Project management UPF2

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.

Project management documents UPF2

Annual report: 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 Harvesting method each year to update us on your project's progress. Use this template to report on your project or projects for each calendar year.

Means of Verification (MOV): 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.

Project changes: You have received a subsidy for a (multi-year) project. Therefore, you must report any significant changes to your project immediately. These changes relate 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.

Please, download the necessary documents (if applicable), complete them in English and email them to upf@rvo.nl. If your files are too large to email, please use Secure File Transfer instead.

Determining the final subsidy amount

Once your project is complete, you must submit a request to determine the final subsidy amount. The required documents for determining the subsidy are as follows. Please find them below.

• Audit protocol: Provides guidance on the scope and depth of the audit to be conducted by the auditor responsible for auditing the financial statements of the subsidy recipient.
   
• 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 document below.
   
• 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.
   
• 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. Complete the Outcome Harvesting report along with the annual and final reports.
   
• Subsidy application form | Determination of subsidy: Complete this form to determine the final subsidy amount.