ADVICE IN SITUATIONS REQUIRING A QUICK AND RELIABLE RESPONSE
Inspection, project evaluation and protest against the application assessment
A negative application assessment, an audit announcement, or a letter requesting a refund require analysis, not hasty decisions. We help determine the obligations and options for action arising from the documents, deadlines, and rules of a given program.
First we establish the facts and risks. We analyze the received letter, project documentation, and the appropriate procedure, then outline possible actions, necessary evidence, and the scope of support. Without promising a favorable outcome, we provide a specific action plan.
Protest against the assessment of the application
Inspections and reservations
Corrections, Returns and Durability
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PRELIMINARY ORDERING OF THE CASE
Where to start in your situation?
Five quick questions will help you determine which documents and deadlines to check first.
Once you have selected five answers, you will be given a hint about the next steps.
The tool does not calculate deadlines or determine appeal rights. The message must be sent manually in your email program.
THREE DIFFERENT SITUATIONS
At what stage do you need support?
The course of action depends on whether you are disputing the assessment of the application, preparing for an audit, or clarifying an identified irregularity. Not every piece of unfavorable information means the end of your options.
Do you disagree with the assessment of the application?
We verify whether the evaluators’ arguments can be challenged within the limits of the proper procedure.
- Comparison of the assessment with the content of the application and the criteria
- Identification of substantive and procedural objections
- Preparation of justification for the protest, if applicable
Have you received an inspection announcement?
We help organize your documentation and check the areas that the institution can verify.
- Review of orders, invoices and payment receipts
- Compliance of expenses and indicators with the contract
- Identification of deficiencies and a plan to resolve them
Are expenses or durability in question?
We analyze the basis of the findings and prepare material for clarification or objections.
- Assessment of post-audit findings and basis for correction
- Verification of amounts, interest and scope of refund
- Evidence support for decision analysis and further action
RESULT OF COOPERATION
What do you get after analyzing your case?
We don't sell promises to overturn a negative review or avoid a refund. Our value lies in sorting out the facts, identifying valid arguments, and preparing documentation appropriate to the situation.
Map of situations and deadlines
The nature of the letter, proper procedure, formal requirements and matters that cannot be postponed.
Evaluation of arguments and evidence
Indication of the strengths and weaknesses of the position along with identification of missing documents.
Documentation project
Within the agreed scope: protest, explanations, reservations, statements or material for the representative.
Further action plan
Sequence of activities, division of responsibilities and recommended risk mitigation actions.
Transparent rules: Before accepting an assignment, we determine whether consultation only, document review, or detailed position preparation is possible. The scope, deadline, and fee are subject to individual agreement.
PROCEDURE AND DEADLINES
What do you need to check before making a decision?
The greatest risk is not the problem itself, but choosing the wrong procedure or missing the deadline. The following rules apply to the indicated FE procedures and do not replace the instructions in the letter you received.
Protest against the assessment of the application
In the competitive FE 2021-2027 calls, a protest against a negative evaluation is permitted under Articles 63-64 of the Implementation Act. The deadline is 14 days from the receipt of the information. The protest should address specific criteria and potential procedural irregularities, and should not be used to rewrite the project.
Objections to the inspection
In audits covered by Article 27 of the Implementation Act, objections to the post-audit report may be submitted within 14 days of receipt. The institution may extend this deadline for a specified period if a relevant request is received before its expiry. Objections should be supported by documents.
Financial correction and refund
A demand for reimbursement is not the same as a final decision. Article 207 of the Public Finance Act regulates, among other things, the conditions for reimbursement, interest, the demand, the decision, and possible appeals. It is important to verify the appropriate stage and procedure, rather than automatically adopting a single deadline for all documents.
Important: The 14-day deadlines provided are not a universal appeal period for PUP, LGD, ARiMR, Interreg, or all refund proceedings. In each case, we verify the type of letter, legal basis, date of effective delivery, and instructions.
FACT-BASED ASSESSMENT
Negative information does not automatically determine the final outcome of the case.
In many situations, it's important to ensure that the assessment takes into account all the information contained in the application, that the audit findings are supported by evidence, and that the scope of consequences is properly defined. Each of these elements can be analyzed.
Possibility of verifying the assessment
If the arguments indicate an error in the application of criteria or procedure, appropriate appeal may result in a reassessment. This does not mean automatic award of the grant.
The right to present evidence
In accordance with the applicable procedures, audit findings may be clarified and documents confirming the fulfillment of obligations may be presented. The significance of the evidence depends on the stage of the proceedings.
Proportionality of consequences
A detected irregularity does not always mean the full value of the grant will be refunded. The scope of correction or refund must be assessed based on the applicable regulations, findings, and circumstances.
Our rule: We don't create baseless arguments and don't declare effectiveness before analyzing the documents. Clients also receive information about the weaknesses of the case and the possible costs of further proceedings.
PREPARING FOR THE INSPECTION
What areas of the project are worth verifying?
The scope of the audit is determined by the program and contract, but the documentation review most often covers the following areas. Irregularities should not be assumed solely because of a formal deficiency.
Finance and settlements
Expenditure eligibility, invoices, proof of payment, records and linkage to project tasks.
Orders and contractors
The method of determining the value, the contractor selection process, competitiveness documentation or public procurement law – where applicable.
Material scope and changes
Supplies, services, works, schedule and project changes approved in the required manner.
Indicators and results
Documents confirming progress, achievement of goals and the method of measuring adopted indicators.
Investment sustainability
Maintaining the project results and conditions for the period specified in the relevant regulations and contract.
Information and promotion
Signage, communication, boards or other information activities required for a given project.
Evaluation and monitoring – a different purpose than control
Evaluation involves assessing the outcomes and effects of an intervention, while monitoring serves to collect ongoing data on project progress. A request to submit indicators, a survey, or data for the evaluator does not necessarily imply a finding of irregularities. We help prepare coherent summaries, data sources, and explanations of outcome measurement methods.
COMPETENCES AND RESPONSIBILITY
Cooperation based on document analysis, not on assurances
DOTACJE ONLINE supports applicants and beneficiaries in interpreting grant documentation requirements, identifying project risks, and preparing substantive justifications and summaries.
Dariusz Kozakiewicz
Owner of DOTACJE ONLINE, advisor for European funds. When working with project documentation, he focuses on compliance with institutional requirements, quality of justification, and clarity of evidence.
Before starting our cooperation, we discuss what can be assessed based on the materials available, what information needs to be supplemented, and whether the case requires the involvement of an authorized legal representative.
Scope of responsibility
- Support includes substantive and organizational analyses and the preparation of agreed documentation.
- We do not guarantee a change in the assessment result, reversal of the correction or a positive decision.
- We do not provide legal representation; activities reserved for professional attorneys are performed by the client's attorney.
PREDICTABLE PROCESS
How does the cooperation work?
Each assignment begins with a defined case type and deadline. This allows us to understand from the outset what can be prepared and what the limitations are.
01
Establishing the situation
We identify the letter, its nature, date of delivery and the basis for the appropriate procedure.
02
Material verification
We compare the assessment or findings with the application, contract, criteria and evidence.
03
Scope and pricing
We determine possible actions, required materials, deadlines and terms of the order.
04
Development and submission
We prepare an agreed position, statements or material for the attorney and discuss further steps.
MATERIALS FOR PRELIMINARY ANALYSIS
What should you prepare before contact?
You don't have to decide on your own whether the assessment was correct. Prepare materials that will verify its justification and provide guidance on how to proceed.
Basic documents
- Letter received with instructions and date of delivery.
- Project number, program and name of the institution.
- Application with attachments or funding agreement.
- A brief description of what you disagree with or what needs clarification.
Additional documents – depending on the case
- Assessment cards and selection criteria.
- Post-inspection information and previous correspondence.
- Accounting and purchasing documents, reports and confirmation of results.
- Correction calculation, return request or decision.
FREQUENTLY ASKED QUESTIONS
What is worth knowing before you make a decision?
Does a negative assessment of the application mean the end of the possibility of obtaining a grant?
Not always. In the competitive 2021-2027 FE calls, a negative evaluation may be appealed. However, its validity requires a comparison of the evaluation result with the criteria and the content of the application. Simply filing a protest does not guarantee funding.
Can I file a protest if a project meets the criteria but lacks funding?
Under the 2021-2027 Funding Implementation Act, a negative evaluation also applies if the allocation for a given call is exhausted. However, a protest serves to re-examine the evaluation against the criteria; it does not, in itself, result in an increase in the call budget or automatic project selection. The instructions and the proper selection procedure must be verified.
How much time do I have to protest or make post-inspection objections?
In the competitive FE 2021-2027 calls, a protest is generally filed within 14 days of receiving the assessment information. Objections to the post-audit information pursuant to Article 27 of the Implementation Act may also be filed within 14 days, and this deadline may be extended upon request submitted before its expiry. Other instruments and documents may be subject to different rules.
Does a protest allow for adding new elements to the application?
The protest serves to verify the accuracy of the assessment, not to prepare a new version of the project. The argument should address the documentation, criteria, and errors in the assessment. The admissibility of specific explanations or materials must be assessed on a case-by-case basis using the appropriate procedure.
Does every irregularity mean the entire grant will be returned?
No. The consequences depend on the type of violation, its impact, the applicable regulations, and the method for determining the correction or refund. Sometimes, it's the scope of a specific expense that matters, not the value of the entire project. However, don't assume that the correction will be minor.
What to do if an institution requests a refund?
First, determine whether the letter is a notification, a summons, a proposal for correction, or a decision. Then, verify the legal basis, amount, method of calculating interest, and any potential appeal. In cases covered by Article 207 of the Public Finance Act, the individual stages have different procedural consequences.
Is it possible to regain the ability to act after the deadline has passed?
This depends on the legal basis and specific circumstances. It is necessary to determine the effective date of service, the content of the instruction, and the provisions of the relevant procedure. Simply exceeding the 14-day time limit does not allow for determining all possible consequences without documentation.
Does DOTACJE ONLINE represent clients before the Provincial Administrative Court or the Supreme Administrative Court?
The service includes substantive support, documentation analysis, and evidence preparation. It does not include legal representation or activities reserved for professional attorneys. If necessary, further legal actions are handled by the client's attorney.
ASK ABOUT THE SCOPE OF ASSISTANCE
Do you have a letter from an institution? Start by establishing the facts and deadline.
Provide the name of the program, the type of letter received, the date of delivery, and a brief description of the situation. This will help determine whether a consultation, document review, or more extensive work is needed.