Advice for grantees during the coronavirus pandemic
Due to the coronavirus pandemic, many of our grantees find themselves unable to go on with their projects as planned. We have gathered instructions for those whose project plans have been or will be affected by the pandemic.
What should you do if the coronavirus pandemic is disrupting your grant project plan? We are aware that many of you now find yourselves unable to go on with your projects as planned and are forced to make changes – even if it means losing a huge amount of work. We understand very well the disappointment and worry you may be experiencing.
To address this critical situation, the Foundation will respond by being as flexible as possible. Grant payments will be issued normally, even though significant changes to project plans may be required due to the pandemic.
Please follow these instructions if your project plan is affected by the coronavirus pandemic.
• We request that all the participants in the project be paid as agreed, and no one is to be left without their fee due to the pandemic.
• If it is not possible to go on with your research or artistic work, you may consider adapting your plans to better suit the current situation. You may present us with an alternative plan for using your grant if the coronavirus pandemic prevents your project from being conducted according to the original plan. Please let us know about the changes in the ONLINE GRANTS SYSTEM or by sending us an email (if your grant was awarded before 2018).
• If you have lost travel, conference or production costs due to the pandemic, we recommend you contact the organisers to whom the payments were made to discuss alternatives with them. Please remember to use your insurance if you have coverage. Kone Foundation will not request repayment of the already issued grant payments if you are forced to cancel your journey, presentation or event, and if the costs of cancellation remain to be paid from your project budget. Please let us know about these costs in your interim or final report.
• If your grant project is affected by the pandemic, we will extend the period in which the grant may be used by six months. Please let us know if you wish to use this option.
• We recommend that you include all loss of income due to the pandemic.
• We ask you to make travel decisions as well as the decision about forthcoming events based on the emergency law authorised by the Finnish parliament or the guidelines set forth by public authorities in the country or countries of your destination. We recommend that you keep in mind that the coronavirus pandemic may not pass as quickly as current estimations predict.
• If you have a research project, you can contact Director of Research Funding Kalle Korhonen directly by email or mobile. For all practical matters, our grants team will help you: email@example.com, +358 9 260 0617 (Mon-Thu from 11 a.m. to 3 p.m.).
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.
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 and send a request for change.
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 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. Contact the foundation office if you wish to extend the grant period.
Changes in the project
All requests for changes or new members in working groups etc. must be granted approval before grants can be paid according to the new plan.
The grant should primarily be used for the purpose it was awarded for. If the content of the project, the composition of the working group or any other key element changes, the accountable project leader must discuss all possible changes with the Foundation. In this 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. If the grant was awarded in 2017 or earlier, send the request via email to the foundation.
Suspension of payments
If you are granted other funding or start working in a salaried position, that affects your grant project, 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.
Sick leave during the grant period
If a grant holder with MYEL-insurance is on sick leave, 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 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.
Role of the project leader for working groups and organisations
If the grantee is an organisation or a working group, the grant payment requests must be submitted by the project leader. The project leader decides which bank account to use for the other expenses. If the content of the project, the composition of the working group or any other key element changes, the leader must negotiate such changes with the Foundation. In such a situation, the project leader submits a change request form to the Foundation online. It is the responsibility of the project leader to submit the final report, and in multi-year projects the intermediate report, on behalf of the project.
The project leader ensures that the grant is used for the purpose it has been awarded for. It is the responsibility of the leader to inform the working group on how to find more information on taxation of the grant and MYEL- insurance coverage for grantees. The leader must act in a reasonable and just manner.
The personal monthly grants are paid directly to the project member’s personal account. Kone Foundation grants are paid out monthly by the third working day of the month.The grants are paid when the work that the grant has been intended for takes place. A full monthly grant is paid out only when the grantee works in the projects full-time, not after the work has ended or upfront.
Filling a payment request
The project leader is responsible for making the payment requests for all personal working grants and other costs of the grant project. The grant is paid on the basis of a payment request submitted by the 16th day of the month preceding the month of payment. Take into account that the Kone Foundation office is closed in July annually and new payment requests won’t be accepted. All instalments requested to be paid in July will be paid as agreed.
Payment requests for organisations and working groups are submitted by the project leader.
Payment of personal monthly grants
The personal monthly grants of the working group members are paid directly to grantee’s personal account. 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, Finnish personal ID or date of birth, current address, and the payment schedule. Grants may also be paid to bank accounts outside Finland and the SEPA-region.
Payment of other expenses
If the project has been awarded other expenses, separate payment request is made for the funding. Other expenses are primarily paid in one instalment per year, in which case they can be used throughout the year.
The project leader submits the request with account details to which other expenses will be paid. This is often a project account, an organisation’s account (e.g. University or other research facility), 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. If the other expenses are paid to an individual instead of on organisation, the maximum instalment is 4000 euros per payment.
Details on awarded grants and instructions on how to submit a payment request are available from the online service for grants. To access the payment request page, log in to the 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.
Social security and taxation
The Social Security
The Farmers’ Social Insurance Institution (Maatalousyrittäjien eläkelaitos, MELA) provides pension, accident and group life insurance coverage for grant recipients in Finland. Statutory insurance payments are approximately 12–15% of the monthly grant.
Kone Foundation 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 (€ 3 900 per year in 2019).
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
Grants are tax exempt in Finland up to the amount equivalent to the Finnish state grants for artists (in 2019, € 20.728,44 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:
Progress report and final report
The grantees who have been awarded funding for a multiyear grant 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. The reporting period is from the start of the grant payment, 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 organisations and working 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 grantee or a project’s working 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.
- 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 contact the foundation office.
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 for organisations and working 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 the funder 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.
Questions included in the online form for reporting the grant:
- Description, summary (general overview of the work done during the grant project)
- How well were the set goals achieved?
- What went well, what kind of problems did you come across?
- How was the funding used (including other expenses)?
- What were the good qualities and downsides of this grant funding?
- Did you also recieve funding from other sources for your project?
- List of publications published within the grant period?
- General feedback for Kone Foundation?
Online grant service
For reporting a grant awarded in 2018 or later: 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.
Mentioning the Kone Foundation and the Foundation’s logos
It is considered good practice to thank the grant donor in your academic thesis, publication or similar connection. We ask that you mention the support given by Kone Foundation to your project, for example, on the backside of the publication title, or in the foreword or article footnote. You are free to choose the wording.
We also ask that projects for which we have granted funding use the Foundation logo, for example, in printed products, publications or the project website. You can download the logo in the format and language you need here.
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.
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.
- 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.
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.
We will inform about the application round for the researchers’ residencies in our Grants+ newsletter. For more information, please contact Leena Kela, Executive Director of the Saari Residence.
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.
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.
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+ newsletter every month and the ‘At the Well’ newsletter six times a year.
Subsribe to the Grants+ newsletter (for our grantees only)
Grants+: Communications on the project
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.
Grants+: Boldness blog
You can use the Boldness blog for grant recipients to describe your project on our website.
Please arrange the publication schedule for your article at firstname.lastname@example.org no later than four weeks before submitting your finished text. After receiving an email of confirmation from us, you can provide us with your article, about 5,000 characters in length. It must include a headline, a caption that provides the context for the text, sub-headings (if any) and at least one horizontal photograph to which you have right of use. Please also include a short introduction about yourself.
Frequently asked questions
How are the other expenses paid?
The project leader submits the request and account info to 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. If the other expenses are paid to an individual instead of on organisation, the maximum instalment is 4000 euros per payment.
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 service.
The composition of my working group will change. What should I do?
The grant must be used for the purpose it has been awarded for. Changes to the grant are possible, but these must be confirmed well in advance with the Foundation. The project leader should submit a change request form in the the online service for all bigger changes in the project. If the grant has been awarded between years 2014 and 2017, please send the request via email.
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, the project leader can download a PDF-certificate from the online service for each grantee. (Grants awarded in 2018 or later.) If the grant was awarded in the previous online service (grants 2014-2017) contact the Foundation office by email (email@example.com) to recieve the certificate.
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 will not be paid while the applicant is on sick leave.