Ukraine-Ready4EU applicant’s guide by Kharkiv IT Cluster: How to report and get reimbursement
IT ClusterKharkiv IT Cluster is joining international initiatives to open up new opportunities for progressive development of Ukrainian technology businesses.
The Ukraine-Ready4EU project helps transform Ukrainian companies by adapting them to European standards and integrating them into the international market. More details about participating in the project can be found in the article.
What you need to know about Ukraine-Ready4EU
Ukraine-Ready4EU offers Ukrainian SMEs financial support of up to €2,500 for strategic initiatives aimed at enhancing activities in the Single Market and fostering cooperation with European business partners.
The grant can be obtained for one of five types of activities: participation in business meetings, compliance with EU digital economy requirements, product certification, assistance with formal export/import requirements, and patenting.
To obtain the grant:
- Before applying, carefully review the Applicant Guideline, as it contains all the key information about the program and applicant requirements.
- Clearly define activities within 3 months from the start date for which you need the grant. Plan your budget and make sure all your planned expenses fall under categories allowed by the grant.
- Pre-define company representatives who will carry out the specified activities: for LLCs, these can be two people, while for sole proprietors, it is the entrepreneur themselves. However, their details and responsibilities must be clearly stated in the application.
- Submit your application. Use the official program portal, adhering to all requirements and deadlines.
Application Deadline: June 30, 2025, or until the overall budget is exhausted.
Key aspects and reporting requirements
The selection committee will review your application within a month. If approved, you will receive an email notification and be further informed by your curator. After official approval, you sign a contract with the Chamber of Commerce and can begin implementing the planned activities.
The next step is reporting. What does this process include, and how can it be simplified? Upon completing the activities, applicants must submit a detailed report that includes expenses, achieved results, and completed tasks.
Structure of a quality report:
- Detailed description of expenses, including the total amount and distribution by category.
- Description of implemented tasks and achieved goals.
- Copies of invoices, bank statements, contracts, and other documents supporting the expenses.
Important: Without a complete report, you cannot receive reimbursement.
How to get reimbursement for expenses
The expense reimbursement process involves several steps. After submitting the report, the applicant receives confirmation of its acceptance and verification. It is essential to adhere to deadlines and requirements to avoid delays in payments. Expenses can be reimbursed based on supporting documents.
After the report submission, the process of expense verification and reimbursement begins. This involves several steps: report verification, reimbursement confirmation by the project coordinator, and receipt of funds.
Reimbursement Process:
- The commission reviews the provided documents for compliance with requirements. This may include checking the authenticity of expenses and compliance with the project budget.
- After successful verification, you will receive reimbursement confirmation. It is important to follow deadlines and adhere to all program instructions to avoid delays.
- The reimbursed funds are transferred to your company’s account according to the agreed conditions.
Kharkiv IT Cluster is the official representative of the consortium and the selection committee. The cluster’s team personally assists member companies and provides comprehensive support throughout the project. If you wish to join, send a request to info@it-kharkiv.com.
Join the progressive community of Kharkiv IT Cluster — transform your business and make a breakthrough in the international market.
