How to close an OKP project

For Group Training, you need to submit your report within 2 months after the training 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+ and TMT.

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)

Since early this year two-factor authentication is used to login to AKVO. If you experience login issues:

• If you do not have a token to access AKVO, please contact AKVO directly: support@akvo.org.
• If you do have access to AKVO, but you were somehow logged out and cannot login again, we recommend following the instructions (419.99 kB) to ensure that you are using the correct token generator.
  

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)

Linking and learning is important, and we compliment partners who invest in it. We invite you to reflect on sustainability and potential impact of your project in your final reporting and evaluation.
In the final report, please make sure to:

1. Describe how results will be sustained after the project has ended on 4 levels: educational, institutional, technical and financial.
2. Confront the project’s results achieved with the sectoral capacity needs in the priority themes indicated in the Country Plan of Implementation and/or the Country Focus Document.
3. Be specific about the problems and challenges in the sector that have been addressed and refer to what was written in the original project proposal.
4. For TMT+: Report on the medium-term indicators I, II and III in AKVO-RSR, including a short explanatory narrative to the indicator.

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

1. Make sure the project name, project number and grant period is correct.
2. Expenditures must be in accordance with the approved work plan. Any deviations of more than 20% must be clarified in the annual report.
3. Budget for coordination role: for TMT+ grant recipients have the freedom to cover coordination expenses in Country A, up to a maximum of 10% of the available grant as long as the total project budget is not exceeded. If the costs do not belong to the existing cost categories, partners can declare them under ‘other costs’.
4. Co-funding: 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.
5. Costs made outside of the grant period will not be reimbursed. There is one exception:
   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.
6. 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.
7. Make sure that expenses in the Statement of Expenditure are aligned with the audited amounts.
8. All grant expenses must be audited. Please make sure that any missing audits have been carried out.
9. Any issues with the auditors should be resolved before audit reports are finalised to ensure that correct audit report and annexes are submitted.