If a project gets approved for funding, the applicant takes full responsibility for the project’s proper implementation. The applicant is responsible finalizing the precontractual steps, and for reporting. Detailed requirements and procedures are duly communicated to the applicant in writing upon the formal approval of the project. These steps (incl. setting up a separate bank account, if needed) shall be carried out within 20 workdays after the announcement of the results.

Project partners are expected to be actively involved in the project implementation. The applicant must provide details regarding the composition of the direct participants (number, age, citizenship) and the accompanying persons/chaperones (the number and citizenship). The total number of participants in the project should be balanced as regards their citizenship.

Budget

The grants are meant as lump sum contributions to costs associated with the mobility and networking of young people. The budgets are awarded as lump sum payments calculated by the number of people directly involved in each event/visit and the number of days spent together (max. €50 for each participant and/or chaperone per day or €60 per participant and/or chaperone per day when more than two V4 countries are involved). Maximum requested budget per project is €10,000.

The grant support can be used for any costs directly related to each planned joint event/visit. Cost categories are recognized and shall be summarized in the Financial Statement once the project is concluded.

The grant is paid in two installments. The first installment (amounting to 80% of the total grant) is released to the grantee’s bank account upon the signature of the grant contract. The second installment (amounting to 20% of the granted sum) may be awarded only once the project’s Final Report and Financial Statement are delivered to the Fund and approved.

Implementing

The implementation period of a project is the period for which the grant is contracted and within which all project events must take place. The length of the implementation period is limited to 7 months. Moreover, project cannot start later than 5 months after each deadline. In other words, every project shall be concluded within 12 months upon its deadline. Prolongation of the implementation period is possible and must be requested in the online system under the tab “Change requests". For the step-by-step guidance on your project implementation and reporting, familiarize yourself with the V4 Gen Guidelines.

Reporting

Upon conclusion of the project implementation, a Final Report and a Financial Statement are to be prepared by the grantee, printed out, signed/stamped by the grantee’s statutory representative and their scans uploaded in the online system.

The Final Report takes the form of a brief questionnaire in the online system, in which the applicant evaluates the outcome of the individual events), confirms the participation by uploading scanned attendance sheets of all participants and photographs illustrating each event.

The Financial Statement takes a form of an Excel sheet that provides a summary of the overall project expenditures within each cost category (transportation, accommodation, food and catering, office supplies and materials, honoraria and expert fees, entrance tickets/licenses, printing or publishing, promotional costs, rental and other technical costs, awards and prizes, and overhead costs) and shall provide an overview of how the entire granted sum have been utilized.