PURCHASE PROCEDURES, PAYMENT CLAIMS, REPORTING AND SUSTAINABILITY
Implementation and accounting of projects
We maintain documentation for projects financed by European Funds and other support programs. We assist in organizing purchases, preparing payment claims, settling advance payments, documenting indicators, and coordinating changes with the institution. We tailor the scope to the specific contract and project stage., from the first order to post-investment responsibilities.
Purchases and Eligibility
Advances and payment claims
Control and durability
The initial contact serves to determine the scope of the assignment. Detailed audits and project management are available for a fee.
INITIAL DIAGNOSIS OF PROJECT OPERATION
Check what support your project needs
The six answers will help define the scope of the initial conversation and identify the most important risks. The test does not assess the validity of incurred expenses.
Once all answers are selected, the recommended path will appear.
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TWO STARTING POINTS
Ongoing service or solution to a specific problem?
The scope of work required at the beginning of implementation differs from the scope of work required for the final payment claim or audit. We begin our collaboration by determining what has already been completed and the remaining deadlines.
Do you have a signed funding agreement?
This is the perfect time to organize your responsibilities, order schedule, and payment deadlines. We can provide ongoing support or prepare a specific document.
- Verification of the contract, schedule and reporting obligations
- Organization of purchases and contractor documentation
- Preparation of payment claims, changes and settlements
Do you have a problem with a project you are already implementing?
We can analyze a specific case: a summons from an institution, missing documents, an unsettled advance payment, or an unclear order procedure.
- Overview of documentation status and deadlines
- Indication of possible corrective actions and limitations
- If necessary: support during an audit or dispute
SCOPE OF SERVICE
What does implementation and settlement support include?
The scope may cover the entire project or a single activity. Consulting does not replace the beneficiary's decision, accounting, or the authority of the auditing institution.
Purchasing procedures
Value estimation, description of the subject of the contract, request for proposals, publication or dispatch, offer comparison, selection protocol, and document archiving. We select the appropriate mode for the program.
Payment claims
Advance payment, reimbursement, reporting and final applications, expense reports, payment schedules and supplements upon request of the institution.
Settlement of advance payments
Checking deadlines, accounting documents and proof of payment, settling disbursed funds and preparing information on possible amounts to be refunded.
Changes to the project
Analysis of budget shifts, schedule changes, purchasing parameters and indicators; preparation of justifications, notifications and annex documents.
Reporting and indicators
Material and financial reports, implementation progress, documents confirming the achievement of results and fulfillment of information and promotional obligations.
Control and shelf life
Organizing the audit trail, reviewing documents and assisting with clarifications, and after implementation, monitoring the obligations arising from the contract.
COOPERATION MODEL
Choose the variant that suits your project
Not every beneficiary requires ongoing support. You can outsource a single payment claim, a purchasing process, or an independent review of existing documentation.
| Criterion | Permanent AZ service | One task | Documentation audit |
|---|---|---|---|
| For whom? | Beneficiaries with multiple purchases and settlements | Clients requiring a single proceeding or payment claim | Projects with concerns, a call, or a planned inspection |
| Range | Schedule of duties, purchases, payments, changes and reports within the agreed period | Only a specific procedure, document, or response | Review of selected documents and compliance with the indicated requirements |
| Result | Current documentation and list of open tasks | Ready-made materials for beneficiary approval | List of findings, deficiencies, risks and recommendations |
| Service billing | Remuneration agreed for a specific scope or stages | Estimation of a single task | Pricing depends on the volume and condition of the documentation |
The scope of AZ services does not imply that the advisor assumes the beneficiary's legal responsibility for the project. The authority to sign and approve actions remains with the authorized persons.
SEPARATE PROGRAM RULES
First, we determine which regulations apply to your project
The mere information that a project uses EU funds is not sufficient to determine the required purchasing procedure and settlement system.
European Funds 2021-2027
Many projects are based on a contract, appropriate eligibility guidelines, and the CST2021 system, including SL2021. For procurements, we assess the application of the competitive bidding principle or the Public Procurement Law, taking into account exceptions.
Documentation: Expenditure Eligibility Guidelines.
FEnIKS grants for POZ – NFZ
Grantees are bound by the grant agreement, the Project Implementation Schedule, and the grantor's recommendations. Settlements include, among other things, purchasing documents, periodic and final reports.
Documentation: National Health Fund Materials and Funder Recommendations.
ARiMR, LGD and labor offices
The preparation of payment claims, purchasing documents, and proof of project completion is based on the specific intervention's regulations, contract, and operator instructions. We do not automatically transfer procedures from FE programs.
An example from primary health care practice: A National Health Fund (NFZ) grant may require documented market research and the collection of valid offers, as recommended by the grantor. This procedure should not be replaced without justification by the Competitiveness Database standard.
Documentation validity: FE projects must take into account the Guidelines on the eligibility of expenditure in force from 25 May 2026. The date and conditions of a given project also determine the application of specific provisions.
PURCHASE PROCEDURES
We plan our purchases before making a commitment.
A well-documented purchase requires not only the right price, but also a transparent contractor selection process, compliance with budget and proven delivery or service performance.
01. Determining the mode and value
We analyze the subject and value of the order, the possible need to combine purchases, the threshold, and the requirements of the contract and program rules.
02. Procedure and selection
We prepare documents, submit inquiries or publish announcements in accordance with the appropriate procedure, verify offers and prepare reports.
03. Receipt and archiving
We verify the order's compliance with the offer, contract, invoice, and acceptance protocol. We organize the evidence required for settlement and inspection.
The threshold and procedure are not universal. First, we determine whether the Public Procurement Law, the principle of competitiveness, or the grantor's specific conditions apply. Purchases under the FENG project and the NFZ grant for primary healthcare may be different.
Lack of complete documentation of the proceedings may result in corrections. Therefore, we archive estimates, correspondence, offers, statements, minutes, contracts and acceptance certificates in accordance with program requirements.
FINANCIAL SETTLEMENT
From payment schedule to document approval
Submitting a payment claim on time requires more than just completing a form. It also requires linking the work performed, accounting records, and financing sources to the approved project.
Payment and advance plan
We determine application deadlines, the need for funds, the terms of subsequent tranches, and the sources of financing for expenses between settlements.
Accounting and material documents
We organize invoices, transfers, statements, descriptions of evidence, reports, and documents confirming the completion of tasks and the achievement of indicators.
Application and correspondence
We prepare the application or report in the required format, collect explanations and monitor the institution's comments until a decision is made.
An advance payment does not mean that expenses are automatically recognized. It must be spent, documented and settled within the timeframe specified in the contract; unused or incorrectly spent funds may require reimbursement.
The accounting document is part of the audit trail. Depending on the program, proof of payment, contractor selection, acceptance, records, markings and documents confirming the result may also be required.
RISK MANAGEMENT
Six areas that require ongoing monitoring
Systematic documentation review is less expensive from an organizational perspective than reconstructing evidence months later. However, it does not guarantee that the institution will not question any expenses.
Purchasing and conflict of interest
Incorrect contract estimation, unauthorized connections with the contractor, incomplete reports or violation of required deadlines.
Eligibility and VAT
The expense must be budgeted for in the project, incurred within the allowable period, and properly documented. VAT rules vary depending on the program and eligibility for reimbursement.
Advances and liquidity
Failure to properly account for advance payments or proof of expenditure may result in further funds being withheld or may result in an obligation to repay them.
Changes to the project
Some require prior application and institutional approval, others require a notification or amendment. This depends on the contract and the type of change.
Metrics and reporting
The achievement of target values must be confirmed by evidence that can also be checked after implementation has been completed.
Information, availability and durability
Appropriate markings, accessibility rules, document storage and maintenance of effects for a set period are required.
Changes do not always require an addendum. Before implementing them, we check whether the contract provides for notification, institutional consent, data update or a formal annex.
Durability does not always begin on the date the final application is approved. In projects covered by Article 65 of Regulation (EU) 2021/1060, it generally refers to the date of the final payment to the beneficiary; specific rules are specified in the regulations and the contract.
CLEAR DISTRIBUTION OF RESPONSIBILITIES
Results of cooperation and beneficiary's obligations
Transparent cooperation requires agreement on the scope of activities, access to documentation, acceptance points, and deadlines. The advisor prepares materials but does not replace the persons authorized to represent the beneficiary.
What do you get from an advisor?
Within the agreed scope, we prepare procurement and settlement documents, a task schedule, a list of deficiencies, recommendations for changes, and materials for responding to requests.
The result may also include a documentation audit with a list of nonconformities and recommended actions. We determine the scope of reporting before the assignment.
What is the beneficiary responsible for?
For the accuracy of data, authorization to operate in systems, approval of purchases, signatures, timely submission of documents, proper bookkeeping and fulfillment of obligations arising from the contract.
We do not promise approval of expenses or the absence of any adjustments. Their eligibility and acceptance are determined by the relevant institution.
HOW WE WORK
Three stages of cooperation
Work begins once the scope and feasibility have been agreed upon. If the project is under review or the deadline is within a few days, we first determine the urgency and availability of documents.
01
Review of the contract and documents
We determine the legal basis, implementation stage, deadlines, previous purchases and the most urgent tasks.
02
Service plan and implementation
We agree on the scope, schedule, responsibilities, and price. We then prepare the selected documents and conduct the agreed-upon activities.
03
Settlement and closure of the stage
We submit materials for authorization, handle the agreed scope of explanations, and indicate further obligations and deadlines.
PREPARE YOUR REQUEST
What information allows you to start cooperation?
Before contacting us, simply indicate the program, project stage, and upcoming deadline. We perform a detailed documentation analysis as part of an agreed-upon assignment. In FEnIKS projects for primary healthcare, we take into account the specifics of National Health Fund (NFZ) documentation.
- Funding agreement: together with annexes, attachments and approved application.
- Program and institution: name of the activity, project number, service system.
- Stage and dates: payment schedule, last calls and upcoming obligations.
- Document status: purchases, contracts, invoices, transfers, protocols and reports.
- Need: regular service, specific order, payment claim, advance payment or inspection.
DOTACJE ONLINE
Consulting and settlement services for projects co-financed from public funds
Documents useful for valuation
- Agreement with current attachments and schedule
- Payment claims and correspondence to date
- List of planned orders and contractors
- Purchasing and accounting documentation, if any
- Information about advance payments, their amounts and settlement dates
We agree on the scope, schedule, and remuneration before work begins. We do not perform free eligibility audits.
FREQUENTLY ASKED QUESTIONS
What is worth knowing before ordering settlement?
Are you supporting a project for which you did not prepare the application?
Yes. We can begin working with you after signing the contract, or even during implementation. First, we analyze current documentation, past purchases, settlements, and deadlines. We determine the scope of services after an initial assessment of the project's status.
Can I only submit one payment claim or purchasing procedure?
Yes. We offer both ongoing services and individual tasks, such as preparing purchase documents, payment claims, settling advance payments, or responding to a request for payment. We determine the price based on the scope and condition of the documentation.
Does every order in the project have to be published in the Competitiveness Database?
No. The appropriate procedure depends on the program, the value and subject of the contract, the status of the contracting authority, and the terms of the contract. Some projects apply the principle of competitiveness or the Public Procurement Law, while National Health Fund (NFZ) grants for primary healthcare (POZ) have their own purchasing guidelines.
How do FEnIKS settlements for POZ differ from standard FE projects?
The POZ grantee settles the project in accordance with the grant agreement, the Project Implementation Schedule, and National Health Fund (NFZ) recommendations. These include, among other things, documenting purchases and expenses, as well as reporting. The application of SL2021 and the Competitiveness Database should not be automatically assumed just because the grant is co-financed by FEnIKS.
What system is used to submit payment claims?
Many European Funds projects for 2021-2027 use CST2021 and the SL2021 application. In other instruments, including National Health Fund grants, ARiMR interventions, or funds from the Public Employment Agency, the solutions indicated by the relevant institution and in the contract apply.
Does the advance payment received have to be settled within a certain period?
Yes. The deadline, method of documenting expenses, conditions for disbursement of subsequent installments, and any refund of unused funds are specified in the agreement and instructions for the given program. There is no single universal deadline for all grants.
Can the schedule, budget or scope of work be changed?
Some changes require prior approval from the institution or an amendment, while others may require notification. Before making a commitment, please review the agreement and the appropriate procedure. An unauthorized change may lead to expenditure being challenged.
How to prepare documentation for inspection?
We review the audit trail for completeness: contract, application, purchases, invoices, payment receipts, receipts, records, reports, correspondence, indicators, and project designations. The result may be a list of deficiencies and corrective actions, but the outcome of the audit depends on the institution.
When does the shelf life begin and how long does it last?
For investment projects covered by Article 65 of Regulation (EU) 2021/1060, the basic period is five years from the final payment to the beneficiary, and may, in appropriate cases, be reduced to three years for SMEs or under State aid rules. Specific obligations and periods are specified in the contract; not every project is subject to the same rules.
Can you guarantee approval of the settlement without correction?
No. We can mitigate risk by properly preparing and verifying documentation. However, the institution decides on the recognition of expenses, approval of payments, and any adjustments. The beneficiary remains responsible for the implementation of the contract.
Issues related to protests against the assessment of the application, control and objections to the institution's findings are also discussed on the website Inspection, project evaluation and protest.
NEXT STEP
Outsource project implementation and settlement services
Provide the program name, implementation stage, type of support needed, and the next deadline. Based on this, we will determine whether ongoing support, single-document preparation, or a documentation audit is appropriate.