after the funding approval

grant agreement

Once you have received your funding approval by email, the next step is the preparation of the funding agreement. Funds can only be paid once the funding agreement has been signed. You will not receive the agreement automatically. You will need to submit a few documents and information by e-mail to complete the contract. You will receive a detailed checklist “From approval to money” with the funding approval.

after the funding approval

Costs and Financial plan

You must submit a cost and financing plan (KoFi) when you submit your application. It contains the expenses (cost plan) and shows how you will finance them (financing plan). Changes to these plans often occur between the application submission and the actual process start. Therefore, you should submit an updated financial plan (as an Excel or PDF file) for the funding agreement. You are welcome to use the following template plan for this purpose:

Download sample cost and financing plan (german)

  • Changes during the process
  • Expenses for permanent staff
  • Travelling expenses
  • Material / catering costs
  • Procurement regulations
after the funding approval

types of financing

The Fonds Soziokultur can distribute funding in different ways:

  1. Proportional funding (Anteilsfinanzierung): A portion of the total costs is covered by the funding, while the project organiser raises the remaining funds themselves or finances them from other sources.
  2. Shortfall funding (Fehlbedarfsfinanzierung): The funding covers the financial ‘shortfall’, i.e. the difference between the total costs and the funds already secured from other sources.
  3. Fixed-amount funding (Festbetragsfinanzierung): A fixed amount is committed, regardless of whether the actual project costs change.

The type of financing depends on other public funding and the amount of the funding share. The choice of financing type is decided on an individual basis and set out in the funding agreement. Applicable to all types of funding: Project expenses cannot be lower than the funding. The effects of the different types of financing in the event of a change in income or expenditure can be found in this overview (currently only available in German, please contact us if you need help):

Download financing types

During the process

Payout of funds

Funding can only be paid out once the funding agreement has been legally signed. The money is not paid out automatically, but you must apply for the payment yourself (usually in instalments) in the application portal. Important: In our application portal, your application is linked to the e-mail address you used to submit the application. You must therefore log in with the e-mail address with which you registered/logged in when you created the application. If you log in with a different e-mail address or register again, the system will not be able to find your application.

You can download detailed instructions here (currently only in German, please do not hesitate to contact us if you need help):

Download Checkliste Mittelabruf

The document is currently only available in German. We are working on a translation. Until then, we recommend using an AI translation tool. There are many free providers that deliver good translations.

During the process

Logos & PR

Please mention the Fonds Soziokultur as a funding organisation in your public relations work (print and online) and place our logo. All important information and downloads can be found below:

  • Logo and word mark
  • Your process on our website
  • Social Media
During the process

intermediate proof of uses

All processes that are funded beyond one calendar year and last longer than February of the following year must submit an interim proof of uses (in addition to the final proof of use) until March 31 for each funded calendar year.

Processes that run until the end of February of the following year do not have to submit an interim proof of use. In this case, the final proof of use for the entire funding period is sufficient.

  • What does the interim proof of use include?
  • What is the difference between an interim proof of use and the final one?
after the process

Proof of appropriate use

Once your process has been completed, you must submit various documents to show that the funds received have been used properly and that the process has proceeded as planned. This so-called proof of use, i.e. the accounting of your process, must be submitted within two months of the end of the funding period (see funding agreement, any authorised extensions). Further information can be found here