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Instructions for the Recipients of Grants Awarded for Project-based Activities

The grants may only be used for specified purposes. The City has the right to recover the grant amount, either in full or partially, if the recipient does not comply with the grant rules.

Acceptable expenses include

  • salaries and fees, from which tax and social security contribution have been deducted
  • advertising and marketing expenses, printing costs (e.g. programme leaflets and posters)
  • facility and equipment rents,
  • reasonable expenses from sets, costumes and props,
  • transport costs (rental car costs, kilometre allowances, etc.),
  • project insurances and royalties.

The allowance for using your own vehicle is €0.44/km. To receive this allowance you must submit a report for the trip (date, departure location and destination, the purpose of the trip and the distance covered).

Salary/fee payment

Grants are primarily tax free for all members of artistic working groups up to the annual maximum grant amount awarded to an artist by the state. The grant recipients are required to check whether their total sum of grants received exceeds the taxable income limit; more information is available at www.vero.fi.

If the grant is used for fees paid to those who are not members of the artistic working group, income tax and appropriate social security contributions must be deducted from the fees. The same applies to the salaries/fees paid by registered organisations.

The following expenses will not be accepted:

  • food and catering costs
  • fuel costs
  • equipment procurement 
  • administrative and telephone costs 
  • scholarships awarded.

Procurement of services/products

A grant recipient must agree to carry out a background review on the operators producing the services/products used in the recipient’s project and to purchase these services/products from socially responsible operators. The review measures include:

  • proof that the service provider or product supplier has registered with the Trade, Prepayment, Employer and VAT Registers
  • a certificate of taxes and pension insurance premiums paid in relation to procurements and contracts
  • an account of the collective agreement or the principal terms of employment applicable to the work.

The applicant must be prepared to provide the aforementioned documents on request.

Registered associations, business proprietors, cooperatives and limited liability companies

The grant is automatically paid to a bank account specified in the application (payment within 21 days). The bank account has to hold the grant receiver’s name. In order for a grant to be paid, the grant receiver has to have submitted a bank statement (or an equivalent proof of the bank account issued by the bank) to the party awarding the grant.

The recipient does not need to submit any of the receipts connected to the grant to the Culture and Leisure Division, but the association is required to store them in accordance with the Accounting Act and present them to the Culture and Leisure Division or an auditor of the City of Helsinki or one representing the City, if requested to do so.

Unregistered working groups and private individuals

The grant is automatically paid to the account of the association’s contact person specified in the grant application after the decision has been made (payment within 21 days). The bank account has to hold the grant receiver’s name. In order for a grant to be paid, the grant receiver has to have submitted a bank statement (or an equivalent proof of the bank account issued by the bank) to the party awarding the grant.

The recipient does not need to submit any of the receipts connected to the grant to the Culture and Leisure Division, but the working group is required to store them for five years in case of a tax audit and present them to the Culture and Leisure Division or an auditor of the City of Helsinki or one representing the City, if requested to do so.

Notification obligation

The Culture and Leisure Division files annual reports to the Finnish Tax Administration on the grants paid to private individuals.

Using Helsinki’s logo

If possible, funding recipients should include the City of Helsinki’s logo in their communications and marketing materials. The logo has a Finnish, a Swedish and a bilingual version. Furthermore, funding recipients must always mention the City of Helsinki’s name among their event sponsors.

Reporting

Recipients of grants for project-based activities must fill in an electronic reporting form (in Finnish) after their project has ended, assessing their use of the grant and success of the project. The evaluation form must be filled in within three months of the project’s end, but no later than the end of January the following year.

The Culture and Leisure Division has the right to recover the grant amount, either in full or partially, if the recipient does not comply with the rules described above.

Notifications regarding changes

You must notify the Culture and Leisure Division of any changes without delay.


Using a Grant and Creating Reports page

Grants for Culture main page