CLOSE PROJECT
Are you in the final phase of your project? Great and well done!
It is important that you have a dialogue with the leader office well in advance of your end date to report how the project has gone, share content in the final report, and account for results.
The application for final payment and writing the final report of your project is done in the Swedish Board of Agriculture's e-service. It is also the Swedish Board of Agriculture that checks and makes decisions.
Everything has an end, and soon you will be done with project administration!
Before the final report, you as the project owner and the leader office have a joint review of the project as a whole and the results. This should be stated in the application for final payment along with the accounting of remaining expenses in the Swedish Board of Agriculture's e-service.
Contact the office and book a time, preferably four weeks before the end date.
The leader office also offers project workshops together with other project owners for reviewing the application for final payment and the e-service.
Use the presentation and go to Part 3: Payment and Part 4: Final Payment.
Below you can read a summary of how the final report works step by step together with the leader office.
Keep track of your end date
Important that you finalize your project before the end date has passed.
Application for change of support
If you do not have time to complete the project before the end date, you have the opportunity to apply for an extension of your project. Contact the leader office for a dialogue.
The application for change of support/new end date can be found on the Swedish Board of Agriculture's web shop, the link is under forms and logos. It must be signed by an authorized representative or signatory and emailed or posted to the leader office. Your application for change must be received no later than the same day as the current end date.
Mailing address:
Leader Northwest Skaraborg
Box 63, 532 21 Skara
Forms
On the forms and logos page, you will find links to the Swedish Board of Agriculture's website and web shop, where all templates and forms are available.
Are you going to finalize a sub-activity in the umbrella project?
You finalize your sub-activity in our local template (Word document) which you can find on the page for your current umbrella support.
Email the final report along with copies of invoices and payment proofs from your bank to your case officer at the leader office.
Additional documentation may be requested. If you have produced informational material, documentation for this should also be sent along.
When the final report is approved, with complete documentation, a link for e-signing will be sent before the support is paid out.
In your accounting, you may need to use forms & templates such as: project diary, calculation of hourly wage, driving log, or certificates for the purchase of used materials or equipment. You can find these templates on the Swedish Board of Agriculture's website and ”web shop.”.
Below is an instructional video and a presentation on how to finalize within the umbrella project.
Final reporting of a completed project – step by step
Approach
When all activities are completed and all expenses are historically paid, it is time to make your final report.
Of course, you can start the work before that and facilitate the final phase.
- Use your decision on support. It specifies the information you need to report that you have fulfilled, such as purpose and goals.
- Use the document with questions in the final report that are asked in the e-service to familiarize yourself with what needs to be answered.
- Summarize the project, preferably together with project staff. Gather information to account for results that should be described, including voluntary time/resource.
- Prepare remaining expenses and associated documentation for which you will apply for payment.
- Book a meeting with the leader office
Contact the leader office to schedule a follow-up meeting to review the content of your report and the results achieved by the project. - Start your final report and email a draft to the leader office before your meeting.
Either answer the questions in the Word template or directly in the e-service and download a preview that you email to the leader office.
Summary of voluntary work and voluntary resource (usually does not apply to project support for companies).
If you have started the application for final payment in the e-service, it is important that you only save the application – DO NOT SEND to the Swedish Board of Agriculture at this stage. - After the meeting with the leader office, certain additions may need to be made.
Whether they need to be checked by the leader office again will be decided at the meeting. - Complete the final reporting in the Swedish Board of Agriculture e-service
Specify expenses and upload documentation and attachments if you have not already done so.
Paste in the questions from the Word template if you have made a draft before. - Submit the application for payment – you will receive a receipt that it has been submitted
The final report consists of 2 parts that you need to fill in and submit
- Final report and accounting of expenses in the Swedish Board of Agriculture's e-service
- Summary of the total value of voluntary work that is emailed to the leader office. Usually does not apply to project support for companies.