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Tips for drawing up the reimbursement request

When preparing the reimbursement request, it is recommended to pay attention to the below issues when drafting the final report and itemization of expenses so that the payment request becomes easier and faster to process. It is advisable to include all expenses that are thought to be eligible expenses in the reimbursement request (Finnpartnership will exclude expenses that are not supportable). 


Travel expenses


The specification of incurred travel expenses should include the following information:
• Name of the person travelling, purpose of the travel, method of travel, destination, date (exact dates) as well as the price of the travel.

• Regarding the flights, have all flights been in economy or business class?
- If both, which flights were in economy and which were in business class?
- Were all flights round trip flights from Finland (Helsinki?) to the city of destination or were some flight domestic flights within the target country?


If the expense specification includes expenses from flight changes, you should specify in the reimbursement request the reason why the flights had to be canceled or changed.



Accommodation expenses


The specification of incurred accommodation expenses should include the following information:
• Name of the person travelling, place of the accommodation, accommodation date (exact dates), number of nights and the price/night.



Daily allowance expenses


The specification of incurred daily allowance expenses should include the following information:
• name of the receiver of the allowance, number of days and amount of allowance/day.


Please note that daily allowances from journeys made in Finland are not eligible costs, if they are not related to the travel to the target country of the project. Daily allowance expenses arising from training the target country staff in Finland are not eligible costs.



The company´s own employees’ working expenses


With regard to the working expenses the following things should be clarified:
• What has been the role of the person who has travelled in the project?
• What has his/her work included in practice?
• Purpose of participation in, e.g., a particular meeting? What parties has been met? What has been discussed/negotiated?
• During how many weekdays work has been done in the target country?
• What has been the person's regular monthly salary at that time?


If the aim of the project is to establish a subsidiary or joint venture in the target country following things should be clarified:
• Is all work related to ascertain the possibility of the establishment?
- If not, to what extent has the work been something else?


If the travel has included negotiations with clients, marketing and/or sales related work following things should be clarified:
• The proportion (in hours, days or percentage) of customer negotiations, marketing and/or sales related work?

If the own employee’s working expenses include more than 22 percent of the employer's obligatory personnel expenditures, the applicant should specify which personnel expenditures are included in the daily working expenses.



External expert´s working expenses


The specification of the external expert’s expenses should include the following:
• Amount of work days (à 8 hours) or work hours the expert has done
• What has been the working cost/day or hour?
You can include, e.g., the hourly breakdown of the lawyer’s invoice
• Whether the work has been done by a senior or junior expert


If expenses include translation services, please specify which documents have been translated and for what purpose.

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If the number of travel days, working days, accommodation days and/or daily allowance days do not match each other, it is worth to give a brief explanation of what is the reason for the difference.



Reporting the project status


A brief report on the current situation of the project, that is,
• What exactly has been done up until now?
• What are the results/conclusions of the studies so far?
• What are the next steps?


• If support was granted for conducting a business plan, it is recommended to enclose a copy of the business plan to the reimbursement request.

• If the aim of the project was to establish a joint venture, start subcontracting or enter into contractual relationship:
- Has the required partner already been identified? If yes, in which stage are the negotiations?
- Short description of the selected partner (business activity, main customers, etc.)?
- What is your assessment of when the joint venture will be established or when will you conclude an agreement with the local partner? When would the business start?



Environmental and social impacts


If any requirements/recommendations regarding the environmental and social impacts of the project have been set when granting the support, following aspects should be clarified in the payment request:
• How and to what extent has the requirement/recommendation about the environmental and social impacts been taken into account in your project? 
• How and to what extent have environmental and social issues (such as challenges related to labor rights, occupational health and safety issues) been taken into account in your project?
- To what extent have these issues been discussed with potential partners?
- In which way have these issues been taken into account in the project planning?
- Have any plans been made regarding improving the employees’ rights or occupational health and safety?
- How will these aspects be taken into account in the project’s lifetime? / In what way the challenges related to these issues can be identified and managed during the course of the project?


• In what way have you ensured in the negotiations with potential partners that they
- comply with the local regulation for environment?
- respect employees’ rights?
- make sure that their activities do not harm the environment?


• What are the possible negative environmental and social impacts that have been identified within your project and what is your plan of action to control these issues in the future?