Let’s take a look: the EPTK message has arrived, stating that we have 30 days to submit the project report and settlement documentation. But where should we start? We will present the steps through a simpler NKFIH project, where we account for wage costs and equipment purchases.
NKFIH settlements consist of two parts: a financial report and a technical/professional report.
To prepare the settlement, we first need to summarise the current status of the project. For this, it is worth using a checklist based on the Call for Proposals and the relevant Guidelines, setting out what supporting documentation is required for wages and equipment purchases. Ideally, the checklist should already be prepared at the start of the project, as this will make the settlement process much easier. Then, if we have not done so already, we should collect and organise all supporting documents related to the project.
It is advisable to store the documentation in a well-structured folder system. This makes it easier to prepare the settlement, and it can also be useful years later if the documents need to be retrieved, for example during an on-site inspection.
Once all invoices and wage-related documents are available, we can start preparing the financial settlement. Completing the template document is not difficult, and a sample is also available. At the same time, any missing documents can still be collected, for example if the payment confirmations related to the individual items have not yet been separately gathered.
During project implementation, it is useful to maintain a table to track the costs, as this also makes preparing the financial settlement easier. The settlement document can even be filled in continuously during the project, but it is important to update the table if anything changes retrospectively. It is worth starting the settlement process in good time, because the financial summary also has to be approved by the auditor. This may take more time, especially if the auditor has comments or identifies errors that need to be corrected.
The settlement must be submitted through the EPTK platform. After selecting the relevant project, the data must be recorded there. This should definitely be done only after the financial settlement has been finalised, so that the amount entered on the platform matches the amounts in the Excel table.
In the technical/professional report, we need to present the progress of the project: what results have been achieved and what tasks have been completed. This should also be started as early as possible. The report also has an EPTK platform version, where the information must be entered, and this is also where the supporting documentation for the full settlement can be attached. The documentation should also be uploaded in a well-organised structure.
To summarise the tasks once again:
- preparing a checklist
- collecting and organising the documentation
- preparing the financial summary
- preparing the technical/professional report
- recording the settlement on the EPTK platform
- attaching the supporting documents
The most important advice is to start preparing the report and the settlement in good time, so that there is no last-minute rush and there is enough time to review everything. Make sure to leave sufficient time for the audit as well.
Submitting the first settlement may seem difficult, but use the settlement guidelines, and if you get stuck, do not hesitate to ask for help.
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