Implement a project

All costs and revenues must be reported separately. – All costs and revenues belonging to the project must be reported separately in your accounting. This means that you must establish a separate cost center or project number for the expenses and revenues belonging to the project.

Remember that you will receive the support retrospectively – you must have paid your expenses before you can apply for payment for them. You can only apply for payment for the expenses stated in the support decision. Apply for reimbursement for your expenses in good time as the Swedish Board of Agriculture's processing times can be long.

You can apply for a partial payment at any time after you have received your decision on support and have incurred expenses for the project.

We advise everyone to apply for payment as soon as possible when you have something to report and then continuously throughout the project period. You apply for partial payments via My pages on Swedish Board of Agriculture website. The Swedish Board of Agriculture's website also provides support and a guide on how the e-service works.

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.".

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

• Sole proprietorship, limited partnership or partnership:
  • When applying for support The project owner should budget their own work as a unit cost of SEK 340 per hour. The expense item should be under ”other expenses” in the budget template.
  • When applying for payment report the hours the person worked in the operation in a project diary

• Other organizational forms (for example, limited liability companies, economic associations, non-profit associations, public, etc.):
  • 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.
  • 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 ledger are reported

In addition to project support, private financing is required in some cases. Private financing can either be the applicant's own private financing if the applicant is responsible for the financing, or other private financing if the financing is provided by an external actor. 

Project support for companies
For the project type "project support for companies", private co-financing of at least 30 % of the project budget is mandatory. 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 project support

Projects that are not project support to companies 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 writing down your hours continuously throughout the project. You will be credited for your time from the day your application was received via My pages on the Swedish Board of Agriculture website.

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

In connection with your final report on the project, you will report the value of your volunteer time.

Collaborators are those actors who, through their resources, knowledge and networks, can support the project's short- and/or long-term goals and objectives in various ways. It is not necessary for the collaborator to contribute financially or to be involved in the project and make decisions, although this may sometimes be the case. Instead, collaborators can play different roles and contribute in different ways:

1. Information dissemination and networking: A partner can help spread information about the project to a wider audience. This can include using their existing communication channels, such as social media or newsletters, to expand the network around the project. They can introduce the project team to other organizations, individuals, or resources that may be valuable to the success of the project.

2. Collaboration on events/processes: Collaborators can participate in or collaborate on various events or processes related to the project. These can be workshops, seminars, conferences or other activities where they share their knowledge and experience with you. They can offer resources, advice or training for the project team. They can also share their ideas and experiences or provide materials and resources needed for the project, such as equipment or technical expertise.

Since one of the basic requirements is that the project should collaborate with at least one other actor from another sector (business/non-profit/public), you need to clearly demonstrate this in your application. This can be done through a statement of intent from the collaboration partners, which you can attach to your updated application. It is important that the statement of intent clearly shows how the different actors distribute responsibilities and obligations in the short and long term. A copy of an email conversation in which the collaboration partner expresses their commitment to the project and describes their role and contribution is usually sufficient.

• 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.
• Don't forget to separately report the project's expenses. To avoid deductions, you should be able to produce a report from your accounting that only includes the expenses that belong to the project. It is important not to mix up the project's expenses and income with those of your own organization.