Initial meetings for companies
When a Tekes expert informs the project's contact person that funding has been granted, they will set a date for an initial meeting. If the client has already been involved in a Tekes-funded project, the initial meeting can be held by phone right away. If the client is a new one, it is best to hold the initial meeting face-to-face.
Matters discussed in the initial meeting:
- main points of the funding decision
- basics of project accounts and working time monitoring
- eligible costs
- project reporting and payment of funding
- potential changes
Familiarise yourself with the terms and conditions for funding as soon as you receive a favourable funding decision. If you read the notification of the funding decision and the terms and conditions of funding before the meeting, you will be able to ask us to clarify any unclear details.
Approval of funding decision
Before the funding decision enters into force, the recipient of the funding must approve the funding decision and its terms and conditions. If the decision lays down a specific condition for the funding, this condition must be met before the decision enters into force. Potential advances are only paid after the decision has entered into force.
Approve the funding decision by sending us a signed announcement of acceptance through the Online Service. The signatory of the announcement must have an official authorisation to sign on behalf of the company or the right to sign according to the rules of procedure of a research organisation, or a right to sign acquired in some other way.
If you do not wish to accept Tekes funding, please inform the Tekes record office of this as soon as possible.
Project accounts and working time monitoring
Project costs can be accepted starting from the day the application has been received by Tekes. However, you should take care of project accounting and working time monitoring from the beginning of the project.
The general terms and conditions for funding include more detailed instructions on project accounts and working time monitoring. Read the decision and its terms and conditions carefully together with the person in charge of your accounts (e.g. your accountant or accounting company). In addition, send the decision and the terms and conditions to your auditor.
Working time monitoring
During the project, working time must be monitored hourly and the hours must be reported based on the actual days on which the work was done. Wages and salaries are paid according to total working hours, and the share of hours spent on the project is declared to Tekes.
Tekes has the right not to accept wages and salaries in part or in full if working time has not been monitored as required by the general terms and conditions for funding.
Keep your project accounts for five years after the project has concluded
Project documents and other materials necessary for monitoring and auditing must be kept for a period of five years after the payment of the last project funding instalment. This includes personal working time monitoring.
Submit both your report and cost statement online
The Tekes Online Service is a secure channel for project reporting and submitting cost statements. To do so, you need to log in using your personal online banking credentials.
Several people can submit reports and cost statements through the Online Service, but not at the same time. All users must be registered and added to the project. The reports and cost statements of company projects can only be submitted by the accountable project leader.
Submit all materials through our Online Service
If you are declaring wages and salaries, you need to accompany your declaration with a specification template Y4 or T4. When submitting your final report, you should attach an auditor's report to your cost statement unless otherwise stated in the general terms and conditions of funding.
Submit the necessary documents through our Online Service. Do not send scanned documents to Tekes's record office. You do not need to submit copies of invoices to Tekes, unless this has been separately agreed on or required.
Forms are used for reporting only in exceptional cases
- The coordinator of a group project reports the progress of the joint project through our Online Service, but each party uses forms to submit cost statements. After each party has completed their forms, the coordinator includes these files in his/her cost statement as attachments.
- Associated companies and group companies declare their costs using a cost statement form.
- Once a cost statement has been entered and sent through the Online Service, it can no longer be edited there. If you wish to edit your cost statement, fill in a cost statement form.
Adding an Online Service user to the project
Projects that have been reported earlier using forms can be retrospectively entered into the Online Service. If you have not yet registered as an Online Service user, do this first. Then contact our Online Service help desk at +358 29 505 5051 or use our feedback form to request that we add your user name to the project.
Reports and cost statements are submitted separately but processed together
- The accountable project leader reports the progress of the project through the Online Service. In the case of company projects, only the accountable project leader is able to submit reports and cost statements through the Online Service.
- Reports and cost statements are entered separately in the Online Service, but Tekes always processes them together.
- We monitor the progress of the project according to a mutually agreed reporting schedule included in the notification of the funding decision. Public research projects have fixed reporting times: late January, late May and late September, of which the May report is optional. (In ERDF projects only the January report is mandatory.)
- We recommend that the progress of long and extensive projects is monitored every six months. Interim reports may not be required for small, quick projects.
- Tekes mainly pays funding retrospectively, after receiving interim and final reports.
- The final report should comprehensively describe the realisation of the project.
- It should also include follow-up questions that chart the broader results and impacts of the project.
- You should submit your cost statements through our Online Service. Forms are only used for submitting the cost statements of group project parties and interest statements.
- The accountable project leader is responsible for ensuring that the allocated costs are correct.
- Costs are declared for the project according to the project accounts.
- In general, costs should have already been paid when they are declared to Tekes.
- Wages and salaries are reported based on hourly working time monitoring.
- When you declare wages and salaries, you should always submit the specification template Y4 or T4.
- You cannot submit a cost statement without a content report.
- If you have accrued only minor costs, we recommend that you only declare them in your next report.
- The final report after the project has concluded must conclude an auditor's report, unless otherwise stated in the notification of the funding decision or the general terms and conditions for funding.
- Auditing costs can be included in purchased services. Send us a copy of the auditing invoice and receipt in your final accounting.
- Wage/salary specification templates and auditor's reports are available on the page Online Service/Templates.
Payment of funding
Tekes can pay you funding after the funding decision has entered into force. The decision will enter into force when the recipient of the funding has sent us an approval of the funding decision and all conditions set for the decision have been met.
In general, Tekes pays funding retrospectively, based on realised costs in accordance with the project plan. On the other hand, Tekes can grant a part of loans and, in some cases, de minimis funding in advance. Advance payments are always mentioned in the notification of the funding decision. If you as the funding recipient have been granted a loan, draw up a promissory note with the State Treasury, which is in charge of practical loan arrangements.
Obstacles to payment
Any tax account deficit and/or tax arrears will prevent the payment of funding unless you have arranged a valid payment plan for these.
Our goal is to ensure that SMEs have access to funding within three weeks of submitting their report. Funding for large corporations is paid within two months, and for research organisations within three months of submitting their report.