How to close an OKP project

For Group Training, you need to submit your report within 2 months after the training has finished. For Institutional Collaboration Projects, you need to submit your report within 3 months after the project has finished.

Please note that in accordance to the Grant Obligations and Conditions, you must submit your full report on time. If you do not submit the report on time, Nuffic can withdraw, amend or settle the grant on a lower amount and demand the return of any sum it has already transferred.

In addition, make sure to save your grant administration and files for 7 years after the grant settlement.

The following paragraph applies to TMT+, TMT and Refresher Courses.

Step 1

Submit your report using the online reporting tool AkvoRSR. Make sure to update the indicators and include a narrative on the progress of your training.

Manual for reporting project results in AkvoRSR (408.10 kB) (408.10 kB)

For Refresher course grants received before 2019, submit your report via email to tmtreports@nuffic.nl.

Step 2

Notify Nuffic that you have submitted your report by sending an email to tmtreports@nuffic.nl . Please include the project number in the subject. Please enclose the following required appendices in your e-mail:

• a list of participants on a separate Excel sheet;

• for training with a budget between € 25,000 - € 200,000: Statement of actual costs Orange Knowledge Tailor-Made Training‌ (64.19 kB);

• for training with a budget of or over € 200,000: Statement of expenditures group training Orange Knowledge‌ (40.68 kB) and an auditor’s report, see the document Grant obligations and conditions group training Orange Knowledge Programme‌ (329.5 kB)

• if applicable: a transfer of ownership document. (90.86 kB)

Step 1

Submit your report using the online reporting tool AkvoRSR. As you are submitting a final report, please pay extra attention to Annex 3 of the Reporting guidelines in which we outline what you specifically need to report in your final report.

Reporting guidelines for institutional collaboration projects - Orange Knowledge Programme (232.37 kB) (232.37 kB)

External instructions for the reporting of project results in AkvoRSR (408.10 kB) (408.10 kB)

Step 2

Upload the final report and the following required appendices in Delta:

• declaration of satisfaction signed by both partners (see Annex 1 of Reporting guidelines for institutional collaboration projects - Orange Knowledge Programme (232.37 kB) (232.37 kB) )

• a transfer of ownership document (90.86 kB);

• if applicable: a request for a lumpsum for long-term staff training exceeding the end-date of the project;
  Explanation on Regulations concerning long-term staff training in OKP projects (95.56 kB)
  Annex 1: form for OKP long-term staff training (PhD, BSc, master) progress report and planning format for completed projects (86.24 kB)
  Annex 2: form for budget or statement of expenses related to OKP long-term study budget neutral extension (38.7 kB)

• a list with the names and email addresses of staff members who participated in staff training for their registration in the NL Alumni database.

Manual for using DELTA - Orange Knowledge Programme - Institutional Collaboration Projects (553.61 kB) (553.61 kB)

Step 3

Notify Nuffic that you have submitted your report in  AkvoRSR and have uploaded it in Delta by sending an email to your Country Manager. Please include the project number in the e-mail subject.

When submitting your final report, a statement of expenditure or an audit report, please ensure the following:

1. Make sure the project name, project number and grant period is correct.

2. Read through all decision letters that have been issued to ensure that any issues that need to be addressed have been addressed.

3. Reports of factual findings must clearly state the names of the partners that have been included in the review and the amount of their expenses in the period being reviewed.

4. Expenditures must be in accordance with the approved work plan. Any deviations of more than 20% must be clarified in the annual report.

5. Budget for coordination role: to create more flexibility during COVID-19, we give grant recipients the freedom to cover unforeseen coordination expenses in Country A, up to a maximum of 5% of the available grant as long as the total project budget is not exceeded. To make use of the flexible budget, please find a suitable cost category for declaring the costs. If the costs do not belong to the existing cost categories, partners can declare them under ‘other costs’.

6. Co-funding: to provide additional leniency during COVID-19, we have adjusted the required amount of co-funding to a minimum of 50% of the amount of co-funding as stated in the original approved project proposal. You can report on co-funding in the Statement of Expenditures under the summary per outputs and the summary per cost category. Please note that if you do not meet the minimum required percentage of co-funding, the grant will be settled at an amount corresponding to the actual eligible costs minus the minimum contribution.

7. Make sure that expenses in the Statement of Expenditure are aligned with the audited amounts. If applicable, please remember to update the budget amounts to the revised amounts that were approved in the BNE.

8. All grant expenses must be audited. Please make sure that any missing audits have been carried out.

9. Audit reports must mention and cover the correct project period as per grant agreement or amendment if applicable.

10. Any issues with the auditors should be resolved before audit reports are finalised to ensure that correct audit report and annexes are submitted.

11. Costs made outside of the grant period will not be reimbursed. There are two exceptions:

    11.1 costs related to writing the final narrative report and, if applicable, the final audit costs. These costs must be made before the submission deadline of the final (audit) report. Make sure to include these costs in the final Statement of Expenditures. Separately submitted invoices will not be taken into account for the grant settlement.

    11.2 For ICP’s, a lump sum can be requested with the final report in case of long-term staff training that continues beyond the end date of a project. This allows staff to complete their studies. The conditions related to the lumpsum can be found in article 5.5 Cost Category D: PhD/master’s and other training in the Netherlands/Europe, subarticles 11-16 of the Grant obligations and conditions institutional collaboration projects OKP‌ (396.2 kB)

Q&A Session final reporting and audits