EU Grant Settlement
How We Work?
Innology assumes full responsibility for the proper settlement of an awarded EU grant — from preparing documents for the funding agreement, through ongoing management of formalities during project implementation, to submitting the final report and providing support during the sustainability period. The service is provided to grant beneficiaries under the following programs: SMART Path, Design for SMEs, Seal of Excellence, EU Funds for Małopolska, EU Funds for Śląsk, and other national programs financing R&D&I. Our work methodology is as follows:
Step 1: Training the Beneficiary's Team on Grant Project Implementation Rules
Signing a funding agreement means the beneficiary assumes a range of formal obligations governed by regulations on state aid, public procurement, and expenditure eligibility. Violating these rules — even unintentionally — can result in a financial correction or the need to return part of the grant. Innology eliminates this risk by training the client's team before project implementation begins.
The training covers five areas critical to proper project implementation:
- Competitiveness principle and public procurement — how to correctly conduct tender procedures for project purchases (value thresholds, obligation to publish inquiries in the Competitiveness Database, bid evaluation criteria, documenting contractor selection).
- Cost recording in accounting books — analytical separation of project costs, description of accounting documents, assignment of expenditures to the appropriate eligible cost categories.
- Reporting R&D work progress — documenting the completion of research tasks, achievement of milestones, and output/result indicators required by the funding agreement.
- Project change notification procedure — when a change requires approval from the intermediary institution (PARP, NCBR) and when notification is sufficient; which changes are permissible and which may jeopardize funding.
- Information and promotional obligations — required labeling of documents, materials, and equipment purchased under the project in accordance with EU funds visibility guidelines.
Duration: 1–2 workshop days, conducted within the first 2–4 weeks of signing the funding agreement.
Step 2: Preparing Grant Project Settlement Documentation
EU grant settlement is a continuous process — it lasts throughout the entire project implementation period (typically 2–4 years) and requires regular submission of documentation to the intermediary institution (PARP, NCBR). Innology assumes full responsibility for preparing this documentation, ensuring timeliness, completeness, and compliance with program requirements.
The scope of documentation prepared by Innology includes:
- Payment requests — periodic requests (advance, reimbursement, or advance settlement) submitted in the CST2021 system, containing a summary of eligible expenditures incurred and a description of substantive progress. Typical frequency: every 3–6 months depending on the program and agreement terms.
- Tender procedure documentation — complete handling of procurements carried out in accordance with the competitiveness principle: preparation of the request for proposals, publication in the Competitiveness Database, analysis and evaluation of bids, contractor selection report, archiving of procedure documentation.
- Project change requests — when implementation deviates from assumptions (schedule changes, budget reallocations, indicator modifications), Innology prepares a formal change request or annex to the funding agreement and manages correspondence with the institution until approval is obtained.
- Milestone documentation — compiling and verifying documents confirming milestone achievement (research reports, test protocols, prototype documentation, external opinions).
- Final report — the concluding document submitted after project completion, summarizing achieved results, expenditures incurred, and fulfillment of funding agreement conditions.
The client provides source data: invoices, payroll lists, timesheets, R&D work reports, and procurement documents. Innology verifies their eligibility, processes them, and compiles them into ready settlement documentation.
Duration: continuous service — from signing the funding agreement to submitting the final report (typically 2–4 years of project implementation).
Step 3: Support During the Grant Project Sustainability Period
Completing project implementation and receiving the final payment does not mean the end of the beneficiary's obligations. After settlement closure, the sustainability period begins — a time during which the beneficiary must maintain the project's results or risk returning all or part of the received funding. Innology provides advisory support throughout this entire period, minimizing the risk of violating sustainability conditions.
The sustainability period under FENG programs (SMART Pathway, Ecological Credit, STEP) is 3 years for SMEs and 5 years for large enterprises, counted from the date of the final payment. Under EIC programs, sustainability rules are governed by the Grant Agreement signed with EISMEA (European Innovation Council and SMEs Executive Agency).
Beneficiary obligations during the sustainability period include:
- Maintaining result indicators — indicators achieved in the project (e.g., number of implemented innovations, commercialization revenue, number of new jobs) must be maintained throughout the sustainability period and reported at specified deadlines.
- Prohibition on disposing of project infrastructure — equipment, research apparatus, and intangible assets acquired or created in the project may not be sold, transferred outside the territory of Poland, or allocated for purposes unrelated to the project.
- Maintaining business operations — the beneficiary may not cease the business activity related to the project or relocate it outside the area covered by the operational program.
- Readiness for audits — during the sustainability period, institutions (PARP, NCBR, National Revenue Administration, European Commission, OLAF) have the right to conduct ex-post audits verifying the correctness of project implementation and maintenance of its results.
Innology monitors reporting deadlines, prepares required sustainability reports, and advises in situations threatening its maintenance (e.g., planned company restructuring, change of business profile, sale of assets).
Duration: 3 years (SMEs) or 5 years (large enterprises) from the date of the final payment.
EU Funds Settlement
The Problem We Solve
EU grant settlement is a multi-year process (typically 2–5 years of implementation + 3–5 years of sustainability) that requires knowledge of regulations on state aid, public procurement (competitiveness principle), expenditure eligibility, and reporting rules. Formal errors can lead to the need to return part or all of the funding. At Innology, we have been successfully supporting EU fund beneficiaries for over a decade. During this time, we have successfully settled over 100 projects — no client has ever been forced to return a grant due to procedural errors.
SMART Path
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Up to PLN 70 million in funding
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For SMEs, large companies and consortia, including those with scientific entities
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For R&D work from TRL 2 to TRL 7-9, aimed at developing and marketing product or technological innovations on at least a national level.
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EIC Accelerator
- Up to EUR 17.5 million in mixed financing (up to EUR 2.5 million in grants and up to EUR 15 million in equity investment)
- For SMEs and mid-cap
- For R&D work from TRL5, oriented towards the development and market introduction of breakthrough innovations that only need demonstration in an operational environment, pilot implementation and market scaling.
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EIC Transition
- Up to €2.5 million in funding,
- For SMEs, research organizations or small consortia (including those involving large companies),
- For R&D work involving the transformation of ideas at the PoP (proof of principle) stage into prototypes ready for demonstration (TRL 3/4 - TRL 5/6).
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MASPEX GROUP
NutriTech
Scope of the service
Securing R&D grant in the Fast Track program (POIR)
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JBG 2
CleanTech / Circular Economy
Scope of the service
Securing R&D grant in the Fast Track program (POIR)
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Future Processing
ICT / AI
Scope of the service
Securing R&D grant in the Fast Track program (POIR)
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EU Grant Settlement Advisory
Key Facts
At Innology, we have been settling EU grants for over 13 years. See our project portfolio and check what our clients say about us.
Over PLN 500 million
We have settled over PLN 500 million in non-repayable grants for R&D&I projects for our clients.
Over 13 years
We have over 13 years of experience in obtaining and settling EU grants for R&D&I projects, including instruments such as the POIR Fast Track, FENG SMART Pathway, and EIC Accelerator.
Over 100 projects
We have successfully settled over 100 projects funded by the European Union.
We are available
Wondering if your company has a chance for funding? Looking for more information? Contact us:
Szymon Łokaj
szymon.l@innology.pro 
+48 501 014 779 
Szymon Łokaj FAQ grants settlement
What does the grant settlement documentation consist of?
Settlement documentation includes several categories of documents: (1) payment requests submitted in the CST2 SL2021 system containing a list of incurred eligible expenses and a description of substantive progress, (2) tender procedure documentation — requests for proposals, confirmations of publication in the Competitiveness Database, contractor offers, selection protocols, contracts, (3) financial documents confirming the incurrence of expenses — invoices, payrolls, work time records, bank statements with substantive descriptions, (4) technical documentation confirming the implementation of R&D works — research reports, test protocols, prototype documentation, (5) documentation of milestones required by the funding agreement, (6) final report summarizing the achieved results, incurred expenses and fulfillment of agreement conditions.
What happens when unforeseen changes occur in the project — e.g. a delay or budget change?
Innology prepares a formal change request or annex to the funding agreement and conducts correspondence with the intermediate institution (PARP or NCBR) until acceptance is obtained. It is crucial to correctly distinguish between changes requiring institution approval and those for which mere notification is sufficient — incorrect classification may jeopardize the funding.
How long is the sustainability period of a funded project?
The sustainability period in FENG programs (SMART Path, STEP) is 3 years for SME enterprises and 5 years for large enterprises, counted from the date of final payment. During this time, the beneficiary is obliged to maintain the project effects, not to dispose of project infrastructure outside Poland and to remain ready for ex-post inspection.
What does Innology's EU grant settlement service consist of?
Innology takes full responsibility for the correct settlement of the awarded EU grant — from preparation of documents for the funding agreement, through ongoing management of formalities during project implementation, to submission of the final report and support throughout the sustainability period. The service is provided throughout the project lifecycle: typically 2–4 years of implementation plus 3–5 years of sustainability.
What does the process of settling an EU-funded project consist of?
EU project settlement is a continuous process lasting throughout the entire project implementation period (typically 2–4 years) and includes regular submission of documentation to the intermediate institution (PARP or NCBR). The process consists of: team training at project start, periodic submission of payment requests (every 3–6 months), ongoing management of tender procedures in accordance with the competitiveness principle, documenting the progress of R&D works and achievement of milestones, processing project changes requiring institution approval, and submitting the final report after completion of implementation. After the project is completed and the final payment is received, the sustainability period begins — 3 years for SMEs and 5 years for large enterprises.
What are the beneficiary's obligations during the project sustainability period?
During the sustainability period, the beneficiary must: maintain the achieved result indicators (e.g. number of implemented innovations, revenues from commercialization, new jobs), not dispose of nor transfer outside Poland the equipment and apparatus purchased in the project, maintain the business activity to which the project related, and remain ready for inspection by PARP, NCBR, KAS, the European Commission or OLAF.
Is grant settlement subject to inspection?
Yes. Each EU project may be subject to inspection both during implementation and throughout the sustainability period. The right of inspection is held by: PARP or NCBR as intermediate institutions, the Tax Control Office within the National Tax Administration, the European Commission, the European Court of Auditors and OLAF (the European Anti-Fraud Office). Inspection may take the form of an on-site inspection at the beneficiary's premises or a documentary inspection — it verifies compliance of project implementation with the funding agreement, correctness of application of the competitiveness principle, eligibility of incurred expenses and sustainability of project effects.
What is the competitiveness principle and why is it important for grant settlement?
The competitiveness principle is the obligation for the beneficiary to conduct tender procedures for purchases within the project, above specified amount thresholds. Violation of this principle is one of the most common causes of financial corrections. Innology handles the entire process: preparation of the request for proposals, publication in the Competitiveness Database, analysis and evaluation of offers, contractor selection protocol and documentation archiving.
What are the beneficiary's obligations related to grant settlement?
The beneficiary has four groups of obligations. First — financial: maintaining separate accounting records of project costs, describing financial documents, incurring expenses in accordance with the schedule and budget. Second — procurement: applying the competitiveness principle for purchases above the amount thresholds, documenting and archiving procedures. Third — reporting: regular submission of payment requests with description of substantive progress and reporting of achieved output and result indicators. Fourth — sustainability-related: maintaining project effects for 3–5 years after the final payment, prohibition of disposing of project infrastructure outside Poland and maintaining the business activity to which the project related.
How much grant has Innology settled for its clients?
Innology has settled over PLN 500 million of non-repayable grants for R&D projects for its clients, handling over 100 projects under such programs as Fast Track (POIR), SMART Path (FENG) and regional programs. All projects have been settled without financial corrections.
How to prepare for an EU-funded project inspection?
Preparation for inspection involves proper documentation management throughout the project — not only before an inspection is announced. Key areas are: complete and organized tender procedure documentation (requests, offers, protocols, contracts), analytically separated project cost records in the accounting system, technical documentation confirming the performance of individual tasks and milestones, marking of equipment and rooms in accordance with EU funds visibility guidelines, and archiving of documents for the required period — minimum until the end of the sustainability period. Innology prepares beneficiaries for inspections by verifying the completeness of documentation before inspectors arrive.
What settlement documents does Innology prepare during the project?
Innology prepares: payment requests submitted periodically every 3–6 months in the CST2021 system (containing a list of eligible expenses and a description of substantive progress), complete tender procedure documentation in accordance with the competitiveness principle, project change requests and annexes to the funding agreement, milestone documentation and the final report after completion of project implementation.