Apply for and project management Ukraine Partnership Facility
This page provides all the information and documents you need to apply for a subsidy from the UPF scheme and project management.
For this application round, you need to complete a mandatory quick scan before submitting your application. You can no longer submit a quick scan. The deadline for UPF3 was 21 November 2025, 17:00 CET (Central European Time).
You can find the most frequently asked questions in the Q&A. Is your question not listed in the Q&A? Email us at upf@rvo.nl.
Preparing your application
Has your partnership been formed? If so, take the following steps before submitting your application.
Step 1: Check the criteria in the regulation
Please note that UPF3 has different criteria from previous rounds. Verify that your partnership and project idea meet the criteria for UPF3. You can find a brief set of the criteria on the UPF subsidy page, and the full regulation is available in the Government Gazette publication.
Step 2: Mandatory quick scan
When you meet the requirements, you must complete the mandatory quick scan in English. You can no longer submit a quick scan. The deadline for UPF3 was 21 November 2025, 17:00 CET (Central European Time).
We will give you feedback on your quick scan. This advice is not binding, but it provides an indication of your chances of success if you move forward with the application. With our feedback, we will send you an application code. You will need this code to apply for UPF3.
Step 3: How to apply
To apply for this application round, you need our feedback on your quick scan and the application code. Also, you need at least eHerkenning level 2+. If you do not have this yet, then first apply for eHerkenning. This process may take some time. With eHerkenning, you can submit your application online.
Step 4: Checklist for your application
Please keep the following company or organisation information at hand for each participant or partner
- the reference number or application code on the quick scan advice you received from us;
- the Dutch Chamber of Commerce registration number;
- bank details of the lead applicant;
- the project name;
- completed attachments. See the annexes below.
Step 5: Required documents UPF3
Complete and submit the required documents in English with your subsidy application. Please find the Project proposal 2026 template below in the Application downloads section. We will publish the other documents later on.
Include all the necessary signatures, including those of your partners.
We only process complete applications in English on a first-come, first-served basis, in the order received. If your application is not complete, we will notify you. You can add documents to complete your application until the closing date.
The project proposal must include an activity overview.
The project budget calculation and realisation tool is an Excel file that includes coverage of the (minimum) 10% personal contribution, broken down by partner. The budget form must include a separate page on the liquidity forecast per partner, per quarter.
This document guarantees the partners' cooperation in carrying out the activities and the division of roles.
Also, it must ensure compliance with the agreements made and the obligations associated with a subsidy award.
This concerns the 2 most recent (2024 and 2025) audited annual accounts of the lead partner, either in Dutch or English.
Both accounts must have been audited by an external, independent accountant. If the 2025 account is not yet available, an unaudited annual account for 2025 will suffice. Please see the Q&A for your options.
If applicable, partners must include the most recent audited annual accounts in Dutch or English.
Note that if the partnership finances its own contribution from its own resources, and the partners' individual contribution amounts to 25,000 euros or more, these documents are also required from those partners concerned. Both must have been audited by an external, independent accountant. If the 2025 account is not yet available, an unaudited annual account for 2025 will suffice. There are no templates available for the annual accounts.
As a subsidy applicant, you represent your company and the partnership with which you intend to carry out the project.
Would you like an intermediary to apply on your behalf? Then complete the authorisation form for intermediaries.
You can download the templates for the annexes below. There is no download for Annex IV.
The previous annexes Partner forms and Declaration of Cooperation are replaced by 1 new standard form Annex III Cooperation Agreement (signed by all partners).
Application downloads
After your application
Within 13 weeks of receiving your application, we will notify you in writing whether we have approved your application. We will also send you our assessment of your application.
Do you have questions about your approved project? Please email us at upf@rvo.nl.
Project Management UPF3
This information is for applicants of approved projects, providing details about the project phase and the determination of subsidies.
Communicating about your UPF project
Within UPF partnerships, various parties communicate about their UPF projects. The infographic below, Strengthening your UPF project communication, will help you communicate effectively. Please inform your RVO contact person about your communication plans in advance.
We publish information about development projects that have received a financial or supporting contribution from Dutch ministries and the European Union. We will use the names of project partners and projects in our communication, such as our project database.
If you object to us publishing the partner or project names, inform us before your project starts.
Throughout your project, you must report on Means of Verification (MOV). You can find the MOVs for your project in your decision letter granting the subsidy. To submit your documents, please email them to upf@rvo.nl. If your files are too large to be sent via email, please use Secure File Transfer.
When we grant you a subsidy for a project that lasts longer than 12 months, you must submit an annual progress report, a financial report, and an overview of the Outcoming Harvest method each year to update us on your project's progress.
Please download the necessary documents, complete them and email them to upf@rvo.nl. You can find these documents in the UPF1, 2 or 3 Project Management section below.
You have received a subsidy for a (multi-year) project. Therefore, you must report any significant changes to your project immediately. These changes are related to the partnership, progress, activities, budget and planning. You must inform us immediately of any facts or circumstances that:
- may change the implementation of the project or parts of it;
- may cause a delay in carrying out the project;
- prevent you from fulfilling your obligations as set out in the decision granting the subsidy.
The subsidy recipient must immediately notify us of any facts or circumstances that suggest child labour or forced labour. For specific changes, you must request our approval in advance. Failing to do so may result in a reduction of the awarded subsidy.
Determining the subsidy amount
Once your project is complete, you must submit a request to determine the final subsidy amount. We will publish the necessary form in due course.
The required documents for determining the subsidy are as follows:
- Final report: Use this form to submit a final report, including a narrative and a financial overview. The report should summarise all activities performed and results achieved during the project. It must also explain any changes made to the original project plan, including financial changes.
- Final financial report: You must submit a final financial report that includes the actual financial costs and any changes related to the project's finances. In some UPF rounds, this information is included in the final report; in other cases, you can find the document separately.
- Auditor's report: You must submit an auditor's report along with your application for every partner that has requested more than 125,000 euros in subsidies. Your external auditor must provide this report following the audit protocol below.
- Management statement: When a partner requests a subsidy of more than 125,000 euros, you must complete a management statement.
- Outcome Harvesting report: The outcome harvesting method is a monitoring and evaluation method used to collect and analyse evidence of changes resulting from an intervention. It focuses on monitoring the changes themselves rather than just the activities that led to them. The outcome harvesting report must be filled out along with the annual and final reports.
For some UPF rounds, documents are included in the annual and final report templates; for other rounds, we will provide the documents at the appropriate time.
Project Management UPF2
Use the UPF2 annual report template to report on your project or projects.
Communicating about your UPF project
Within UPF partnerships, various parties communicate about their UPF projects. The infographic below, Strengthening your UPF project communication, will help you communicate effectively. Please inform your RVO contact person about your communication plans.
Project management UPF1
Use the UPF annual report template 2024 to report on your project or projects.
Communicating about your UPF project
Within UPF partnerships, various parties communicate about their UPF projects. The infographic below, Strengthening your UPF project communication, will help you communicate effectively. Please inform your RVO contact person about your communication plans.
- Ministry of Foreign Affairs
