In general, when a company undertakes an investment that can be considered a subsidy, such as the acquisition of machinery or technology, it has to follow a procedure with the following stages:
- Study and Follow-up
- Material verification of the investment
For the presentation of the aid application, the beneficiary usually has to provide these documents:
- Grant application and annexes. This is usually standardized documentation provided by the organization calling for the aid.
- Report of the company and technical report of the project.
- Other additional documentation: Proforma Invoices, Deeds, CIF, Certificates of being up to date with payments with the Treasury and Social Security …
The most important document that we prepare at this stage is the technical report, where we will describe the characteristics of the project and it is the one that, to a large extent, will mark whether the final resolution is favorable. Normally, grant files are evaluated on a competitive basis, so that only those applications with the highest scores are supported.
For this reason, many companies entrust the management and processing of their grant applications to companies in the matter so that they prepare all the necessary documentation at this stage, adjusting to the specific evaluation criteria of each call. Once all the requested documentation has been prepared, we will be able to present it, within the term established in the grant announcement, through one of the following ways:
- In the Register of the managing body of the subsidy.
- By administrative certified mail.
- In those public offices considered “one-stop shop” (very useful in the case of companies located in small municipalities since a large number of municipalities offer this service).
- Or electronically if the body that calls the aid has developed a computer application from which to request the aid
The important thing is that in all cases we will obtain a receipt with the date of submission of the application.
- Study and follow-up.
Once the presentation is made, our request will be assigned a file number, and it will be studied by an evaluation technician, who will analyze it according to the criteria and requirements contemplated. Subsequently, the technician will issue an evaluation report. According to this report, the file and, therefore, our grant, will finally be approved or denied by a Committee or an Evaluation Commission.
If the grant is approved, we will be notified of the provisional award by certified mail and, generally within 15 days, we will be able to accept the grant and its conditions. During the acceptance process, in addition to our agreement, we will have to provide new documentation specified in the provisional award and, once analyzed by the Agency, we will be notified of the final award of the subsidy.
In the final concession resolution they will inform us about the deadline we have to justify the project. This stage generally consists of presenting those documents that demonstrate the realization of the investments such as final invoices, payment documents, memory or graphic documentation of the investments made, etc.
- Material verification.
A technician from the corresponding body will visit the beneficiary company and check on the spot that the investments have been made. In this visit and meeting, the material verification certificate will be signed, which will conclude the procedures with the exception of the payment of the aid.
Within the approximate period of two months from the signing of the physical verification certificate, the agency will proceed to pay the aid by transfer to the account designated by the company.