Implementation and Reporting for projects within the 5th and 6th Call

Exact reporting dates are specified in the grant agreement. In general, the following reporting obligations apply:

• Scientific mid-term report: covering project months 1-12, to be submitted at the end of project month 14
• Mid-term financial report: covering project months 1-12, to be submitted at the end of project month 14
• Scientific final report: covering project months 1-24, to be submitted 2 months after project end
• Final financial report: covering project months 12-24, to be submitted 2 months after project end

As a report on the project progress, the mid-term report provides an overview of the activities carried out, achievements and envisaged results during the first reporting period (the first 12 months).

The scientific mid-term report must be submitted as a Word file and PDF and should comprise approximately 3–5 pages.
The report template can be downloaded from the section on the right and must include the following elements:

• Project Overview
• Narrative Summary of the Project Activities
• Report on Project Progress and Envisaged Results
• Complete List of Funded Mobilities
• Reflection on the Partnership and Cooperation
• Contribution to the SDGs and Added Value
• Changes in the Project Environment, Challenges and Mitigating Measures
• Publications and Pictures

Together with the scientific mid-term report, a financial mid-term report must be submitted.

Together with each scientific report, a financial report must be submitted.
The project-relevant expenses of all partner institutions are submitted in one consolidated financial report by the project coordinator. The expenses submitted in the financial report have to correspond to the Financing Plan of the project application. Any deviations must be justified and approved by the KoEF Office prior to submission.

Only travel, accommodation and subsistence costs, as well as project-relevant equipment and material expenses, are eligible for funding.

The financial report must be submitted as an Excel file using the official KoEF financial reporting template, which can be downloaded from the section on the right.

The Excel file must cover the entire reporting period and includes the following mandatory components:

• Cover Page
• Financial Report (summary of eligible costs)
• List of Receipts (Belegaufstellung) with all expenses listed individually and referenced by receipt number
• SAP Statement or comparable accounting statement 

Proof of the listed expenses (invoices/receipts) must be retained for 10 years and submitted upon request. The OeAD reserves the right to request these supporting documents for verification purposes.

Overhead costs are not eligible for KoEF funding.

Travel to Austria (Incoming) & from Austria to the Global South (Outgoing)

Travel costs: max. EUR 2,000 per trip 

• Economy class only; original invoice, ticket, and boarding passes required
• Airport transfers: public transport mandatory in Austria
• Always choose the cheapest reasonable means of transport

Accommodation & subsistence: EUR 180/day, max. EUR 2,160/month (30 days)

• Stays up to 12 days: per diem of EUR 180/day
• Longer stays: monthly cap of EUR 2,160; calculation resets after each full month
  Proof of receipt required;
• research stay report must be included in the scientific report

Maximum duration: 3 months per person per trip

Other Costs

• Travel within Austria is not eligible for funding.
• Overhead costs are not eligible for funding.

Material costs (consumables): max. EUR 5,000 for the entire project duration

• Project-specific materials only; must remain with the partner institution in the Global South
• Basic infrastructure (laptops, internet, staff costs, etc.) is not eligible
• Original receipts must be retained; written confirmation required regarding necessity, project-specificity, and the equipment's permanent placement at the partner institution

All publications resulting from KoEF funded projects have to acknowledge KoEF funding provided by the BMFWF. Please use the following phrase:

“This project/publication was supported by the Cooperation Development Research programme (KoEF), financed by the Austrian Federal Ministry of Women, Science and Research (BMFWF) and implemented by OeAD”