implement, report and conclude
Of course, there are some things to consider during the project's progress, but of course also when the project is to be concluded and reported. Do not hesitate to contact us at the office with questions or concerns.
From start notification to reality
It is important to follow the project plan. Review it carefully before the work in the project begins. If you are working together in a group, make sure that you plan the effort and distribute the tasks from the very beginning. Perhaps even decide on regular project meetings? It is important to read the decision, follow the conditions, the project plan, and the budget. All work and diligence during the project's progress facilitate the reporting and concluding of the project.
Use logo
Let it be visible that it is a leader project
All projects that have leader funding must show this by using the correct logo for example in advertisements, websites, or on social media.
You can for example tell about your investment or your project, purpose, and results. The information you share in your channels must remain until you have received the final payment. It is also important to use the correct EU logo when informing about your effort or project. The EU logo must always be visible and have a prominent place. If this is missed, there is a risk of deductions. Contact us if you are unsure.
Are you considering a sign for the project or investment? Read your decision, which indicates whether a sign is relevant or not.
You are our ambassadors!
Leader projects inspire!
Please tell others about us and the opportunity to apply for leader support. Together we create sustainable and attractive rural areas that we are proud of.
Advice and information along the way
Avoid deductions
- Read the decision carefully. Follow the conditions, the approved project plan, and the budget. If you deviate from the project plan and your decision, you risk not receiving the funds you have applied for. Only the expenses stated in the decision are eligible for support.
- Be aware of the project's end date. Your decision states the project's end date, and it is important that you submit the application for final payment so that it has been received by the Swedish Board of Agriculture by this date at the latest. If you apply after your end date, you will receive a deduction on the granted support.
- Be careful with the logo. Ensure that the correct logo is included on all materials. If this is missed, there is a risk of deductions. We can advise you if you are unsure.
- Do not forget to separately report the project's expenses. To avoid deductions, when applying for payment, you should include a report from the accounting that only includes the expenses that belong to the project.
If things do not go according to plan
Contact us at the office if something occurs that makes it impossible to carry out the project as intended. Likewise, if more time is needed to implement the initiative or if the financing of the project changes. It is important that this contact occurs before you make some changes. A new decision may need to be made based on the new conditions.
To apply for payment
After you have received a decision on support and incurred expenses for the project, you can apply for payment at any time. We recommend that you apply relatively early after the project has started and then regularly during the time the project is ongoing.
The application for payment is made on My pages in the Agricultural Agency's system, at the same place where you applied for project support.
DIFFERENT TYPES OF PAYMENTS
Advance payment
Have you received your decision on support? Then you can apply for an advance payment, however, you must consider that this is done before you submit a partial report.
The amount you can apply for will be stated in the information in your decision. You do not need to report any expenses for advance payment; you will instead report those details when you make your final payment. You can receive up to 50 percent of your support in advance, but no more than 250,000 kronor.
Government agencies, regions, and municipalities cannot apply for advance payment.
Partial payment
Within four months after the decision has been sent, you must make an application for partial payment. All documentation from the period you are applying for partial payment must be included in the application, and you must have paid all expenses. You can, for example, apply every quarter or after a period when you have had many expenses. When you apply for partial payment, you should describe what has happened in the project and what the reported expenses have been used for. Also note that the expense must be linked to your project; the invoice must be addressed to and paid by the one applying for project support.
Final payment
You must apply for final payment no later than the end date stated in your decision on support. By then, you should have completed your project. When you apply for final payment, you should make a final report in the Agricultural Agency's e-services, where you describe what you have done and answer questions about, among other things, goals and results. Please note your latest end date, as stated in your decision. If you were to apply for final payment too late, your support will decrease by 1 percent of the payment amount for each day the application is delayed. If your application is more than 25 days late, you will receive no money at all for your application for final payment.
Tips to consider when reporting
- Keep track of your documentation, as this will make it easier to report. It is important that you separately report the project's expenses from your regular operations, and the costs must have been paid within the period you are reporting.
- In addition to the information that an invoice must always contain, the invoice must be linked to an activity related to your investment or your project and must be addressed to and paid by the one who applied for the support.
- Payment evidence must be included for all costs that are not salary.
- Save all documentation such as invoices, payment evidence, contracts, quotes, delivery notes, and other documents that the documentation refers to.
Payment evidence
You must include proof of payment for all expenses you are seeking reimbursement for. The proof of payment must indicate that you, as the grant recipient, have paid. The proof of payment must also show that your expense has been paid within the period you are applying for reimbursement for (no later than the day the reimbursement application is submitted).
These are different types of proof of payment:
- printout of payment via online banking
- payment order for bank and plusgiro in combination with account statement
- receipt from the bank
- account statement showing a payment via direct debit
- payslip
- receipt for cash, card, and Swish payment (combined with account statement or extract from accounting if it is not clear on the receipt who has paid).
Organizations with a central finance function can apply for an exemption from the requirement for proof of payment!
If you are a municipality, a region, an authority, or an organization with a central finance function, you can apply for an exemption from the requirement for proof of payment. A central finance function means a finance function that centrally manages accounting and payments for an organization with multiple offices located in different postal areas and where the organization and all offices have the same organization number.
To obtain an exemption, it is required, among other things, that the organization can demonstrate in a description how it can guarantee that the invoices the organization reports in an application for payment are paid.
Here you can apply for an exemption from the requirement for proof of payment
Separate accounting
In your accounting, you should report the expenses and revenues related to the investment or project separately from expenses and revenues related to other activities. If you have not reported separately, it may result in a deduction from your support.
To show that you have separate accounting, the general ledger must be attached to each application for payment.
Procurement
Find out if you are obligated to procure!
Government authorities, municipalities, regions, and county administrative boards are always obligated to procure, but other legal entities such as limited companies, foundations, and non-profit associations can also be. If you are obligated to procure, you must procure the purchases for the investment or project. You should save all documentation related to the procurements that are relevant. You may need to submit documentation to show whether your organization is obligated to procure or not.
Read more If public procurement (upphandlingsmyndigheten.se)
Personnel expenses
Personnel expenses include, for example, monthly salary or hourly wage, fees, and other personnel costs. Personnel can work their entire time, a certain percentage, or a certain number of hours of their time in the effort. At the first interim report or upon new employment, a copy of the employment contract must always be sent, indicating what proportion of a full-time position the employee works and documentation for any benefits.
– If you have personnel with a monthly salary who work a certain percentage a payslip must be attached. The specification should indicate gross salary and payment date. It is the payment date that becomes the accounting date.
– If you have personnel with a monthly salary who work hours in the project, you should submit a payslip and the form Calculation of hourly wage.
– If you have personnel who are employed on an hourly wage in the project, it is sufficient to submit the personnel's payslips.
For all personnel who work per hour in the effort, you need to keep a project diary where it states
- how many hours per day the person has worked
- what the person has worked on the days they have worked.
Template 44.31 %
Provided that you have salary costs, you are entitled to this template. It is only reported as a template on the salary cost, no documentation or reference is required. This template covers costs such as employer contributions, pensions, etc.
To apply for payment of the template, you enter it as an expense and calculate the amount yourself.
Here’s how to calculate the template:
Example: You have paid out a salary of 20,000 (gross). To calculate the template, you take 20,000 SEK x 0.4431, resulting in a template surcharge of 8,862 SEK. .
The amount of 8,862 SEK is then entered on its own line, as an expense in the application for payment.
Indirect costs 15%
Indirect costs, also called overhead costs, are expenses that are not directly linked to any specific activity in the investment or project but are necessary for you to carry it out. Provided that you have salary costs, you are entitled to this template. It is only reported as a template on the salary cost, no documentation or reference is required. Here are all costs related to personnel, i.e., purchases of computers, paper, printers, phones, etc.
To apply for payment of the indirect costs, you enter it as an expense and calculate the amount yourself.
Here’s how to calculate the template:
Example: You have paid out a salary of 20,000 (gross) and have a template surcharge of 8,862 SEK (see calculation above). The total salary amount is then 28,862 SEK.
The indirect costs are 15 % of the total salary cost (gross salary + template): 28,862 x 0.15 = 4,329.
The amount of 4,329 SEK is then entered on its own line, as an expense in the application for payment.
Compensation for travel with a personal car
Compensation for travel with a personal car is always reimbursed with a template of 40 SEK per mile. A travel log must be attached as documentation.
If the person has traveled, for example, 10 miles, you should apply for compensation for 10 x 40 SEK = 400 SEK.
Compensation for snacks
If you have expenses for snacks, you should save proof of payment along with an invoice or receipt, as well as participant lists, and have an explanation for the expenses. The expenses should pertain to external representation, meaning participants outside your own organization, and contribute to achieving the goal of the project.
In your application for payment, you then report the actual expenses for the snacks, but no more than 60 SEK excluding VAT per person.
Compensation for lunch and/or dinner
If you have expenses for lunch or dinner, you should save participant lists and have an explanation for the expenses. The expenses should relate to external representation and contribute to achieving your goal.
In your application for payment, you then report the expenses with a standard amount of 100 kronor excluding VAT per person and meal. This regardless of how much the actual expense is.
Conferences
If you have an expense for a conference in your budget and your decision on support, you should save the conference program and the list of names of the external participants and which organizations they belong to.
In your application for payment, you then report the actual expenses for lunch, dinner, and coffee breaks.
Purchase of used equipment
To receive support for used equipment, you must have a certificate stating that:
- the previous owner who used the equipment has not received support for the purchase of it
- the equipment has the technical characteristics needed
- the price of the equipment does not exceed the market value
- the expense for the used equipment must not be higher than it would be to buy new equipment
You do this via a Form; Certificate for used equipment