Nordic Culture Point’s (NCP) contribution to your project can be disbursed when you have accepted the conditions for the contribution. The conditions for NCP’s contribution is an electronic contract in five parts covering the following issues:
1. General conditions
2. Financial conditions
3. Reporting and accounts
4. Information and communication
You should log on http://applications.kknord.org/user and choose “My Applications” in the left margin and accept the contract electronically. When all the four parts are accepted you can enter the bank information (bank account, name and address of the bank, IBAN- and SWIFT- codes) and your country of taxation. When you accept the contract you agree to the conditions for the contribution from NCP. When accepting the contract you also confirm that the other sources of financing and grants are in place and that the project can be realized according to the plans stated in your application submitted to NCP.
The first instalment of the contribution will be disbursed when NCP has received your acceptance of the conditions for the contribution and has confirmed the bank information submitted by the grant recipient.
1. General conditions
Contributions from NCP may only be used for the objectives and the time period stated in the application. Before making any changes in the project plan the recipient must inform NCP as soon as possible about the changes in writing and ask for NCP’s approval. If NCP has not given its approval the recipient may be required to refund the contribution either in part or whole.
Public interest
The applications, granted contributions and final reports are public and may be published on the web site of NCP or elsewhere.
Withdrawal /Annulment of a contribution, request for refunding
Contributions not disbursed within one (1) year from the date of NCP’s letter about the contribution are no longer valid and will thus be annulled.
If the contribution has not been used in accordance with NCP’s conditions, outstanding contributions will be annulled and already disbursed contributions shall be refunded. If a request of a refund is not accepted, NCP will initiate debt-collecting measures.
2. Financial conditions
Your request for the disbursement of the contribution is done by entering your User Profile at the NCP’s website http://applications.kknord.org/user
The name of the organisation, the registration number of the organisation and bank account shall be submitted. If the project does not have such a specific account and the economy of the project is organized through a private person’s bank account you shall inform NCP about the full name and personal identification number for all the persons in charge of the project. This information shall be submitted to NCP at . The information will be forwarded to the national tax authorities.
The grant recipient must immediately notify NCP of any changes concerning the persons in charge of the project.
The grant recipient has the full responsibility for any salaries and must pay taxes and other social and insurance costs according to the legislation of the domicile country of the grant recipient.
NCP’s contribution is disbursed in two or three instalments according to the amount of the contribution.
NCP’s contributions up to and including 30.000 euros go to 2 a
NCP’s contribution exceeding 30.000 euros go to 2 b
2 a
Two instalments (contributions up to and 30.000 euros):
2 b
Three instalments (contributions exceeding 30.000 euros):
Profits from the project
If the accounts of the project show a profit NCP reserves the right to deduct this amount from the final instalment and may request a refund. The NCP’s share of a possible profit corresponds to the NCP’s share of the total financing of the project.
3. Reporting and accounts
The Status report
A contribution received from NCP and amounting over € 30.000.- can the second instalment be disbursed only when NCP has received and accepted a status report. This report should be sent via your User Profile at the NCP’s website http://applications.kknord.org/user
The report should contain information about the general development of the project including the project’s accounts in the currency used for the whole project. The report should also include information about eventual changes in the following parts of the project:
- Content, execution, time frame
- Budget
- Administration (changes in personnel)
- Information- and communication strategy
- Other relevant information
The Final report
The final report and the accounts shall be submitted as soon as possible, but not later than 3 months after the project has been completed. The completion of the project is stated in the application if NCP has not given its approval to changes in the project or regarding its completion date. The final report shall consist of a description of the project and its results, and as a separate attachment the project’s accounts in the currency used for the project’s accounts. The final report and the accounts must be submitted through the user’s profile within http://applications.kknord.org/user
Contributions up to and including 30.000 euros are exempt from audit
requirements. For all grants exceeding 30.000 euros the project accounts must be audited and certified by a registered, accredited or authorized accountant:
Denmark: Registreret revisor.
Finland: HTM -tilintarkastaja (Suomen Kauppakamarin hyväksymä tilintarkastaja), GRM- revisor (av Handelskammaren i Finland godkänd revisor).
Iceland: Löggiltur endurskoðandi.
Norway: Registrert revisor.
Sweden: Godkänd revisor.
Excepted from the auditing requirements are institutions using municipal auditors or other public auditing bodies. In such cases, the accounts must be certified by the head of the institution or its financial director. Nor is a separate audit required for projects in which the recipient of the contribution is an institution reporting directly to Nordic Council of Ministers.
For further information regarding the auditing of the project accounts, please see the NCP’s “Auditing Guidelines”
The Nordic Culture Point’s own accounts are audited by the National Audit Office of Finland.
The grant recipient shall not send the project’s receipts in original to NCP. This contract, the accounts and the receipts should be kept as long as required by the tax authorities in the recipient’s domicile country. NCP shall have the right to undertake random checks of the recipient’s accounts and receipts
The final report and the accounts must be clearly marked with the project’s ID-number.
4. Information and communication
NCP requires that all projects receiving contributions from NCP will inform about the contribution in all information material about the project whether in electronic or written form. The logo of NCP can be down loaded form the web site (kknord.org > Media > Logotype) NCP would also appreciate links from the project’s web site.
Free copies
Publications, magazines, CD-Roms, CDs etc produced with the contribution from NCP should be sent to NCP in two (2) copies. In cases when NCP has a certain interest in getting more copies NCP will ask for them.
Furthermore NCP wishes that other material as documentation in files with pictures or soundtracks, publications, critics and revues etc could be attached to the final report. If not otherwise stated NCP may use submitted material in NCP’s information, e.g. NCP’s web site or in other information material about NCP and the projects that have received contributions from NCP. In these cases NCP has the responsibility to give credits for the material used or quoted.