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Subsidies

Research Project

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Flemish defense plan allows support for military projects - Call Defense 2025. Regular research projects can be submitted permanently.

What follows after the subsidy is granted?

Payment of the subsidy

The payment of the Research Project subsidy occurs in parts.

The exact amount of the different payments is determined at the moment of decision.

You will receive the first part of the subsidy after you have confirmed the start of the project (and have agreed with any special conditions), the last part is paid after the successful termination of the project.

Each business partner will be paid directly and individually by VLAIO. Research partners and subcontractors must be paid by the business partners.

The subsidy will only be granted if the business partners execute the Research Project in the way that was agreed upon and if they perform both their duty to report unanticipated changes to the project execution and their duty to report on their progress.   

At the end of the project, a final verification of the real costs is made. Based on the approved costs and the applied support percentage, the remaining last part of the subsidy is determined and paid. 

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 a research project, please use the templates and explanatory documents below. The version date applicable to your research project 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:

Progress report or interim report:

Final content report:

Since February 2025, for the final content report (Part A and B), VLAIO has been working with a digital submission. Link via e-portal for project follow-up.

Final financial report and guide to the cost model:

Impact report

Since February 2025, for the impact report, VLAIO has been working with a digital submission. Link via e-portal for project follow-up.

Innovation Aid General Terms and Conditions:

Contact

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