How to report expenses and results

If you are awarded a grant from Formas, you must report project expenses and results. This is done in Prisma. On this page, you can learn about the purpose of the report and what to include. You can also read a brief description of the Formas project catalog.

Purpose of reporting

We ask for project reports because we want to quality-assure Formas’ work and investments. We want to know that the funding has been used appropriately. The reports also help us to increase quality and to plan and develop Formas’ different types of investments and grants.

Nowadays all applications and reports are submitted in our application system, Prisma. Even if you applied via Formas Direct, you should also submit reports in Prisma.

If you have questions about your project, please contact your administrator. You can find out who your administrator is in Prisma.

What the report should contain

The report consists of two main parts: a financial report and a scientific report. The financial report is completed by a representative of the administrating organisation (the organisation that received the grant money for the project). The project manager then checks the content. The project manager is responsible for writing and submitting the scientific report.

You should not submit journals or books to us.

In the financial report, the administrating organisation reports all expenditure for the project funded by Formas. The administrating organisation has appointed a report manager in Prisma (often an accountant), and that person and the project manager receive emails from Prisma when it is reporting time. The report manager fills in the data in Prisma and registers the report. The report then goes to the project manager for verification before it is submitted to Formas.

See Prisma’s user support for more detailed reporting instructions: Instructions for financial reportingexternal link

What expenses should be reported?

Read more about the financial information you must report in Financial reporting in Prisma pdf (only in Swedish)

Keep in mind that you should report expenses excluding value-added tax (VAT) if the administrating organisation is entitled to deduct VAT on purchases in the project. Otherwise, you should report expenses including VAT.

In the case of grants to private companies and other organisations that engage in economic activity (according to Formas’ specific terms and conditions), all eligible costs must be reported excluding VAT. As a general rule, VAT is not an eligible cost. Only if you as a project partner can prove that VAT is an actual cost to you may VAT be recognised as an eligible cost.

How to manage excess funds

Do you have any excess funds you did not use in the project? If so, the administrating organisation must repay the excess amount when the final financial statement is created. This applies only if the excess amount is higher than a half price base amountexternal link. The excess amount must be paid back in full.

Deposit it in Formas’ bankgiro account 5105-2140. Please indicate clearly that the payment is for unused funds and state your project number.

If the excess amount is less than a half price base amount, the administrating organisation may retain it and use it for research purposes similar to the one covered by the grant.

In the scientific report, you describe the findings of the project’s research. The project manager is the person who fills in and submits the report in Prisma.

See Prisma’s user support for more detailed reporting instructions: Instructions for project managers about the scientific reportexternal link

NB! As of January 2021, Formas is implementing a new scientific reporting template. Current instructions are therefore not applicable and will be updated at the end of January.

What information should be reported?

Here, you can read about what the project report usually contains. However, depending on the type of project and the purpose of the call, you might need to report other information and address other questions than those we bring up here.

Your report has two parts: a scientific abstract (based on empirical research) in English and a popular science summary of your results in Swedish.

Your scientific abstract should be written as an abstract for a scientific paper and summarise these elements:

  • Introduction with purpose and hypothesis
  • Materials and methods
  • Results
  • Discussion with conclusion.

You should also list any scientific papers that you have written during the project period. The abstract may contain a maximum of 8,000 characters, including spaces.

Your popular science summary should include:

  • Background and purpose
  • Theories and methods
  • Main results
  • Conclusion.

You should also list any popular science articles that you have written during the project period. The summary may contain a maximum of 6,000 characters.

You must write a popular science summary of the contents of the conference or workshop, its purpose and how well it was fulfilled. Also describe the conference’s or workshop’s contribution to the research topic and the target groups you targeted. The summary may contain a maximum of 3,000 characters.

You must report the number of participants and upload a PDF containing the conference or workshop programme. The programme should contain the date, the name of the presenter and the lecture titles. The PDF must not exceed 4 MB.

You must describe how well you achieved the goal of your communication project. You should do this in relation to the target audience and the purpose of the activity. You should also specify how you measured or assessed the goal attainment. The description may contain a maximum of 3,000 characters, including spaces.

The Formas project catalogue

All reported projects are available in the project catalogueexternal link. The Formas project catalog is a search service where you can search among all of our ongoing projects and funding cases. The information you can access consists of information that the researchers themselves have provided and information that Formas has received from different decision-making bodies.

Updated:21 December 2020