<aside> 💡 This page is a translation from the official documentation from NSB. "Do yourself a favor and go find the originals” - Guns N’ Roses

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Requesting the funds from GIG

The project funds (funding and own funds) must always be transferred from the bank account of the German association to the bank account of the partner organisation and the transfer must be documented using the respective bank statements.

Bookkeeping

The funds may only be used for the purposes specified in the project application. The partner organization must keep accounts and meet the minimum requirements for simple bookkeeping. For this purpose, all incoming and outgoing payments are to be recorded in a journal and a cash book is to be kept for cash payments. All payments must be documented by receipts or proof of payment. Information on the minimum requirements for receipts can be found further down this page.

Direct Purchases

Goods and services must be procured in the partner country and the region. Deviations are only possible in justified cases and must be approved by the foundation beforehand.

When placing orders for supplies and services, the provisions of the procurement and contract regulations for services - Part A (VOL/A) must always be applied, as they are also listed in your subsidy contract.

The result of the price determination and the award decision (justification) - also for awards under €1,000 - must be recorded in a note. If necessary, you can use the template available under "Template folder" for the award note from the foundation and attach it to the proof of use.

Value of purchase / service	Price determination / documentation
Up to €1,000 (excluding VAT)	Direct purchase § 3 Para. 6 VOL/A taking into account profitability and economy.
€1,000 (excluding VAT) – €15,000 (excluding VAT)	Direct award, a comprehensible price determination (e.g. by telephone, via the Internet) must be documented for at least three providers. ( i.e. Screenshots of different prices on the internet)
From €15,000 (excluding VAT)	Direct award, at least three written offers required.

Invoices:

Invoices/reciepts have to be kept for 5 years after the end of the project
Non english invoices have to include a summary in German next to it
For the first project, original invoices have to be sent to Germany unless we get an exception. Template for invoices here
If necessary, the Foundation will gladly return the original receipts after the audit. In this case, all receipts, contracts and other documents related to the grant must be kept in their original form for at least five years from the date of submission of the proof of use and must be presented upon request by the North-South Bridges Foundation, the BMZ and the Federal Audit Office.

Invoice/Receipt must contain

Each issue must be assigned to the project purpose and documented. The documents must meet the following formal requirements: