For grant recipients

Congratulations on your grant! Please read these instructions carefully.
Photo: Aleksi Poutanen

If you have any questions contact the Kone Foundation office.

Acceptance of the grant

If you can accept the grant, you do not need to inform Kone Foundation, but if you cannot, please contact us as soon as possible.


Grant payment

The grants can be paid out when the work that the grant has been intended for takes place. A full monthly grant is paid out only when the grantee works for it full-time, not after the work has ended. The personal monthly grants are paid directly to the project members. Kone Foundation grants are paid out monthly by the third working day of the month.

Filling a payment request

The accountable project leader must agree on all payment details. The grant is paid on the basis of a payment request submitted by the 16th day of the month preceding the month of payment. The Kone Foundation office will be closed for July and new payment requests won’t be accepted. All instalments requested to be paid in July will be paid as agreed.

Requests for payment by communities and working groups must be submitted by the project leader. Submit a payment request via the online grant service.  You can log into the online service with the same credentials you used when drawing up the application.

Payment of personal monthly grants

The personal monthly grants of the working group members are paid directly to the recipients. A separate payment request must be filed for each member of the working group. The required information in the payment request includes the grant recipient’s name, bank account number, personal ID and address, and the payment schedule.  Grants may also be paid into bank accounts outside Finland.

Payment of other expenses

A separate payment request should be drawn up for other expenses. Other expenses are primarily paid in one instalment per year, in which case they can be withdrawn from the account throughout the year. The project leader decides on the account into which other expenses will be paid. This is often a project account, an organisation’s account, or a private individual’s account. If a request is made for the other expenses to be paid to a legal entity with a business ID, the payment request must include a business ID, reference number and the contact details of the entity.

Details on awarded grants and instructions on how to submit a payment request are available from the online service for grants. To proceed to the payment request service, go to the grant online service and enter the identification code for payment request included in your letter of approval.

Online grant service

If your grant was awarded in 2018 or later, please log in here.

If your grant was awarded in 2014-2017, please log in here.


Use of the grant

The funding awarded by Kone Foundation must be used for the purpose it was initially awarded for. If there are changes in the contents of the project or the members of the work group, the project leader must discuss these with the foundation.

The funding must be used according to the following:

  • one-year grants must be used within three years
  • two-year grants must be used within four years
  • three-year grants within five years
  • four-year grants within six years from awarding.

There is some room for flexibility when extending the period in which the grant is used, if the grant payments have been deferred due to parental leave, military service, for caring for a child below three years of age, or sick leave.

Changes

The grant should primarily be used in accordance with the grant approval. If the content of the project, the composition of the working group or any other key element changes, the accountable project leader must agree all such changes with the Foundation. In such a situation, the project leader should submit a change request form to the Foundation via the online service. The change request form will be processed in around one month of its arrival.

Suspension of payments

If you are granted other funding or take up paid work, please inform us immediately. You must also inform us of any period of military service, parental leave to look after children under 3 years of age, or sick leave. In most such cases, the grant will be suspended and paid later.

If a grant holder with Mela insurance falls ill, they may be eligible for Mela sickness allowance.

Payment of the grant must be suspended during the period of sick leave. Further details can be obtained from Mela.

Payment of the grant will not be suspended if there is a lack of work for which the grant was approved, but please contact the Foundation’s office in such a case. Recipients of annual grants can take around one month of holiday without their grant being suspended.

If the grant recipient neglects their duty to report research results, the Kone Foundation may cancel or claw back the grant.

Grant cancellation

If the grant is not used according to the instructions, any grants not yet received may be cancelled and grants already received may be claimed for recovery.

A grant that has not been used within the time period specified above is considered cancelled. The recipient will not be notified of the cancellation separately.


Social security and taxation

The Social Security

The Farmers’ Social Insurance Institution (Maatalousyrittäjien eläkelaitos, MELA) provides pension, accident and group life insurance coverage. Statutory insurance payments are approximately 12–15% of the monthly grant.

We will inform MELA of individuals or groups who have received funding for periods of four months or more, and whose grants exceed the minimum level for pension payments (€ 3 828.13 per year in 2018).

It is the responsibility of the grant recipients to contact MELA in order to arrange their pension coverage. In the case of workgroups or projects, this is the responsibility of the group or project leader. MELA notifies the tax authorities directly of the grant recipient’s pension payments.

Further information on social security for grant recipients can be obtained from MELA: www.mela.fi

Taxation

Grants are tax exempt in Finland up to the amount equivalent to the Finnish state grants for artists (in 2018, € 20,461.72 per year). Please note that all the full annual grants awarded by Kone Foundation exceed this limit.

Kone Foundation grantees do not send a tax deduction card to the Foundation. The Foundation does not make any tax deductions from the grants, even when the amount of funding already paid to the recipient within the same calendar year exceeds the maximum tax-exempt amount. Kone Foundation notifies the Finnish tax authorities in January of the grants paid out during the previous year. The recipient of a grant must declare it in the tax declaration.

Please consult the tax administration on the deductibility of expenses like pension payments, literature acquisition costs or travel expenses.

Further information of taxation matters regarding grants:

Finnish Tax Administration

Council of Finnish Foundations


Progress report and final report

PROGRESS REPORT

The grantees who have been awarded funding for several years at a time must submit an annual interim report using the online service. The progress report must be submitted within a month of the end of each year of funding. In other words, the reporting period is counted from the start of the grant payments, not the start of the calendar year. Without a submitted progress report, grant payments cannot be continued. The project leader is responsible for the reporting of the projects and work groups.

The progress report is sent in the online service. The report should not be mailed to the Foundation, and it does not need to include receipts. From the perspective of the Foundation, progress reports serve primarily as means to communicate with the project’s work group and track its progress. For the grant recipient, it offers a good opportunity to increase the visibility of the project for interested target groups.

On the form, detail how you wish to increase the visibility of the project with a wider audience than your immediate professional circle or organisation. Select one of the following options:

  • Think about what could be newsworthy about the project and write a press release. In publicising the press release, make use of the experts and channels of your umbrella organisation (e.g. University communications unit) or use your own distribution list.
  • Write an article or blog about the project and submit it to a public platform. The Kone Foundation Boldness blog is one possible publication channel. In research projects, you can make use of the foundation’s Kuka service. The service is meant to make research results available to journalists and provide journalist contacts to researchers.
  • Organise a discussion or other public event (club, lecture, workshop) on the project or a theme closely connected to it. Invite people from outside your immediate circle to the event. The Kone Foundation Chamber can be used as a venue free of charge.
  • Offer to hold a presentation or join in a discussion as a debater or moderator at an event that is open for the general public and thematically related to your project and expertise (e.g. book fairs, Science Forum (Tieteen Päivät), SuomiAreena).
  • Contact another project funded by Kone Foundation and organise a meeting to share information on each other’s projects.
  • Film a video to YouTube on your project or a related topic. Share the video in social media. The video may also be a recording of a lecture. The video may be filmed with a camera phone. A podcast is also a good alternative if you or your work group have the know-how to produce and distribute one.
  • You can also describe the types of visibility your project has received so far. Visibility refers to articles and other content by project members or outsiders published in the media, public discussions and other events, and lectures and other public presentations.
  • You may also select some other way of increasing the visibility of the project. If you have doubts over whether your selected method is acceptable, you can check this with the Kone Foundation by writing to: KONEENSAATIO@KONEENSAATIO.FI.

FINAL REPORT

Please provide a final report within six months of the last grant payment. Please contact us if your project is still ongoing by the time you should submit a report. We can then agree on additional time for the final report.

The project leader is in charge of reporting by communities and work groups.

A final report must be provided even if the funded project is only partially or not at all completed. Neglecting the obligation to send in a final report risks the possibilities of receiving grants in the future. We may also reclaim the grant.

By reporting, you let us know that grants have been used for the purposes they were awarded for. This is important in ensuring the fair treatment of grant applicants and recipients. Reports also provide us with key information on the impact of grants and can be used as a basis for developing them.

The report should be written and submitted using the online application service. You can log into the online service with the same credentials you used when drawing up the application.

The report should not be mailed to the foundation; it does not need to include receipts. In addition to the final report, we ask the recipients of grants for non-fiction writing to send a copy of any published books to the Kone Foundation office.

Online grant service

If your grant was awarded in 2018 or later, please log in here.

If your grant was awarded in 2014-2017, please log in here.


Research funding: Ethical considerations, reuse of research materials and open access

Every academic researcher should follow the instructions on the Responsible conduct of research issued by the Finnish Advisory Board on Research Integrity.

We recommend that data collected during research funded by Kone Foundation be archived for possible future use. More information on how to do this can be obtained from the Finnish Social Science Data Archive or from the Language Bank of Finland.

We recommend that researchers we have been funding make their research results freely available to all. Researchers can make their scholarly publications openly accessible by posting them on the internet, for example in the open access repository of the research institute, or with a world-wide service provider, such as Researchgate.net or Academia.edu. Research results can also be published in scholarly journals which make their articles openly accessible. When it funds projects, the Foundation can also provide funding for the processing fees of open access journals. However, if this is the case, the processing fees should rather be paid to journals which make all articles freely accessible than to journals that also collect subscription fees.


Grants+: Training and peer mentoring

We arrange training, based on various themes, and other peer-learning opportunities for our grantees. The aim of training and mentoring is to provide tools and support for the development of one’s own work, and opportunities for networking.

In the spring, we organise peer mentoring groups which create a low threshold for grantees to provide each other with mutual support, as equal discussion participants.

We announce our range of training courses in our Grants+ newsletters.


Grants+: Facilities

The foundation offers two free-of-charge facilities in Helsinki for use by grantees. The chamber in Punavuori is a creative space for project gatherings, discussions or small seminars. The Red Villa communal space in Lauttasaari can be reserved for organising small-scale programmes, which are open to the public, in particular.

The chamber (‘Kamari’)

You can reserve the premises for a minimum of one hour and a maximum of one day on weekdays. Exceptions can be negotiated separately.

Please make a reservation using the booking calendar.

We will confirm your reservation within a week or ask for further information by email.

The flat is located on the fifth floor of a residential building, so the neighbours must always be considered and events should not be too noisy or otherwise inconvenience the other residents.

The premises are not fully accessible. The building has a lift and also stairs. Those requiring unobstructed access should contact Kone Foundation’s office well in advance.

Visitors to the Chamber should observe all the instructions issued by the Foundation and the building’s housing company. The lessor of the space is obliged to take care of insurance declarations and any other official notifications.

Equipment:

  • a flat measuring approx. 60 m2 containing a room suitable for presentations with a capacity of about 30 people
  • a space that can be easily transformed, with 30 chairs, 3 beanbag chairs and 2 tables
  • ready-to-use high-quality presentation equipment
  • computer, video projector, audio system, channel changer, etc.
  • basically-equipped kitchen (mugs, glasses, cutlery and plates for 45)

Grants+: Moffice working days in Lauttasaari Manor

The foundation invites grant holders to work independently, but together, in a communal workspace, the Moffice (manor + office). As a rule, Moffice days are organised in Lauttasaari Manor on the first Friday of the month.

The room on the lower floor of the manor functions as a shared working space, in which each person does their own work. In terms of structure, the room can be open-plan or multi-facility and is best suited to quiet work. Work is done quietly for 45 minutes at a time, followed by a shared 15-minute break. Work sessions always start on the hour. During the break, you can come and go as you please. Wifi, some desk spaces, and a few beanbags are available.

If you wish, why not have lunch in Café Puhuri every now and again? The Manor will provide tea and coffee during the morning breaks.

You can book Moffice days via the calendar link on the frontpage of our website.


Grants+: Bold Makers events

Bold Makers events provide grant holders with an opportunity to arrange events that are open to the public, such as discussions and seminars, on the premises of the Lauttasaari Manor. This also makes academic research and artistic activities accessible to various audiences outside the academic and artistic communities. The organisers have the main responsibility for these events, but the foundation provides support in the form of guidance on event production and communications, as well as sparring and production assistance for those publicising research findings (Allegra Lab). We will be seeking organisers of Bold Makers events in early 2019.

Read the instructions on event production and communications for the organisers of Bold Makers events here.


Grants+: Researchers' residencies at the Saari Residence

Academic researchers and non-fiction authors funded by Kone Foundation can apply to work at the Saari Residence in Mynämäki, Southwest Finland, which is intended for artists and researchers. One apartment and workspace is reserved for a researcher during the winter, and participants in research projects supported by the Foundation can gather in the main building of the manor for short, intensive periods. The typical duration of residency work is two months. Academic research includes here artistic research at institutions such as the University of the Arts Helsinki or Aalto University. Unfortunately, artists whose work contains some research elements but is not performed in an academic context do not fall within the scope of residencies intended for researchers. They may apply for residencies through our annual application round.

If you are interested in a residency, please contact Leena Kela, Executive Director of the Saari Residence (leena.kela(AT)koneensaatio.fi) at least one month before the desired work period begins.


Grants+: Project advice

Do you have any questions relating to the progress of your research project, resource use, reporting, or communications? The Executive Director and the Director of Research Funding of the Foundation organise receptions at which people can meet them face to face at the Lauttasaari Manor, or chat with them by phone. Reception times are announced in the event calendar on the foundation’s website, and in the social media.


Grants+: Events

During the year, we arrange a varied programme of talks. Our grantees are very welcome to participate actively, share their thoughts and engage in discussions with experts in various fields. Follow the events on the Foundation’s website calendar, in our newsletter and on the social media.


Grants+: Newsletter

Following our newsletter is the easiest way to keep abreast of our services, events and other news for our grantees. As a grantee, you will receive an Grants+ bulletin twice a year and the ‘At the Saari Well’ newsletter around six times a year.

Subscribe to The Kone Foundation Newsletter


Grants+: Communications on the project and Boldness blog

The Grants+ programme includes providing visibility for the work of our grantees. We support the development of grantees’ communication skills by providing training under the leadership of the best professionals in the industry, as well as explaining the work of grant holders in the Foundation’s own series of articles.

The Foundation does not require that projects be communicated, but this often benefits the project and project participants in a number of ways, and is therefore worth the effort.

When you begin planning your project communications, you should start by drawing up a communication plan in which you consider the following issues:

  • Goal: What do you want your communications to achieve?
  • Target groups: Who needs to hear about your project?
  • Message: What is important about your project? Is there any news you would like to share?
  • Channels: What channels do you want to use and which one are you already using? Do you need a website, or will communications be handled on the social media? If you are preparing a newsletter, you should also e-mail or call a journalist specialising in the subject. Make sure that you are reachable after sending a press release or any other kind of communication.
  • Schedule: At what point will you announce that your project has started, and what about the results? Communicate on the intermediate steps as well as the final result!
  • Visual element: How does your project look? What kinds of project photos or illustrations of your project would you include in your own communications, or make available to the media? Could the results be visualised using infographics?
  • Responsibilities: It is important to agree on the division of labour between members of the group. Together, think about how you will share responsibility for communications and remember to allocate resources for time spent on communications in your work plans. Creating communications takes time.
  • If possible, try to publicise your project within your organisation, e.g. through university channels. Remember to use your personal social media, including Facebook, Twitter and Instagram.

Please also keep the Foundation’s communications up to date with your news. When sharing information on your project on social media, use the hashtags #rohkeatekijä #boldmaker to show that you are one of the bold grantees of the Kone Foundation.

You can suggest a text for the Boldness Blog to describe your project on our website. Submit a text of up to 5,000 characters with a title, lead paragraph and possible intermediate headers, and at least one image, to which you have rights, for the Foundation’s communications. You can also agree on the publication schedule of the text with our communications personnel before you start writing.


Frequently asked questions

Am I allowed to work part-time on my personal monthly grant?

Our personal monthly grants are intended to be used for full-time work. It is also possible to receive a smaller monthly grant (25%, 50% or 75% of the full grant) for part-time work. If you have received the grant in full (100%) and would like to change to a part-time grant, please state the reasons for the change in our online web service.

The composition of my working group has changed. How can I agree on a new budget with Kone Foundation?

The grant must be withdrawn in accordance with its approval. Changes to the grant are possible for justified reasons, but these must always be agreed well in advance with the Foundation office. The project leader should submit a change request form to the Foundation via the online service. Changes to grants are usually processed at the Foundation’s Board of Advisors or Board of Trustees meetings.

I need a certificate of my grant.

In most cases, your grant approval letter is also a valid certificate of the grant. If the grant recipient requires proof of the payment of the grant, he or she should contact the Foundation office by email (koneensaatio@koneensaatio.fi). In your email, state the grant applicant and year of granting.

I am on sick leave. How does this affect my grant?

Please contact the Foundation office without delay and, if possible, suspend the payment of your grant in the online service. The grant cannot be paid while the applicant is on sick leave.