Submitting interim and utilization reports for a social structure policy project funded by the BMZ

Do you receive funding from the Federal Ministry for Economic Cooperation and Development (BMZ) for a social structure promotion project? Then you must submit a proof of use. For multi-year projects, interim statements are also required.

The BMZ requires a proof of use from you for the grants for your social structure promotion project. You must submit this no later than 6 months after the end of the funding period.

The where-used list consists of

• a factual report in which you
  • the use of the grants and
  • describe the project result achieved and
  • evaluate the course of the project, and
• a record of income and expenditure in chronological order and in the structure of the financing plan.

In addition to the proof of use, the BMZ requires an interim report for each funding year for multi-year projects. The deadline for submission is April 30 of the following year at the latest.

The interim statement consists of

• a factual report with information
  • on the amounts received in the reporting year
  • project development
  • if applicable: on framework conditions that influence the project
• a statement of income and expenditure in chronological order and in the structure of the financing plan

In the interim statement, you must also declare whether the conditions of the approval notice have been met. For the last year of the funding period, the interim factual report can be integrated into the final factual report of the where-used list.

Documents required for the proof of use:

• Cover sheet and cover letter
• Brief project information and explanations on the numerical evidence and the staffing plan (Annex 5)
• Proof of use financing plan (Annex 5, sample 1)
• Income and expenditure (Annex 5, sample 2)
• Where-used list of countries or sub-project breakdown by funding year (Annex 5, sample 3)
• Audit certificate (Annex 5, sample 4)
• Proof of use of funds staffing plan (Annex 5, sample 5)

Documents required for the interim statement:

• Cover sheet and cover letter (Annex 4)
• Interim report (Annex 4);
• Numerical evidence (Annex 4, sample 1)
• Income and expenditure (Annex 4, sample 2)
• Countries or sub-project breakdown Interim statement (Annex 4, sample 3);
• Verification note in accordance with funding guideline section II number 6.11 (Annex 4, sample 4)

In individual cases, the BMZ may request further information about a project from you.

You receive grants from the BMZ for a project to promote social structures.

Action before the administrative court.

You can submit interim reports and proof of use for a social structure funding project online via the federal portal or informally by e-mail or post.

Submit interim or where-used lists online via the federal portal:

• Call up the online application on the federal portal. This will guide you step by step through the necessary information.
• Upload the required documents and submit the application.
• The BMZ will check your details randomly and forward your documents to the responsible external auditors.
• The BMZ will contact you if further documents or information are required.

Submit the interim or utilization report by e-mail or post:

• Write your interim report or where-used list using the relevant sample structure.
• Send your interim or where-used list with the necessary documents to the BMZ by e-mail or post.
• The BMZ will randomly check your information and forward your documents to the responsible external auditors.
• The BMZ will contact you if further documents or information are required.

There are no costs.

There are no indications or special features