Determination of Subsidy
Sometimes, after the end of the grant year, you must explain to the municipality how you used the grant. This applies if you received more than €5,000 in grants in 2025. You must submit this report by May 31, 2026, at the latest. A new requirement is that you must submit this report electronically.
What is a determination?
You are often required to show exactly how the grant funds were used and what results you achieved through your activities. This must be done after the end of the year in which you received the grant and is referred to as “a request for final approval” or “submitting a final report.”
- For grants of up to €5,000, this is sometimes required.
- For grants of €5,000 or more, this is always required.
- The rule is: the higher the grant amount, the stricter the requirements.
Do you have a grant of up to €5,000? A request for final approval is required only in exceptional cases
If you receive a grant of up to €5,000, you generally do not need to submit a financial report to us. This means you do not need to take any action to show how and on what you spent the money. There are two exceptions to this rule:
- Sometimes the municipality may still want to verify later that everything is in order, for example by conducting random checks. It is therefore possible that we may ask you at a later date to provide an explanation (Article 13, paragraph 1, ASV 2019).
- Sometimes the grant decision states that you are required to provide an accounting. In that case, you must show how and on what you spent the funds (Article 13, paragraphs 2 and 3, ASV 2019).
Do you have a grant of more than €5,000?
If the grant amount exceeds €5,000, you are required to provide evidence of how you used the grant and what results you achieved through these activities. You must then submit your financial and substantive reports (Article 14 of the ASV 2019). The specific documents you are required to submit depend on the amount of the grant awarded:
How and when do I submit this determination?
Submit the determination electronically by May 31, 2026, at the latest.
Below is a brief summary of the documents required for your 2025 determination application.
Your 2025 determination notice details which documents you must submit.
Please note: In the summer of 2025, a minor change was decided upon for organizations with a grant between €50,000 and €100,000.
| Grant from ranging from €5,000 to €50,000 | Grant between €50,000 and €100,000 | Grant of €100,000 or more | |
| A substantive report showing the extent to which the subsidized activities have been carried out and the obligations have been met; and | x | x | x |
| An overview of the subsidized activities and the related expenses and revenues (financial report or annual financial statements). | x | x | x |
| For grants exceeding €50,000, the financial report must also include a balance sheet for the previous grant period, along with an explanatory note | - | x | x |
| Notwithstanding Article 14(2)(d) of the 2019 Voorschoten General Grant Regulation, a grant recipient receiving a grant between €50,000 and €100,000 must submit a director’s statement regarding the final accountability report, using a form provided by the municipality. This special provision applies to final accounts for which applications must be submitted after July 1, 2025. | - | x | - |
| For grants of €100,000 or more, an audit report prepared by an independent auditor must be submitted | - | - | x |
| Does your decision include an additional obligation? | If so, please provide an explanation regarding that as well | If so, please provide an explanation regarding that as well | If so, please provide an explanation regarding that as well |
What happens after I submit the assessment?
We will review whether you have used the grant appropriately. You will then receive a notice stating our decision.
Good to know:
- You will receive a decision within 13 weeks of submitting your application. If we need more time or additional information, we will let you know.
- If you have complied with all the terms and conditions, the grant will be set at the same amount that was provisionally awarded to you.
- Sometimes the grant amount is reduced. This means you will have to repay funds. This can happen if, for example, you did not carry out all the agreed-upon activities, did not comply with all the rules, provided incorrect or incomplete information, or did not submit your application for determination, or did not submit it in full (pursuant to Article 15 of the ASV 2019).
Do you have any questions or would you like to discuss something?
- Do you have any technical or administrative questions? If so, please contact the Grants Process Support team at subsidies@voorschoten.nl.
- Do you have questions about policy matters or would you like to discuss something? Please contact your regular advisor. Not sure who that is? Then check with the Grants Process Support team.
Arrange it online right away
The municipality of Voorschoten uses DigiD. Would you like to learn more or apply for a DigiD? If so, please visit www.digid.nl
The municipality of Voorschoten uses eHerkenning. Would you like to learn more or apply for an eHerkenning account? Please visit www.eherkenning.nl.
Saving Your Application Temporarily
You can temporarily save your application if you need to look up or gather more information. Your application will be saved for 5 business days if you have saved it in the meantime.
Problems with using DigiD have been resolved!
Until recently, the "Extend Session" button wasn't working properly on DigiD. This was due to a nationwide security measure. Fortunately, the issue has been resolved.
If you pause temporarily and no activity is detected for a while, the message “Extend session” will appear on the screen. This extension now works again for requests made via DigiD.
It is no longer possible to submit a grant determination.