Finances and grants
This page describes how grants for project activities and administration work and which costs are valid.
The Linnaeus-Palme Programme is a supplement to other international partnerships and exchanges at your university. It does not cover all the costs of your project. The university will have to finance some parts of it, such as the salaries of participating teachers or indirect costs.
Grants for most activities within a project are given as standard amounts. All projects that are granted teacher and student exchanges also receive a standard amount for project administration.
Funding for project activities
Within a partnership you can apply for grants for student and teacher exchanges and other project activities.
- Linnaeus: The basic grant is SEK 20 000 for ten weeks. After this the basic grant increases by SEK 850 per week. The maximum grant for a student exchange is SEK 45 500 for 40 weeks of study.
- Palme: The basic grant is SEK 40 000 for ten weeks. After this the basic grant increases by SEK 2500 per week. The maximum grant for a student exchange is SEK 115 000 for 40 weeks of study.
Valid costs for student exchanges
- The grant must cover travel associated with the project, such as travel to the partner university and any trips included in the courses. Insurance for cancellations and rebookings is a valid cost.
- Costs for vaccinations, visa and supplementary insurance.
- Costs for food and accommodation during the exchange period.
- Reasonable additional costs associated with a project participant and which contribute to the exchange being conducted.
- Linnaeus: The basic grant is SEK 21 000 for two weeks. After this the basic grant increases by SEK 2000 per week. The grant ceiling is SEK 33 000 for eight weeks’ exchange.
- Palme: The basic grant is SEK 31 500 for two weeks. After this the basic grant increases by SEK 5000 per week. The grant ceiling is SEK 61 500 for eight weeks’ exchange.
Valid costs for teacher exchanges
- The grant must cover travel associated with the project, such as travel to the partner university and any trips included in teaching. Insurance for cancellations and rebookings is a valid cost
- Car rental for transportation between departments, practical sessions, etc., is a valid cost provided it takes place within the exchange period and is directly linked to the project and teaching.
- Costs for vaccinations and visas.
- Costs for food and accommodation during the exchange period.
- Insurance costs. All project participants must be insured. Costs for both the Swedish and foreign participants’ insurance are approved. Most Swedish universities can insure project participants via the Legal, Financial and Administrative Services Agency (Kammarkollegiet).
- Reasonable additional costs associated with a project participant that contribute to the exchange being conducted.
Visa travel for Palme participants
If you apply for visa travel, the costs for travel, food and accommodation are valid. You can apply for a grant of SEK 2000, 5000 or 10 000 per participant based on estimated costs.
Other rules for grants
If the grant is paid in the form of compensation for reasonable additional costs for a teacher or student, the Swedish party is responsible for drawing up rules and conditions for how the money may be used on the basis of the programme’s terms and conditions. You must be able to verify the amount that was paid out and that the person who received payment is a project participant.
All project participants must be insured. Costs for both the Swedish and foreign participants’ insurance are approved. Most Swedish universities can insure the project’s participants via the Legal, Financial and Administrative Services Agency (Kammarkollegiet).
It is also possible to apply for funding for activities other than exchanges. These could be language courses, evaluation trips, workshops, digital initiatives, seminar activities or other things that contribute to the project’s objectives and boost the reciprocity of the partnership. In the application, you must state which activities, the amount applied for and what this amount covers. If people other than teachers are going to participate, you must state their roles.
For example, if you are applying for funding for a language course, state the amount you are applying for and the length of the course. The amount must cover reasonable additional costs associated with a project participant and which contribute to the language course being completed.
If you are applying for a grant for participants other than teachers, state their roles and motivate the costs entailed by their participation.
Grants for project administration
Exchange projects that are granted funding receive a standard grant of SEK 8,000 for administrative costs.
We also grant
- SEK 1000 per project participant in teacher exchanges.
- SEK 3000 extra for each Palme teacher who participates in the project, to compensate for extra expenses associated with SINK (special income tax for foreign residents). (See below.)
- SEK 2000 per project participant in student exchanges.
SEK 12 000 to cover audit costs for projects granted SEK 300 000 or more.
Valid costs for the administration grant
The administration grant can be used for salary costs for project administration, costs for activities that aim to recruit students and teachers to the project and for overhead costs (OH). Departments who intend to apply for funding within the Linnaeus-Palme Programme are encouraged to find out what regulations apply to OH costs at their university before submitting an application, because the programme’s funding does not provide full cost coverage for participating departments.
Costs that are not valid
- Costs for entertainment and leisure activities. This includes guided tours, excursions or study visits to amusement parks, national parks and sights.
- Purchases of technical equipment, such as computers, telephones, hardware or software.
The “General terms and conditions for grants” are on the programme’s start page.
When an application is granted funding, UHR pays out 80% of the granted amount. Once a project has made its final report, UHR calculates how much money remain to be paid out or must be requested back, depending on whether all the activities were completed. The second payment can be no more than 20% of the granted funding.
UHR pays grants without VAT. This means that when reporting how you have used the grant, you must present all costs excluding VAT.
However, if the organisation you represent is not registered for VAT, the costs must be presented including VAT. To have costs including VAT approved, when you submit your report you must also submit proof that your organisation is not VAT liable.
Contact the Swedish Tax Agency – Skatteverket
Education scholarships are usually tax-free, but we recommend that you contact the Swedish Tax Agency with questions about your cooperation, such as when teachers and administrative staff who participate in an exchange are resident abroad. They may be subject to a special income tax, SINK, which has been 25% since 2018.
Changes to the project and project budget
As project owner, you are responsible for the grant only being used for costs included in your granted budget. If you wish to make changes to the budget, you must contact UHR in writing and wait for our approval before making changes.
Claims and repayment
In its reporting, the Swedish department must describe how the granted funds have been used. UHR can demand repayment of all or parts of the grant if the project presents:
- shorter exchange periods than agreed
- terminated exchange periods
- exchanges that have done been conducted
- that the exchange was conducted using ineligible participants or invalid activities.
Grants that have not been utilised, including interest, must be repaid to UHR. Once your report has been processed, UHR will send you a demand for repayment. Repayments must be paid no later than 20 days from UHR sending a request for repayment.
Save the documentation
We perform random checks on reported projects. Save receipts and supporting documentation for five years so you can confirm that the project was properly conducted and reported.