What does this mean for businesses? How should you prepare? Here are the key points you need to know!
Why are inspections important?
The purpose of on-site and remote inspections is to ensure that funding is used appropriately and effectively. Inspectors review the technical, financial, and professional progress of projects and verify compliance with contractual obligations.
On-site inspections – What you need to know
- Notification: The managing authority will schedule the inspection in advance and send an official notice at least five days before the visit. Exceptions apply if an unannounced inspection is necessary.
- Presence on-site: The inspection will be conducted by at least two officials, and a report will be prepared, which must be signed by the company’s representative.
- Document preparation: The inspection will take place at the locations specified in the funding agreement. Company executives or authorized representatives must be present, and all required documents must be available.
- Sustainability period inspections: Projects may be inspected not only during the implementation phase but also during the sustainability period to ensure compliance with obligations.
Important! All funding-related documents must be retained until December 31, 2031.
Remote inspections – A digital alternative
Instead of or in addition to on-site inspections, remote inspections are also possible, provided that the beneficiary agrees and ensures the necessary technical conditions.
Key requirements:
- Stable internet connection (minimum 4G/LTE/5G)
- Use of Webex application
- Updated browser (latest version of Chrome, Firefox, or Edge)
- Screen resolution of at least 1024×768
- Headset usage for industrial or external locations
During remote inspections, businesses must provide authenticated image and video recordings, which inspectors may accept as evidence.
What happens if a business fails to cooperate?
If a beneficiary hinders the inspection, refuses to cooperate, or does not provide the necessary information, it may be considered a breach of contract. The consequences may include:
- Termination of the funding agreement
- Withdrawal of the granted funds
How to prepare for an inspection?
- Ensure that all documentation is up-to-date and easily accessible
- Make sure you have the necessary technical setup for remote inspections
- Confirm the inspection date and designate a contact person within your company
- Continuously monitor compliance with contractual obligations during the sustainability period
Don't leave it until the last minute! Delays or failure to cooperate with inspections may lead to serious consequences.
Summary
Businesses participating in the RRF program must be prepared for both on-site and remote inspections, as these may occur at any time as part of the funding conditions. Proper preparation, transparent documentation, and continuous cooperation are key to ensuring a smooth funding process.
For further information or consultation, please fill out our contact form.