progressing as expected, the Foundation may suspend the payment of the grant.

Payment of the grant may also be suspended if the grant recipient uses the grant for purposes other than those specified in the project plan, financing plan or contrary to the decision of the Foundation’s Board of Trustees, has failed to agree with the Foundation in writing in advance on significant changes (see Changes) or if there are other compelling reasons.

The Foundation requires all research to comply 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 suspension of the payments, recovery of the grant or cancellation of the grant.

If the grant recipient 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 project is discontinued, the project is carried out contrary to what was stated 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 project must be returned to the Foundation:

NDEAFIHH, FI43 1745 3000 1318 80

The grant recipient’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.   


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 project (saatio@jaes.fi).

For matters concerning communications, please email jenni.hietala@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

Grant recipients must update the contact details of themselves and any other parties through the online service for possible communications from the Foundation.

The Foundation requires all research to comply with the responsible conduct of research guidelines of the Finnish National Board on Research Integrity (www.tenk.fi/en)

Updated guidelines for grant recipients are sent to recipients by mail together with the award letter. The Foundation reserves the right to amend the guidelines as necessary. Updated guidelines are available on the website. The Foundation does not send updated guidelines or terms to the grant recipients.


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