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

• Technical 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
• Technical 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 technical 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 technical mid-term report, a financial mid-term report must be submitted.

Together with each technical 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. Changes to the Financing Plan have to be well argued and approved by the Africa-UniNet Office prior to submission of the financial report. 

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 Africa-UniNet 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 Mid-term Report (summary of eligible costs of the project months 1-12)
• Financial Final Report (summary of eligible costs of the project months 13-24)
• List of Receipts (Belegaufstellung) with all expenses listed individually and referenced by receipt number

In addition to the Excel file, an extract from the beneficiary’s accounting system (SAP Statement or comparable accounting statement) must be submitted as PDF document. 

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 Africa-UniNet funding.

In case you have not used up the entire budget by the end of the project, the remaining amount has to be refunded to Africa-UniNet Office/OeAD-GmbH. 

Travel to Austria (Incoming) & from Austria to the partner country in Africa (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

The following costs can NOT be reimbursed: Fee for seat reservations, CO2 compensation, visa costs, travel insurance, vaccination costs.

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 (the template “Confirmation of Receipt” can be downloaded from the section on the right)
• A report about the research stay has to be included in the technical 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 Africa
• Basic infrastructure (laptops, internet, staff costs, etc.) is not eligible
• Original receipts must be kept and submitted upon request; written confirmation required regarding necessity, project-specificity, and the equipment's permanent placement at the partner institution.

All publications resulting from Africa-UniNet funded projects have to acknowledge Africa-UniNet funding provided by the BMFWF and have to include the Africa-UniNet logo as well as the OeAD logo (if applicable). Use the following phrase:

“This project/publication was supported by Africa-UniNet, financed by the Austrian Federal Ministry of Women, Science and Research (BMFWF) and implemented by OeAD”