Submitting the proof of use correctly: how the grant stays with you

The proof of use is the settlement of your funded project towards the approving authority: it demonstrates that the money was spent for its intended purpose. It usually consists of two parts, a factual report describing what was implemented, and a financial proof with invoices and payment receipts. Anyone who submits it too late, incomplete, or contradictory risks the reclaim of the entire grant, even with a professionally flawless project.

What belongs in the proof of use?

• Factual report: what was carried out, what result was achieved, how it corresponds to the approved project. State deviations openly instead of hiding them.
• Financial proof: invoices and bank statements as payment receipts, exactly matching the approved cost plan. Cash payments are excluded in many programs.
• Program attachments: depending on the program, additional forms are required, for BAFA for example the consultant's advisory report and the EU questionnaire, for ESF programs proof of participation.

Which deadlines apply?

The deadline is stated in the approval notice and varies by program. A documented example: for the BAFA advisory funding the proof of use must be complete at the latest six months after the information letter, otherwise the grant lapses. A calendar entry on the day of approval is the simplest safeguard. How the path there looks is shown in our article BAFA application step by step.

Frequently asked questions about the proof of use

What happens if the proof of use arrives too late?

In case of missing the deadline, the approving authority can reclaim the grant in whole or in part, even if the project was implemented properly. Some authorities send one reminder, but there is no legal claim to this. The deadline from the approval notice must therefore be taken just as seriously as the application deadline before the project start.

Are invoices sufficient as proof?

No, in addition to the invoice, the flow of payment is checked, usually via bank statement or transfer receipt. The amounts must match the approved cost plan, and the factual report must explain what the figures prove. Contradictions between the report, invoice, and notice are the most common reason for follow up questions.

Who prepares the proof of use, the company or the service provider?

The recipient of the grant, meaning your company, is always responsible. However, a good service provider delivers the building blocks on time: the report on the service provided, clean invoices matching the cost plan, and the project documentation. At NordFlux, these documents are created alongside the project, so that the proof is a mere formality at the end.

Are there interim proofs for longer projects?

Yes, for multi year projects, the ancillary provisions of most grant notices require annual interim proofs, usually by a fixed deadline after the end of the budget year. They follow the same logic as the final proof: status report plus figures. Anyone who keeps the receipt filing from the start of the project handles the interim and final proof from the same folder.

Can a faulty proof of use be corrected?

Generally yes: approving authorities ask about discrepancies and set an additional deadline, but there is no legal claim to this. Answer follow up questions completely and within the set deadline, because an unanswered inquiry is treated like a missing proof and can trigger a reclaim.