If we decide to fund your project, we'll email the funding decision to you. To receive funding from us, you need to execute the project as you've described and follow our terms and conditions. During the project period, you must also report to us how the project is going, and any potential changes you make to the project.
In the funding decision you receive from us, there's information about who receives funding and how much each grant recipient receives. For every grant recipient, we give an amount and a maximum aid intensity. The amount is the funding you can receive as a maximum, regardless of how high your costs are. The maximum aid intensity is the percentage of your expenses that we can fund. If you have lower expenses than budgeted, it's most often the maximum aid intensity that determines the final grant amount. The amount can be lower than what's stated in the funding decision you receive from us.
Vinnova often disburses funds in advance. If you have received more money than what you have a right to, you must pay back the extra amount.
The funding decision also states the period during which we can finance your expenses and when you have to submit various reports.
Our terms and conditions
We have general terms and conditions that apply to all projects that we finance. For some calls and projects, we also have special terms and conditions that only apply to them.
Among other things, our general terms and conditions state that you have to:
- conduct the project according to the project description that you submitted in the application
- set up a project agreement if you have several project participants
- report your expenses and how the project is going
- submit information about the project, even after it has ended.
If you don't comply with the conditions, Vinnova has a right to discontinue the funding. You may then also be obliged to repay funding that we have already paid out.
Vinnova's general terms and conditions for grants
Please read our guide on eligible costs to understand what costs you're able to ask us to cover, and how they're calculated.
Guide to eligible costs (pdf) - only in Swedish
In our agreement guide, we describe what you should keep in mind when you set up a project agreement between the participants in the project.
Project agreement guide (pdf) - only in Swedish
The help you can get from Vinnova
You must be able to run the project independently, but you're always welcome to get in touch with the programme manager at Vinnova if you have questions about the funding.
Submitting reports regularly
All projects submit reports to us about how the project is going, so we can see that you're conducting the project as you described in your application. If you demonstrate shortcomings in the reporting or in how you're running the project, we won't pay out.
The project manager submits all reports in the eServices portal, and other project participants must ensure that the project manager has all the information they need to do so. How often you need to submit reports is stated by the funding decision, and we'll send an email to the project manager two weeks before the next report is due.
How to submit reports
The project manager has to submit all reports electronically in the eServices portal. Keep in mind that only the project manager has access to the project in the eServices portal after the funding decision has been made. You'll find information about when you must submit the various reports in the funding decision. Which reports are needed vary between different calls, but we often ask for these reports:
Start report: Your first report that confirms that the project is ready to start. Among other things, the report should contain a bank giro or plusgiro number for disbursements and a project abstract. All project participants also have to submit a document that we call a Participant's Approval, where you commit to carry out the project as described in your application, following our terms and conditions.
Guide for the Participant's Approval (pdf)
Form for Participant's Approval, English version (pdf)
Status report: A continuous reconciliation, most often submitted after six months, so that we can see how the project is going. Among other things, you should report how you're doing against the project description and submit an expense report for each participant. Please feel free to go into the eServices portal to see what the reports should contain.
End of project report: A coherent report that should provide a collective view of how you executed the project and what the results were. Here, you also submit a total cost accounting.
Follow-up report: A report for the calls where we want to follow up the project results on a longer term.
We have to make sure that all reports come in before we pay out. If you need to add details to the report, please note that you'll receive the disbursement only after we have registered your added information.
Notify us of any changes
It's important that you inform us of changes during the project so that we can decide on continued funding. For example, you must notify us if you change project managers or if the project is delayed.
Use the function Begäran om ändring (request a change) in the eServices portal.
If anyone in the project has economic problems, it's important that you contact your programme manager immediately. Vinnova is not able pay out money to organisations with economic difficulties.
The final grant may be lower
Sometimes, the final grant may be lower than the maximum amount that is in the funding decision. This is because the right to funding is calculated for each participant, and we only finance a certain percentage of your expenses. If your expenses are lower, the grant will also be lower.
If the actual expenses are lower than the budgeted expenses, you don't always have the right to the amount in the funding decision. In this case, it's the maximum aid intensity in the funding decision that determines how large the grant is for each participant, which means that you may need to pay money back to us.
Vinnova examines the accounts
Sometimes, Vinnova conducts audits on site, even up to ten years after the funding decision. You'll then need to help us to obtain the documentation that our auditors need to look at. You'll not receive any compensation for the time you spend on this.