- 1. Receiving a grant – do this
- 2. Grant number and confirmation code
- 3. Granting authorization to another person
- 4. Grant payment
- 5. Interim and final reports
- 6. Changes
- 7. Suspension of payments, recovery and cancellation of a grant and returning an unused grant
- 8. Communications
- 9. Taxation and social security of individual grantees
- 10. Other factors to be considered
- 11. Data protection
Instructions for Grant Recipients
Congratulations on receiving your grant!
Please read the instructions below carefully.
1. Receiving a grant – do this
Send us the following details by e-mail to firstname.lastname@example.org 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
Submit payment requests through the online service 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. Keep the award letter and the confirmation code in a safe place. The dates and sums of payment requests can be changed later if needed.
When contacting us about payments, please use the Communication function in the online service.
If you wish, you can use the online service to add persons who are authorized to contact us on your behalf on matters related to the grant.
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. From the Foundation’s list of three payment months chose the one nearest to the project start date as the first payment month. 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.
2. Grant number and confirmation code
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.
3. Granting authorization to another person
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.
4. Grant payment
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.
First payment instalment:
- the payment request must be submitted through the online service no later than two (2) calendar months prior to the Foundation’s month of payment
- from the Foundation’s list of three payment months, select the one nearest to the project start date
- 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
- payments must be frontloaded and not cover in arrears project expenses already incurred
- if the grant has been awarded for at most 18 months, you may request that the grant be paid in one instalment
- instalments can be either equal instalments or weighted depending on the needs of the project: the sum total of the instalments must be exactly the same as the grant awarded
- payments of grants for projects lasting longer than 18 months must, as a rule, comply with the original annually financial plan
- the time of payment of the second instalment is chosen approximately one year after the first instalment, the third instalment one year after the second instalment and so on.
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).
5. Interim and final reports
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.
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 six months of the end of the project unless the timetable has otherwise been agreed in writing with the Foundation, by email email@example.com.
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 six months of the end of the project unless the timetable has otherwise been agreed in writing with the Foundation, by email firstname.lastname@example.org. 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 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 following are used in monitoring financing:
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 email@example.com. 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.
Requests for change must mention the following matters:
- the kind of change involved, the stage in the project the change concerns and how it differs from the original plan
- the reasons for the change
- how much of the project is still left (as a %), what percentages and/or stages
- what is the backup plan if the Foundation does not approve the change
An updated finance plan must be appended to the request for the change.
Requests for changes cannot be made in interim reports!
7. 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, 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.
any funds that remain unused at the end of the project must be returned to the foundation:
NDEAFIHH FI43 1745 3000 1318 80
- the Foundation must be informed about the returning of a grant beforehand in writing by email firstname.lastname@example.org
- 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 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.
For matters concerning communications, please email email@example.com.
You can find the Foundation’s logos on the website behind this link.
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9. Taxation and social security of individual grantees
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.
10. Other factors to be considered
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.
11. 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.