implement, report and conclude
This page is intended to serve as support throughout the implementation of your project. Of course, we at the development office are also available to assist you!
From idea to reality!
Once you have submitted the project application, received a positive decision from the Board of Directors, and obtained a start notice from the Swedish Board of Agriculture, work can begin.
We want you to succeed! The development office is with you throughout the implementation. We would like to have a kickoff meeting before you start, as well as regular follow-up meetings during interim reporting and final reporting. Furthermore, we are just an email, phone call, or physical meeting away.
Information requirements
Important to use the correct logos
All projects that have leader funding must show this by using the correct logos. For projects that have received funding from Leader Grogrund, this means our logo plus the correct EU flag.
The combination logo must be used in all marketing, applicable to both external and internal communication such as signs, advertisements, posters, feasibility reports, invitations, printed materials, and the like.
You are our ambassadors. Leader projects inspire!
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.
We are happy to help you spread information through our channels. Tag us to alert the development office about what is happening.
Inform journalists who want to tell about you that the project is feasible based on support from Leader Grogrund.
Advice and information along the way
Avoid deductions
- Read the decision carefully. Follow the conditions, approved project plan, and 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 mindful 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. If you apply after your end date, you will receive a deduction from the approved 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 contains the expenses related to the project.
If things do not go according to plan
Contact us at the development office if something occurs that prevents the project from being implemented as intended. Likewise, if more time is needed to carry out the initiative or if the project's financing changes. It is important that this contact occurs before you make any changes. A new decision may need to be made based on the new circumstances.
To apply for payment
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.
There is a lot to consider when you are to report your project.
Before both interim reporting and final reporting, we want to contact you and go through all the documentation before submission to the Agricultural Agency.
THERE ARE DIFFERENT TYPES OF PAYMENTS
Advance payment
You can apply for advance payment as soon as you have received your decision on support. However, it needs to be done before you submit an interim report. The amount you can apply for is stated in the decision information from the Agricultural Agency. When you apply for an advance, you do not need to report any expenses. Therefore, you must instead report the expenses for this amount when you apply for interim payment.
Government authorities, regions, and municipalities cannot apply for advance payment.
Interim payment
You need to make an application for interim payment within 4 months into the project and then continuously throughout the project period. All documentation from the period you are applying for interim payment for must be included in the application, and you must have paid all expenses. When you apply for interim payment, you should describe what has happened in the investment or project and what the reported expenses have been used for. Before you submit your interim report, we want you to send the documentation to us for review. This is to minimize the risk of deductions.
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 investment or project. Before you submit your final report, we want you to send the documentation to us for review. This is to minimize the risk of deductions. When you apply for final payment, you will need to describe what you have done and answer questions about, among other things, goals and results.
Note that 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.
Important to consider
- It is important that you in your accounting separately report the project's expenses from regular operations.
- The costs that you report must have been paid within the period you report.
- Payment evidence must be included for all costs that are not salary.
- Keep track of all documentation from the start, as it will make reporting easier.
- You must save all documentation such as invoices, payment evidence, agreements, quotes, delivery notes, and other documents that the documentation refers to.
- 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 be addressed to and paid by the one who applied for the support.
- All documentation needs to be in PDF format to be uploaded in the Swedish Board of Agriculture's e-system.
Payment evidence
You must include payment evidence for all expenses you are seeking payment for. The payment evidence must indicate that it is you, the support recipient, who has paid. The payment evidence must also show that your expense is paid within the period you are applying for payment for (no later than the day the payment application is submitted).
These are different types of payment evidence:
- printout of payment via internet bank
- 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 card and Swish payment (combined with account statement or bookkeeping extract if it does not show on the receipt who paid).
- receipt for cash payment (i.e., bills/coins) (NOTE maximum amount of 1000 SEK for this type of payment method.)
Organizations with a central finance function can apply for an exemption from the requirement for payment evidence!
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 payment evidence. 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 that the organization reports in a payment application are paid. NOTE that even if you have applied for and been granted an exemption, you may be selected for a review of documentation.
Here you can apply for an exemption from the requirement for payment evidence
Separate accounting
In your accounting, you must report the expenses and revenues related to the investment or project separately from expenses and revenues related to other operations. 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 payment application.
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 obligated. If you are procurement obligated, 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 procurement obligated or not.
Read more If public procurement (upphandlingsmyndigheten.se)
Expenses for personnel (salary, standard for employer contributions, etc., as well as indirect costs.)
Expenses for personnel include, for example, monthly salary (full/part) or hourly wage, fees, and other personnel costs.
Personnel can work all their time, a certain percentage, or a certain number of hours of their time in the effort.
When reporting:
Monthly employees who have worked full-time/part-time:
* Copy of the employment contract including any benefits. For part-time, it should also indicate what proportion of a full-time position the employee works.
* Pay slip showing gross salary and payment date.
Monthly employees who have worked certain hours:
* The form Calculation of hourly wage cost.
* Pay slip showing gross salary and payment date.
* Project diary where it shows how many hours per day the person has worked and with what tasks.
Thourly employees:
* Copy of the employment contract showing hourly wage and any benefits.
* Pay slip showing gross salary and payment date.
* Project diary where it shows how many hours per day the person has worked and with what tasks.
Standards for employer contributions and indirect costs
In addition to the salary, there is a standard of 44,31% that covers costs such as employer contributions, pensions, etc.
And you can also report indirect costs, so-called OH costs (e.g. purchase of computers, paper, printers, phone, etc.)
Example: You have paid a salary of 20,000 (gross). To calculate the standard, you take 20,000 SEK x 0.4431, resulting in a standard surcharge of 8,862 SEK. .
The indirect costs are 15 % of the total salary cost (gross salary + standard): 28,862 x 0.15 = 4,329.
For help with calculations, you can use this template which can then also be saved as a PDF and attached as documentation in the accounting where the standard and respective indirect costs are entered as separate expense lines.
Compensation for travel with a personal car
Compensation for travel with a personal car is always reimbursed with a standard of 40 SEK/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 (note: when budgeting, 12% VAT is indicated)
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 project's goal.
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/dinner (note: when budgeting, 12% VAT is indicated)
If you have expenses for lunch or dinner, you should save participant lists and have an explanation for the expenses. The expenses should pertain to external representation and contribute to achieving your goal.
In your application for payment, you then report the expenses with a standard of 100 SEK excluding VAT per person and meal. This regardless of how much the actual expense is.
Conferences
If you have included expenses 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 snacks.
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
Volunteer time
We recommend that you continuously note which individuals have contributed time to the project.
In the final report, you fill in the number of hours in this template. You then report the value in the final report to the Swedish Board of Agriculture, and the form itself is emailed to your designated case officer at the Leader Grogrund development office.
Volunteer resources
In addition to the salary, there is a.