In order to receive ESF subsidies, you have to prove that activities have taken place, that actions have been carried out, that invoices have been paid … For this reason it is essential to correctly and completely register the relevant pieces of evidence. The specific requirements regarding registration vary from one call for proposals to another and you can find them in the respective call for proposals filing cards.
For some projects you have to register through "Mijn loopbaan" (‘My Career’). For more information on "Mijn loopbaan" read here.
Each ESF project is based on pieces of evidence. These are documents which prove that activities have taken place, that actions have been carried out, that invoices have been paid, that wage scales have been submitted in a correct way…
Examples of pieces of evidence are: time registration documents, attendance lists of participants, invoices of external service providers, certificates and employment contracts of staff …
Depending on the type of eligible costs, you have to upload diverse pieces of evidence. The information regarding the eligibility of costs and the way in which they have to be calculated is laid down in the call for proposals filing card.
Every time you report for ESF and submit a demand for payment of costs which you have made in a previous reporting period, you have to make sure that all of the relevant pieces of evidence have been uploaded in the digital archive of ESF. The ESF project officer will verify (a part of) these pieces of evidence before accepting your report and to order payment.
You can find the digital archive here.
You can find more information here.