Frequently asked questions – Nordic Embassy Cooperation Programme

Can Honorary Consuls, Travelling Ambassadors be project lead partners (applying institutions)?

Unfortunately not, Honorary Consuls, Travelling Ambassadors can be project partners, but not as project lead partners (applying institutions).

Can embassies whose work is being conducted from Nordic countries participate in the project?

Yes, these embassies can participate in the project as project lead partners (applying institutions) if the project activities take place in the host country.

Yes, these embassies can also participate in the project as project partners.

How many partners must be involved in a project?

To be eligible for funding at least two partners must be involved in the project: one leading partner (embassy or diplomatic mission) and two other partners. Please see more information from the Guidlines section Requirements for applying.

If we have previously received a grant from Nordic Council of Ministers can we apply again?

Yes, you are eligible for a new grant even if you have previously been awarded one.

Can Nordic Council of Ministers and it´s offices participate in the project?

Unfortunately not. Nordic Council of Ministers and it´s Baltic offices (Estonia, Latvia and Lithuania) can not participate as partners or lead partners in the NEP-Grants Programme, due to conflict of interests. 

Is it possible to apply for several projects in one application?

Unfortunately not. If an applicant wishes to apply for funding for several projects then corresponding number of applications must be submitted (e.g. applicant has two projects that he wishes to apply for funding, then two separate applications must be submitted). One applicant may submit several applications in each grant call.

What should be highlighted under the Nordic added value section?

Here are some guiding questions that help applicants understand what sould be covered in the Nordic added value section:  

Why are the Nordic countries/their relevant diplomatic representations particularly well suited to carry out this project?

How can the project benefit the Nordic countries, and the country/ies of operation?

Please describe why Nordic values are important/unique in your country of operation, and what difference they make?

Does Nordic Council of Ministers reimburse retroactive costs?

Unfortunately not. It is expected that the project activities for which you wish to receive funding should begin after the project is approved (the NEP Grants Steering Committee has decided to fund your project). Please note that activities carried out before the approval of the project will not be reimbursed (we cannot reimburse retroactive costs and these costs must be covered by yourself).

When can we expect to receive feedback to our submitted application?

The Steering Committee of NEP Grants will look over all the applications and evaluate them after the deadline. Please note that we do not evaluate applications spontaneously/before the deadline.

How soon does the support that is allocated need to be used?

Applicants must use the support allocated to them within 24 months of the announcement of the grant call.

What are the eligible costs?

Project implementation expenses:

•  Fees to experts, salaries to project staff
•  Travel expenses (accomodation, daily allowance, travel insurance)
•  Subsistence expenses (catering, meals, staging, etc. which are associated with seminars, conferences, etc.)
•  Meeting expenses
•  Other expenses related to project implementation

Project communication expenses: 

• Print, layout, website
•  Information about the project (reaching relevant stakeholders and relevant target groups, -audience)
•  Communication of results (publications etc.)
•  Other expenses related to communication

What are the non-eligible costs?

Non-eligible costs are: 

• Equipment, regular activities and administrative costs of the applicant
• Other costs which are not in harmony with the objectives of the programme
• Activities carried out before the decision on funding from the programme

NB! Building or remodeling/refurnishing a physical infrastructure (facility) requires materials and thus could be considered equivalent to buying some sort of equipment. However we encourage applicants to submit their application and thoroughly argue in the application for why it is needed and that such costs would be in harmony with the objectives of the NEP Grants programme if they are part of a bigger picture providing long-term effect. By submitting their application, applicants must bear in mind that such costs may be considered non-eligible due to their nature of being a specific type of equipment. In this case, the evaluation committee can choose to finance only parts of the project, but not the elements related to acquiring equipment/materials for construction.

Are changes allowed in the project?

Changes in the project and/or in the amount of budget (initial budget increases) are not allowed during the selection phase. Applicant can send a request to make changes in his project and/or budget after the decisions have been announced to all applicants. Request should be sent to Nordic Council of Ministers´ Adviser Merilin Kolk, E-mail: This email address is being protected from spambots. You need JavaScript enabled to view it.). Changes in projects and/or budget are the subject to approval from the Nordic Council of Ministers.

However budgetary relocations are allowed if the applicant manages to stay within the total amount of the budget indicated in the application.

How long does the decision process take?

Decisions can be expected within 8 or more weeks after the deadline of the application, depending on how many applications were submitted in the application round.

How to renounce a project?

For renouncing the grant, please open the report form in the e-system of the Nordic Embassy Cooperation Programme at www.nepgrants.org (under submenu My reports, your project number), please insert a short explanation under p.4 Description of activities why the project could not be fulfilled, then please press the Renounce button and Send to management body. After that you will receive an automatic e-mail with the sum to be refunded, and we ask you to transfer the allocated grant back to the Management Body of the Nordic Embassy Cooperation Programme.