Implement

Be careful to write down the working hours worked on the project – including the voluntary working hours which should also be reported in the final report.

Self-employed individuals can include their own work in projects, which is reported in the Project Diary form.

All eligible expenses incurred in the project must be reported when applying for payment, so keep receipts and invoices in good order.

Also save documents such as participant lists at conferences and if you offer coffee or lunch in the project.

Make it easier to report your volunteer time by writing down your hours continuously throughout the project. You will be credited for your time from the day your application was received via My pages on the Swedish Board of Agriculture website.

It is perfectly fine to create your own lists in Excel, for example. The important thing is that it is clear who has done something, when it was done and what has been done. The lists also need to contain contact information, such as phone numbers, for those who have contributed with voluntary work.

We will follow up on the volunteer time by emailing a summary to your contact at the leader office upon final reporting.

Save all invoices!

In addition to invoice copies, you also need proof of payment showing that the payments have been made. You can download a proof of payment from the internet bank. The proof of payment must include the following for it to be valid:

• Payment date
• Amount paid
• Sender (which account the money was deducted from)
• Recipient (that the payment went to the same Plusgiro, Bankgiro or account number that is on the invoice)
• That the payment has been completed. (With a historical date, so that we know for sure that the payment has gone through.) “Immediate payment” is not considered a completed payment.

As soon as you have received the decision from the Swedish Board of Agriculture, you can apply for an advance on the support. This applies to all applicants except municipalities and authorities.

In the decision you can see how much support you can receive from the Swedish Board of Agriculture, the project support part. This is the amount that forms the basis for what you can receive in advance. You can apply for up to 50% of the project support part in advance, but not more than 250,000 SEK.

Remember to report expenses for the advance payment as well, as it is part of your granted support. You report these expenses when you apply for partial and final payments.

You apply for an advance via My pages on Swedish Board of Agriculture website.

You can apply for partial payment as soon as you have received your decision and have paid expenses for the project. Please apply for partial payment within a few months after the decision and then continuously throughout the project period.

You apply for partial payment via the e-service on the Swedish Board of Agriculture's website. When you apply for partial payment, you must upload invoice copies and proof of payment for the expenses you include in the application. Proof of payment is an extract from the bank that shows that the invoice has been paid. The proof of payment must show that it is you (the organization) who paid the cost and that the receiving account is the same as on the invoice.

On Swedish Board of Agriculture website You can read a guide on how the e-service works and watch an instructional video on how to apply for a payment.

All expenses related to the project should be reported separately in the organization's accounting. You can do this with your own cost center, profit center, or unique account. 

When reporting, you must be able to show an extract from the accounting for the project's costs that shows that you have accounted for them separately.

When you have completed the activities in the project, it is time for the final report. Your application for final payment must have been submitted via the e-service before the project's end date. You can find the end date in the formal decision from the Swedish Board of Agriculture. Keep an eye on the end date as you risk deductions from the granted support if the application is submitted too late. However, you should have been in contact with us at the office well in advance of the end date for a reconciliation.

In addition to reporting the costs that you have not previously included in an application for partial payment, you must tell more about the results of the entire project in the final report. We at the office will go over the questions you need to answer with you before you send your application to the Swedish Board of Agriculture.

If for any reason you are unable to complete or report on the project on time, you will need to contact us at the office to apply for an extension. An application for an extension needs to be made before the original project end date.