Subsidies

R&D feasibility study

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When will the subsidy be granted?

Payment of the subsidy

The payment of the R&D feasibility study subsidy occurs in two instalments. The timing of these payments will be agreed upon in the support agreement. 

In case of a positive decision, a support agreement is concluded between the ‘Fonds voor Innoveren en Ondernemen’ and the beneficiaries. 

The support agreement is a best-efforts obligation (It binds the partners to make every effort to achieve the described goal.) and mentions the amount of the support and the indicative timing of the payment of the support. Payment is conditional on proper compliance with the agreements and on performing the duty to report unanticipated changes to the project execution and the duty to report on progress. 

The first advance is paid after acceptance of the signed funding agreement and after fulfilling any possible conditions. The second instalment will occur after the final progress report has been submitted and after it has been evaluated by VLAIO, together with the final budget in which the actual costs are detailed. In this final report, you should mention the outcome of your study and the follow-up trajectory.

Payment of the final instalment

  • 1

    Prepare the final financial report

    The lead applicant and any partners each separately draw up the financial report using the Excel cost template.
    In the final settlement, VLAIO only accepts costs that:

    • fall within the project period
    • are attributable to the project
    • are demonstrable with supporting documents

    The project accounting is fully closed upon submission of the final financial report. This implies that each project partner can submit the project costs incurred during the project period no later than 3 months after the end of the project.

  • 2

    Upload the required supporting documents

    The actual costs included in the final financial report must be substantiated with documentary evidence. This can include staff costs, operating costs, costs for external services and investment costs.

    The documents to be provided depend on the type of cost:

    STAFF COSTS
    If you use code w (*), you must upload the following:

    • individual accounts
    • pay slips

    (*) code w is used for project members with employee status who are on the payroll.

    OPERATING COSTS
    If you exceptionally breach the operating cost ceiling (*) at project approval and in the final financial report, then:

    • you must complete the 'operating costs breakdown' tab in the final financial report (Excel cost template)
    • you must upload the associated invoices with corresponding receipts bundled by supplier/provider and any other supporting documents with the digital submission.

    (*) the ceiling on operating costs is the maximum amount of operating costs that you can charge. The amount is calculated based on the number of man-months for your project and a fixed amount per man-month and is not a flat rate.

    COSTS FOR EXTERNAL SERVICES
    If you have incurred costs for external services, then:

    • you must complete the 'external services breakdown' tab in the final financial report (Excel cost template)
    • you must upload the associated invoices with corresponding receipts bundled by supplier/provider with the digital submission;

    INVESTMENT COSTS
    If you have incurred investment costs, you must upload the following:

    • depreciation tables
    • a summary of the class 2 balance sheet accounts;

    Questions about this flow, please email: verificatie@vlaio.be

Documents

 

To prepare the (final) report of an R&D feasibility study, please use the templates and explanatory documents below. The version date applicable to your R&D feasibility study is based on the date the project was submitted, and thus received at VLAIO.

ATTENTION! Be sure to read the explanatory document Implementation and  monitoring for all information regarding correct reporting.

 

Explanatory documents implementation and monitoring:

Substantive report:

Final financial report and guide to the cost model:

Innovation Aid General Terms and Conditions:

Contact

Address
VLAIO
Telephone
T0800 20 555
Mail
info@vlaio.be