time to report?
Is your project in full swing and is it approaching the time to submit an application for payment? This page is intended to help you with your reporting. Of course, we at the office are also available to assist you!
To apply for payment
To get paid for your project, you need to apply for it in different ways depending on what you need. If you want money in advance, you can apply for an advance payment. If you want part of the money before your project is completed, you can apply for partial payments. When you are done with the project, you apply for the final payment.
To apply for payment, go to the Swedish Board of Agriculture's system where you previously applied for project support. It is important to report your project correctly, and there can be a lot to consider. We at the development office are here to help you. If you want, we can book a time to go through your first report together. Don't hesitate to contact us!
Three different payment options
Before start
Advance payment
You can receive up to 50 percent of the total support as an advance, with a maximum amount of 250,000 kronor. The EU contributes to part of this amount and another part comes from Sweden. Keep in mind that the maximum advance amount is limited to the part that comes from Sweden. The exact amount is specified in your support decision.
You can apply for an advance immediately after the Swedish Board of Agriculture has given you your decision.
When you apply for an advance, you do not need to report any expenses, but you must report the expenses for this amount when you apply for the final payment. Note that government authorities, regions, and municipalities cannot apply for advance payments.
During the course of the project
Partial payment
You can apply for partial payment one or more times, and you decide how often it is done. We recommend that you apply for payment within three months from the start of the project and then regularly throughout the project period.
You must include all documentation from the period you are applying for partial payment for and have paid all expenses.
In your application, you describe what has happened in your investment or project and how the reported expenses have been used.
For more help on applying for a partial payment, scroll further down the page.
Keep in mind that the office is available to support you throughout the process, and you can book a time to go through the first report together.
when you are done
Final payment
An application for final payment must be made no later than the end date stated in your support decision and be completed with your investment or project. When you apply for final payment, you should make a final report in the e-service where you describe what you have done and answer questions about, among other things, goals and results.
If you 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 submitted more than 25 days late, you will receive no money at all for your application for final payment.
To apply for a partial payment
Reporting can feel both tedious and heavy, but it usually works well!
What you should keep in mind is:
- The costs you report must be paid within the period you are reporting.
- Proof of payment must be included for all costs that are not salary.
- Compensation for travel with a personal car is always reimbursed at a flat rate of 40 SEK/mile, regardless of your actual cost.
- Compensation for lunch and dinner is always reimbursed at a flat rate of 100 SEK (excluding VAT) per person, regardless of your actual paid amount.
- Compensation for coffee breaks can be reimbursed up to 60 SEK (excluding VAT) per person.
- Keep track of all documentation from the start, it makes it easier to report. Save all documentation such as invoices, proof of payment, contracts, quotes, delivery notes, and other documents that refer to the documentation.
- In addition to the information that an invoice must always contain, the invoice should be linked to an activity related to your investment or project and be addressed to and paid by you as the applicant for support.
- It is important that you separately report the project's expenses from regular operations in your accounting.
Does it feel complicated? Don't worry, we are here to help you!
Proof of payment
Include proof of payment for all expenses you are applying for payment for. The proof of payment should show that you, as the grant recipient, have made the payment. The proof of payment should also show that your expense is paid within the period you are applying for payment for (by the day the payment application is submitted).
These are different types of proof of payment:
- Printout of payment via online banking
- Payment order for bank and plusgiro along with account statement
- Receipt from the bank
- Account statement showing a payment via direct debit
- Pay slip
- Receipt for cash, card, and Swish payments (combined with account statement or bookkeeping extract if it does not show on the receipt who 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 handles accounting and payments centrally for an organization with multiple offices in different locations and where the organization and all offices have the same organization number.
To obtain an exemption, among other things, the organization must demonstrate in a description how they can guarantee that the invoices they report in a payment application are paid.
Here you can apply for an exemption from the requirement for proof of payment
Separate accounting
In your accounting, 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 lead to a deduction on your support.
To show that you have kept separate accounts, attach the general ledger with each payment request.
Procurement
Check if you need to make a procurement!
Government authorities, municipalities, regions, and county administrative boards must always conduct procurement. Other legal entities such as limited companies, foundations, and non-profit associations may also need to do so. If you must conduct procurement, you should purchase what you need for the investment or project through procurement. Save all documents related to the procurements. You may need to submit documents showing whether your organization must conduct procurement or not.
Read more About public procurement (upphandlingsmyndigheten.se)
Personnel expenses
Examples of personnel costs include monthly salaries, hourly wages, fees, and other expenses for personnel. Personnel costs can apply to full-time work, a certain percentage of working hours, or a specified number of working hours in the effort. With the first interim report or when a new person is hired, a copy of the employment contract should always be included. This contract should contain information about what portion of a full-time position the employee works as well as documentation for any benefits.
-
If you have employed personnel with a monthly salary who work a specific percentage, you must attach a payslip. The payslip should contain information about gross salary and payment date. The payment date is what serves as the accounting date.
-
If your salaried personnel work on the project with specified working hours, you must include a payslip as well as use the form ”Calculation of hourly wage.”.
-
If you have personnel working on an hourly wage in the project, it is sufficient to submit their individual payslips.
For all personnel working on an hourly wage in the effort, you must keep a project diary where you document:
- Number of hours worked per day for each person.
- Description of the tasks performed on the days the person has worked.
Standard 44.31 %
Do you have salary costs? Then you can use this standard to cover costs such as employer contributions and pensions. You do not need to include any documentation or references. You only need to state the standard as a cost in your salary costs.
To apply for payment of the standard, you add it as a separate expense and calculate the total yourself.
Here’s how to calculate the standard:
Example: Leader Spira Mare has paid a salary of 20,000 kronor (gross). To calculate the standard, we multiply 20,000 SEK by 0.4431, which gives a standard surcharge of 8,862 kronor.
This amount, 8,862 kronor, you fill in as a separate item under expenses in your payment request.
Indirect costs 15%
Indirect costs, also known as overhead costs, are expenses that are not directly tied to any specific activity in the investment or project, but are still necessary for you to carry it out. If you have salary costs, you may be eligible for this flat rate. The flat rate is reported solely as an additional cost to the salary cost, without any supporting documents or references needed. This includes all costs related to personnel, such as the purchase of computers, paper, printers, and phones.
To apply for reimbursement of the indirect costs, you add it as a separate expense and calculate the total yourself.
Here’s how to calculate the flat rate:
Example: Leader Lappland has paid out a salary of 20,000 kronor (gross) and has a flat rate addition of 8,862 kronor (see the calculation above). The total salary amount then becomes 28,862 kronor.
The indirect costs are 15 % of the total salary cost (gross salary + flat rate): 28,862 x 0.15 = 4,329.
This amount, 4,329 kronor, you then enter as a separate item under expenses in your application for payment.
Compensation for travel with your own car
When you use your own car for travel, the costs are always reimbursed with a fixed flat rate of 40 kronor per mile. To apply for reimbursement, you must attach a travel log as documentation.
If you have traveled, for example, 10 miles, you can apply for reimbursement for 10 x 40 kr = 400 kronor.
Compensation for snacks
If you have costs for snacks in connection with external representation, that is, when you have participants from outside your own organization, and you wish to apply for reimbursement, you must save proof of payment along with an invoice or receipt. Additionally, you need to keep participant lists and provide an explanation for these costs. These expenses must also contribute to achieving the project's goal and be included in your budget.
When you apply for payment, you should report the actual snack costs, but no more than 60 kronor excluding VAT (67 kr including VAT) per person.
Compensation for lunch and/or dinner
If you have costs for lunch or dinner in connection with external representation, that is, when you have participants from outside your own organization, you should prepare participant lists and have an explanation for these costs. These expenses should also contribute to achieving the project's goal and be included in your budget.
When you apply for payment, you can then report the costs with a flat rate of 100 kronor excluding VAT (112 kr including VAT) per person and meal, regardless of the actual cost.
Conferences
If you have costs for a conference that is part of your budget and support decision, it is important to save the conference program as well as a list with the names of the external participants and their organizations.
When applying for reimbursement of the support, you report the actual costs for lunch, dinner, and snacks that are related to the conference.
Purchase of used equipment
To receive support for used equipment, a certificate is required that verifies the following:
- The previous owner of the equipment has not received support for the purchase of it.
- The equipment meets the technical requirements.
- The price of the equipment is within market value and is lower than what new equipment would cost.
To meet this requirement, you use the form; Certificate for used equipment