Instructions for Grant Recipients

The grant number is a six digit identification number sequence for your grant. You need the number, for example, when communicating with the Foundation by phone or email. We first ask you the grant number, after which we can process your matter. You can find the grant number in your grant information in the online service.

The confirmation code is a two-part identifier containing numbers and/or letters separated by a dash. You need the code, for example, to confirm requests for payment and to add authorized persons. The confirmation code is sent to you by mail in the award letter: it is not stored in your grant information in the online service. Keep the confirmation code in a safe place.

If you wish, you can use the online service to add persons (max. 3 persons) who are authorized to contact us on your behalf on matters related to the grant. If a person is not authorized in the online service, we cannot disclose information to them about your grant.

For authorization, you need the name and Finnish personal identity code (in full) of the person you wish to authorize. Authorizations may subsequently be amended/cancelled.

Please note that when granting an authorization to another person, the person authorized gains full disposal of the grant.

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). Payment request information may be changed later if needed.

NB! Log in to the online service using the same username and password that you used for submitting the application. When making payment requests, you will need the confirmation code in the award letter sent by post.

You can choose either January, May or September as the payment month. The Foundation does not undertake to pay grants on a specific day of the month only during the month concerned.

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 organization 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 financial plan.

Calculation of the duration of the grant begins from the project start date. The grant may not be used for covering costs that have been incurred prior to the Foundation’s grant decision. The grant must be used within the period granted for the project unless the Foundation has granted an extension for it.

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).

Payment of the first instalment does not require reporting. The following instalments may be paid after the grant recipient has submitted the interim report and the financing monitoring calculation 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.

Log in to the online service using the same username and password when making the application. Reports can only be submitted using the grant recipient’s or an authorized person’s credentials. If the information in the report is completed by another member of the group on behalf of the lead 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 financial plan submitted in the original application and the expenses realized 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 submitted the interim report and the Foundation has accepted it. The Foundation will be in contact if more information concerning the report is required.

The decisions of the Foundation’s Board of Trustees are bound by the original project and financial 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, changes to the starting and implementation timetables, changes in the content of the project plan, receipt of new funding from other sources for the same purpose and changes in the expense items referred to in the cost center-specific cost items in the financial plan. The Foundation has the right to request additional information on the use of the grant from the grant recipient.

An updated finance plan must be appended to the request for the change.

Requests for changes cannot be made in interim reports!

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, financial 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 the matter having been agreed beforehand in writing with the Foundation or if the required reports are not submitted.

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.

You can find the Foundation’s logos on the website behind this link.

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If the grant has been awarded to the applicant personally and it is a grant to the beneficiary, the recipient must notify the tax authority accordingly. 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.

Grant recipients must keep the contact details of themselves and authorized parties through the online service up to date 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 instructions for grant recipients are sent to recipients by mail together with the award letter. The Foundation reserves the right to amend the instructions as necessary. Updated instructions are available on the website. The Foundation does not send updated instructions or terms to the grant recipients.

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 the data protection

The privacy policy of the Jane and Aatos Erkko Foundation