Implement a subproject

The organization responsible for the subproject pays the project costs. All invoices in the subproject must be sent directly to the implementing organization.
When the project is completed, the person responsible for the sub-project reports receipts and invoices with proof of payment to Upplandsbygd, which then pays the support in arrears.

This is how you report:
• Report and verify expenses with receipts or invoices and proof of payment.

• Expenses may need to be supported by additional documentation, for example:
o Salary/compensation for time must be proven with employment contracts and pay slips, project diary or invoice for the purchase of services.
o Travel expenses must be supported by driving records or tickets/receipts.
o Food costs must be supported by participant lists, receipts and programs for the activity.

Be careful with payment receipts
In addition to invoice copies, you also need proof of payment showing that the payments have been made. You can download a proof of payment from the internet bank, often by clicking on “Historical payments” or similar. The proof of payment should state the following:

• Payment date
• Amount paid
• Sender (which account the money was deducted from)
• Recipient (that the payment went to the same Plusgiro, Bankgiro or account number that is on the invoice)
• That the payment has been completed. “Immediate payment” is not considered a completed payment.
• When purchasing used equipment, do not forget to attach a certificate: "Used equipment and materials" See more under "”Forms and logos”".

Report any income and private co-financing related to the sub-project. The amounts will be included in the project financing, which may affect the amount of support.

Different rules apply depending on the project applicant's organizational form:

• Sole proprietorship, limited partnership or partnership:
  • Budget your own work as a unit cost of SEK 340 per hour.
  • Report the hours the person worked on the subproject in a project diary

• Other organizational forms (for example, limited liability companies, economic associations, non-profit associations, public, etc.):
  • Working hours in projects: If a person is employed with a monthly salary in the organization and works hours on the project, only the hours the person works on the project should be reported. The budgeted expense for personnel should be based on an hourly cost multiplied by the number of estimated working hours on the project. The annual working time should always be calculated as 1,720 hours. Calculate the hourly wage using hourly wage calculation template. When applying for payment, a salary specification must be provided., project diary, employment certificate and general ledger are reported.
  • Hourly employee: If a person is employed on an hourly wage, the applicant must state the budgeted number of working hours in the assignment and the hourly wage as stated in the employment contract and pay slips. The applicant is entitled to claim holiday pay of 12 percent of hours worked if it is stated in the pay slip that it has been paid. The applicant is also entitled to a wage cost surcharge. The wage cost surcharge must be multiplied by the hourly wage including holiday pay. When applying for payment, the pay slip, project diary, employment certificate and general ledger are reported.
  • Working part-time or a set percentage in the effort: If a person is employed in the project full-time or works a fixed percentage on the effort, the budgeted expenditure for personnel shall be based on the total expenditure per month multiplied by the fixed percentage and the number of months the person is expected to work on the effort including holidays. The project is also entitled to a salary cost surcharge of 44.31 % of the salary costs to cover social security contributions, etc. When applying for payment, a pay slip, employment certificate and general ledger must be presented.

In addition to project support, in some cases private funding is required – either from the applicant themselves or from an external private financier. 

Sub-projects that benefit one or a few companies
For sub-projects that benefit one or a few companies, private co-financing of at least 30% of the project budget is mandatory. The co-financing may vary depending on the type of company the applicant has. Project support for companies can never include public co-financing.

• Sole proprietorship, limited partnership or partnership can use own work, actual money, expected income or sponsorship as private co-financing. If the company chooses own work as private co-financing If own work is to be used as private co-financing, see information under personnel costs.
• Limited liability companies, economic associations, etc. can use personnel expenses, actual money, expected income or sponsorship as private co-financing. If the company chooses personnel expenses as co-financing, see information under personnel costs.

Other sub-projects

Community-benefit subprojects can use public co-financing, actual money or sponsorship as co-financing.
If the co-financing comes from the public sector, a certificate of co-financing submitted with the application.

Make it easier to report your volunteer time by recording your hours throughout the project. You will be credited for your time from the day your project starts.

Time reporting forms are available on the page Forms and logos, but it's perfectly okay to create your own compilations.

• Read the decision carefully. Follow the conditions, the decided project plan and budget. If you deviate from the project plan and your decision, you risk not receiving the money you have applied for. Only the expenses stated in the decision give you the right to support.
• Be careful with the logos. Make sure that the correct logos are included on all materials. Failure to do so may result in deductions. We can advise you if you are unsure.
• Be out in good time. Your decision states the project's end date, the latest date by which you must have reported your sub-project to Upplandsbygd. If you apply too late, there is a risk of a deduction from the granted support.