Instructions to grant receivers

Updated 18 March 2022

Follow the terms and conditions in the grant contract. If the terms in the grant contract and these instructions are in conflict, the terms of the contract are to be followed. 

Making the contract 

If you can’t receive the grant, please inform the executive officer of the Foundation immediately.  

The grant recipient and the Foundation of the Finnish Institute in the Middle East will sign a grant contract, where the funded activity and budget are defined. 

Change of plans?  

If you would like to change the grant purpose, you must first make a written agreement with the executive officer of the Foundation. For example, changes in the destination, duration, or objective of the trip, or moving funds between budget categories (accommodation, flights, other expenses) requires a permission from the foundation.  

Acceptable expenses 

You can use the grant only for the expenses that you have listed in your budget in the application form. All changes to the budget must be approved by the foundation in advance.  

All the expenses must be reported with a receipt. You can only use the grant on expenses that can be documented with a receipt.  

You can never use the grant for following purposes: 
– fines 
– gift cards 
– living expenses 
– equipment 

If you are not sure if an expense can be covered from the grant, ask from the foundation beforehand.  

Please note the following article in the contract: “Reasonable, acceptable travel expenses consist of costs that are appropriate for the travel in question, reasonably priced, and form the overall least expensive option.” This applies specially to fight tickets, accommodation and using public transport instead of taxi.  

Reporting 

The report form can be downloaded from the webpage of the foundation. Send the report to the executive officer of the foundation as soon as possible, by 15 December 2022 latest. If any funds remain unused, return the remaining funds as soon as possible, by 15 December 2022 latest. 

Reporting form: travel grants and grants for Arabic studies

Reporting instructions 

Number each receipt in chronological order, starting from 1. Scan the receipts. It might be helpful to staple the receipts on a A4 sized paper for scanning. You can scan multiple receipts in one sheet of paper. Inspect each scanned copy carefully: is the text clear?  

List all the expenses in, for example an Excel table (see an example). Use the same numbering as in the receipts. Give the following information on each expense: number, date, explanation of the expense, price in foreign currency, price in euro.  

Exchange rates must be verified in case of electronic payments with a copy of bank statement where the bank exchange rate is visible, and in case of cash payments with a currency exchange receipts where the exchange rate is visible. See an example of a cash exchange receipt (see an example). 

Calculate the total price from euro prices that have been rounded to two decimals. 

Keep the boarding passes for at least two years after the trip 

You don’t have to include the boarding passes in the report, but you must store them for at least two years after the trip. This also applies to electronic tickets.