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Last updated in November 2024

Application for an allocation

from Federal Foreign Office funds – Division/mission abroad
to fund the project

Please note:
This application or the granting of an earlier start date for the meas-
ure does not give rise to ANY right to an allocation from the Federal
Foreign Office/the mission abroad.

Please send your applicationvia email

to @[Link] and also
as a hard copy, signed by two authorised persons, by post to

1. Applicant organisation/person (delete as appropriate)

Name: Project contact person
Address: Surname:
Phone/mobile: Forename(s):
Fax: Position:
Email: Extension no.:
Website: Email:
Legal status/official registration:
Person(s) entitled to represent the organisation: ,
Proof of entitlement to represent the organisation: .
Bank account details:

Implementing organisation(s)/partner organisation(s)

Name:
Address:
Website:
Legal status/official registration:

2. Brief overview of the application

Short title of the project:

Objective of the project

(intended impact of project):
Planned measures
(what is to be done in concrete
terms?):
Project country and location
(where is the project to be
implemented?):
Desired duration:
Please note: The duration is
determined by the start and end date
of the planned measures. If the
objective of the project is not achieved
until after the conclusion of the
measures, this date must also be
specified.
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Total expenditure in (local
currency),
broken down into calendar years in the
case of multi-year projects:
Total expenditure in euro,
broken down into calendar years in the
case of multi-year projects:
Amount of funding applied for in
(local currency):

Amount of funding applied for in euro:

Available third-party funding in

yes no
(local currency), with names of third-
party donors, if applicable:
Available third-party funding in euro,
yes no
with names of third-party donors, if
applicable:
Own financial resources in (local yes no
currency):
yes no
Own financial resources in euro:

2025:
Only for projects extending into the 2026:
next year 2027:
Breakdown of annual totals applied for:
2028:
Other own contributions (e.g. use of
existing infrastructure or voluntary
work on the part of members):
Please note: Non-cash own yes no
contributions are not considered “own If yes, please give details:
resources” as defined by the Federal
Budget Code and may therefore not be
given a (where applicable calculated)
“price” and declared as own financial
resources. By using infrastructure
already available, the applicant is
showing their own interest in the
project. If the applicant is only
implementing the project at the
request of the Federal Foreign
Office/the mission abroad, an allocation
is generally not permitted.
Revenue expected from the project (for
example, entrance fees, donations,
sales, etc.) in (local currency):
Revenue expected from the project (for
example, entrance fees, donations,
sales, etc.) in euro:
Proportion of a)
a) entrance fees b)
b) donations for a specific purpose c)
c) general donations
in the revenue expected from the
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project in (local currency):
Proportion of
d) entrance fees
d)
e) donations for a specific purpose
e)
f) general donations
f)
in the revenue expected from the
project in euro:
Is the total expenditure for the project
covered, including follow-up expendit- yes no
ure to maintain the project objectives?
Is this an application for initial or for
follow-up funding?
Have you previously received alloca-
tions from the Federal Foreign Office
(FFO) or other German public authorit- yes no
ies or EU funds?
If yes: please indicate the donor and its
reference number, the authorised
period, the amount of funding and the
focus of the project:
Has the project already started? I hereby confirm that the project has not
Please note: Preparatory work that is yet begun:
not directly part of the project and is yes no
not included in the total expenditure of
the project does not count as the start
of the measure.
What preparatory work, if any, has
already been carried out?
Are goods or services being exchanged
(Part 1.1 of the VAT Application Ordin- yes no
ance) for the benefit of the Federal For- If yes, in which context?
eign Office?
Applicant’s interest in project imple-
mentation?

3. Profile of the applicant organisation and, if applicable, the

partner organisation
a.) Please describe your organisation and,
if applicable, your partner organisation:
1. structure, 1.
2. fields of operation, 2.
3. previous activities and 3.
4. funding of your organisation and 4.
activities to date.
(b) Since when has your organisation been
active in the partner country?
(c) Have you carried out similar projects
there before?
(d) How are your staff qualified for this
project?
(e) Have you already cooperated with this
partner organisation? yes no
(f) How do you intend to ensure that the
funding applied for is used and invoiced
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correctly (accounting)?
(g) Have you or your organisation or the
implementing organisation ever been
investigated by the public prosecution
office, in particular for property yes no
offences relating to public budgets? If yes, please provide evidence of
the current status or outcome of the
investigations.

4. Current situation
a) Please give a brief outline of the
current situation in the project area
(with a project-related problem
analysis where appropriate). Where
available, please include data
sources and proof:
b) If you have already implemented
projects in the partner country,
please outline their objectives,
funding (if federal funds were used),
the partner organisations involved
and the outcomes:
c) Is the project connected to activities
being carried out by other
governmental or non-governmental
organisations? Are these actors
carrying out similar projects in the
area, and does that entail a risk of
duplication or offer opportunities to
exploit synergies?
If there are opportunities to exploit
synergies with other projects, please
outline planned implementation:
d) Is the project connected to activities yes, please provide details.
previously funded by the Federal no
Foreign Office or other public
institutions?
If yes, please provide the name of
the previously funded project, the
authorised period, the donor and the
donor’s file reference.

5. Project planning
a) Project objectives (outcome,
objective = future status): Describe
the concrete objective that your
project aims to achieve. Which
specific changes to the current
situation described in question 4a is
the project intended to bring about?
b) Measures and activities: Which
concrete project measures are to be
implemented in order to achieve the
project objective? Please set out all
measures individually in the form of
a plan with a clear timeline (arranged
according to date):
c) Indicators:
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 What criteria (quantitative and
qualitative) are to be used to
measure the success of the project?
 What sources and proof are used as
evidence that the project objectives
described in question 5a have been
achieved?
 How is the success of the project
measured with the respective
indicators?
Please note: Indicators must not solely
document the implementation of the
measures (see question 5b). They must
be SMART – specific, measurable,
attainable, realistic, time-bound.
d) Impact of measures and
activities: What specific impact is
intended to be achieved with the
measures and activities described in
question 5(b); how can this impact
be measured?
e) Impact: What changes is the project
expected to bring about as a whole?
How is the sustainability of the
respective outcomes after the
conclusion of the project being
ensured?
f) Key actors: Which individuals or
groups do you primarily cooperate
with to facilitate the desired
changes? Is the project being
coordinated with the authorities or
other competent local organisations?
g) Target persons/groups: What
people or groups are the target of
your project? Why?
h) Feminist foreign policy: What is
the situation on the ground with
regard to women’s, girls’ and
marginalised groups’ rights,
participation and access to
resources? How are gender-specific
and intersectional risks, needs and
interests systematically considered
and covered in the project? If
applicable: to what extent does the
project objective to tackle the
structural causes of discrimination
and bias or to empower women, girls
and marginalised groups?
i) Sustainability of individual
measures: Are any local structures
or effects being created that will
continue beyond the project
duration? What are they? How will
this be funded after the conclusion of
the project?
j) Ecological, social, economic
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sustainability of the measures:
Do sustainability aspects (e.g.
environmental protection and climate
action) play a role in the project
measures? If yes, what aspects? How
does this affect project expenditure
(type and amount)?
k) Risks: What risks and undesirable
side-effects could obstruct the
objective and long-term impact of
the project? How can these risks be
minimised?

6. Management, progress reviews, evaluation

The Federal Foreign Office/mission abroad carries out progress reviews of all the pro-
jects it funds. For overarching objectives, particularly outstanding projects (for ex-
ample, those of a political nature) and projects that last more than 2 years, are sub-
ject to ongoing (management) and final progress reviews. For this purpose, the fol-
lowing information must be submitted at the application stage:
a) How will you ensure that the project
is constantly managed (including
monitoring, if applicable) so that
you can respond swiftly to changing
conditions?
b) Please detail how you intend to
monitor internally whether object-
ives are being achieved, how much
of an impact is being made and how
cost-effective the measures under-
taken are. Is an external evaluation
envisaged?
In the event that you are commissioning a third party to conduct an evaluation
of the project, please include the planned performance specifications and, if
available, model performance specifications for a previous evaluation.
Please note:
When necessary, the Federal Foreign Office evaluates projects and programmes it
has provided with funding. The evaluation is carried out by staff from
FFO headquarters in Berlin or the competent German mission abroad or by third
parties.

7. Public relations
What are you planning to do to
generate publicity and ensure
awareness of the project and Germany’s
contribution?

8. Financial plan
The financial plan must consist of a detailed list of the anticipated revenue and ex-
penditure involved in achieving the intended purpose of the allocation for which you
are applying. It must be structured in a way that can be easily understood by outside
parties, and expenditure items must be defined in detail.

The breakdown of the financial plan must, as a minimum requirement, make a dis-
tinction between personnel expenditure (staffing costs related to the project), mater-
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ial expenditure (including, for example, fees or contracts for deliveries and services
for implementing the project) and capital expenditure (e.g. assets). In the case of
personnel expenditure and fees, the respective remuneration (e.g. salary group,
hourly rate) and the estimated time required must be stated.
The Federal Foreign Office/mission abroad decides on a case-by-case basis whether
the relevant items are eligible for a funding allocation. Please note: Only expendit-
ure that is unavoidably necessary to achieve the project objective supported by the
FFO can be eligible for allocations. Expenditure that the applicant would have to
fund even if the project were not carried out is generally not eligible for allocations.
You must make a binding and numerically complete declaration of the amount of
own resources, third-party funding and other grants available for the project. If you
are not using any resources of your own or any third-party funding, you should give
detailed reasons and submit any documentation to prove why your own resources
cannot (or should not) be used for the project and why no third-party funding has
been/is to be/could be generated.
Note for applicants from abroad:
All amounts must be given in the currency that will be stated in the final report on
expenditure of funds. To make your planning and subsequent auditing easier, you
should use the same currency in all your calculations (preferably euro). If the fin-
ancial plan is submitted in local currency, the amount in euro (based on current ex-
change rate or annual average) is to be added for all expenditure items for ease of
reference.
Even if a financial plan is submitted in a currency other than euro, possible
exchange rate losses cannot be recognised as eligible for allocations.
8.1. Questions on the prohibition of preference
a) Are you financing the total annual yes no
expenditure primarily (i.e. at least
50%) from German public sector
funding (for example, Federation,
municipalities, Länder) or EU
funding?
If yes:
b) Do members of your regular staff yes no
receive financial benefits (e.g. salary,
special payments (e.g. Christmas or
holiday bonuses), health insurance
assistance, separation allowance,
removal expenses, canteen and
travel subsidies, other subsidies)
higher than those laid down in the
Collective Agreement for the Public
Service (Federation)?
If yes:
c) on what basis (e.g. legal regulation,
separate collective agreement, etc.)?
d) Do members of your regular staff yes no
receive other benefits (e.g. working
hours, holiday, business trips, office
equipment or childcare) higher than
those laid down in the Collective
Agreement for the Public Service
(Federation)?

If yes:
e) on what basis (e.g. binding legal
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regulation, separate collective
agreement, etc.)?
f) How are you financing the wages of
your regular staff (where applicable,
list individually. Please also include
personnel expenditure covered by
the flat rate payment for
administrative overheads provided
by German public sector donors)?
g) Does the financial plan include yes no
expenditure for the wages or part of
the wages of your regular staff?
h) Does the financial plan include a flat yes no
rate payment to cover expenditure
for the wages or part of the wages of
your regular staff?
Personnel expenditure may only be included if it can be attributed directly to the
project. General expenditure incurred through your organisation’s/institution’s em-
ployment of regular staff will generally not be funded.
8.1.1 Self-declaration on the prohibition of preference
a) The applicant complies with the yes no
prohibition of preference without
exception:
b) The applicant is part of the collective yes no
agreement system of the Federation
or of a Land; the Collective
Agreement for the Public Service of
the Federation or of a Land is directly
applicable:
c) The applicant is supported primarily yes no
by a Land and the prohibition of
preference applies under Land law:
d) The applicant is covered by the yes no
provisions of section 8, paragraph 2,
sentence 5 of the Budget Act in
conjunction with section 2 of the
Academic Freedom Act
(Wissenschaftsfreiheitsgesetz,
WissFG). The legal budgetary and
funding requirements are met:
e) The applicant receives allocations yes no
from another department of the
federal administration and within the
context of this support the
Federation has issued exemptions
from the prohibition of preference for
all employees who have been
accorded better terms and
conditions:
If yes,
please include a copy of the
exemption with the application.
Applicant (place, date, signature): , ,

Please note: The Federal Foreign Office/mission abroad investigates every case
where there is any indication that the prohibition of preference has been breached. A
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breach of the prohibition of preference may lead to the application being rejected
within the context of the application process. In the case of ongoing project funding,
a breach may lead to the withdrawal or revocation of the approval and a demand for
repayment of the allocation (see particularly sections 48 et seq. of the
Administrative Procedure Act).
8.2 Questions on flat rate payments:
Are you applying for a flat rate yes no
payment?
If yes,
please list standardised expenditure
items and explain why consolidation
into a flat rate payment is required (why
can the individual expenditures included
in the flat rate payment not be
determined or only with considerable
effort?):
Template:

Type of expenditure Reason for

included in the flat consolidation into a Reason for necessity for
rate payment Total Basis for calculation flat rate payment project

∑ 0
8.3 Questions on the disbursement period for use of the allocation
outside the EU and North America
Is an extended disbursement period yes no
being applied for?
Please note: The maximum disburse-
ment period must not exceed three
months.
If yes, please provide verifiable reasons
why the extended disbursement period
is necessary and state the required dur-
ation, taking into account banking
and payment structures:
8.4 Questions on the need for travel:
a) Are business trips by the applicant’s yes no
staff necessary to achieve the de-
sired funding objectives?
If yes,
please explain why they are necessary
and state the scope of the planned busi-
ness trips (number of travellers, dura-
tion of trips, number of trips):
b) Will travel expenses be incurred for yes no
project beneficiaries?
If yes,
please explain why it is necessary for
travel expenses to be assumed:
Please note: Telephone and video conferences should be given preference over offi-
cial travel and in-person events. The number of participants and the duration of offi-
cial trips must be kept to the necessary minimum.
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9. Miscellaneous
In addition, you are required to state the following:
1.
(a) Have you enclosed/attached your yes no
binding financial plan (Annex)?
(b) Is the total project expenditure yes no
covered?
(c) Is follow-up expenditure covered? yes no
2.
a) Total cost of the project euro / local currency

b) Total of allocation being applied for euro / local currency

c) Total of own resources and third-party euro / local currency
funding euro / local currency
d) Amount of expected revenue*
* If revenue is expected: entrance fees totalling
What kind of revenue do you expect: general donations totalling
donations for the project
totalling
sales revenue totalling
Rental/leasing income totalling
interest on the allocation totalling

other revenue (please specify)

totalling
If there has been a comparable
previous project:
How high was the revenue for this
project? Please list and provide
amounts for individual revenue types:
If parts of the allocation are to be
forwarded to a project partner within
the framework of a multi-level donor-
recipient relationship:
a) Name and organisation form of the a)
project partner: b)
b) Tasks of the project partner: c)
c) Need to involve project partner:
d) Total amount of funding transferred in d)
euro:
e) Does the sum to be forwarded to the
project partner include flat rate
payments or funding to help cover
regular expenditure of the partner e) yes no
organisation? f)
If yes, what funding and how much?
Please note:
Public funding is generally only supplementary in nature (principle of subsidiarity).
The applicant must do everything in their power to provide own resources. If the
financial plan does not include own resources or third-party funding, detailed reas-
ons must be given for why not. Proof must be provided in the form of documents
(e.g. business reports, bank statements, tax documentation, proof of attempts to
attract third-party funding, etc.):
3.
(a) The applicant/organisation is
applying for initial funding or
repeat funding .
(b) In the event of repeat funding: yes no
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o are the accounts for the previous
allocation settled?
o Reference number of the most
recent item of correspondence
received from the Federal Foreign
Office/the mission abroad:
o Has an allocation for a similar yes no
project been authorised by the
German public authorities in the
course of the last two financial
years?
 If yes:
Who granted the allocation?
What was the reference
number?
 From when (date) to when
(date) was the authorised
period?
 What was the focus and
objective of the project?
 How much funding was
granted?
What changes have evolved since then?
Please note, if this is repeat funding:
Applications for repeat or follow-up funding cannot generally be approved before
the brief review of the most recent proof of employment of funds by the Federal
Foreign Office/mission abroad or an auditing agency commissioned by them.
4. Desired project start date:
5. Planned project end date:
Has the project already begun? yes no
If so, why?
 What concrete measures have been
started or carried out so far?
 What expenditure and payment
obligations have already been
incurred (how much and for what
measures)?
 What expenditure and payment
obligations have already been paid
(how much and for what measures)?
 The measures must start at the
latest on [Link] because:

Information for measures starting on an earlier date:

- The conclusion of a supply or service contract (e.g. purchasing contract,
employment contract or work and services contract) related to
implementation of the project shall as a rule signify the start of the project.
- Preparatory work that is not part of project implementation and therefore not
part of the financial plan does not count as the start of the project. Insofar as
supply or service contracts which count as implementation of the project
contain specific reservation or termination clauses (e.g. depending on the
granting of the allocation), they may be regarded as “preparatory work”.
- An early start to project measures may only be authorised in justified
exceptional cases. Please submit your funding applications in time and ensure
they are complete in future.
- Non-cash own contributions (e.g. use of existing infrastructure) are not
considered “own or third-party resources” as defined by the Federal Budget
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Code.
- Expenditure or payment obligations that have already been incurred prior to
the grant award document/allocation agreement taking legal effect will not
generally be funded/reimbursed post facto by the Federal Foreign Office.
- Expenditure pre-funded from other funds prior to the grant award
document/allocation agreement taking legal effect cannot generally be
funded/reimbursed by the Federal Foreign Office.
- No right to funding or reimbursement of costs can be derived from the
approval of the earlier start date of the measure or from the fact that the
project has already started.
- We recommend that you take care to comply with the regulations of the
General Supplementary Provisions for Project Grants (ANBest-P) (only for
applicants with their seat in Germany) and the Particular Supplementary
Provisions of the Federal Foreign Office on the Awarding of Grants Abroad
(BNBest-AA-Ausland) when ordering supplies and services within the
framework of the earlier start date of the measure as these will become
binding supplementary provisions in the event of a possible approval of
the allocation.
6.
Have you enclosed/attached your
annual report and statutes? yes no
If not, please give reasons why:
when will these documents be
submitted?
7.
Do you plan to use Federal Foreign yes no
Office funds to fund the project next
year as well?
If yes, please state why:
8.
Have you explored any other possible
ways of financing your project? yes no
If not, please state why:
What other possible financing
possibilities have you considered?
Please provide proof:
9.
Have you already applied for or
received other allocations for this
project from German legal entities
under public law (e.g. direct or indirect
agencies of the Federation or Länder) or
allocations from the EU? yes no
If yes, please provide proof:
If not, please give proof/reasons:
10.
What is the amount of overheads for ad-
ministration/regular expenditure in-
cluded in the financial plan for the im-
plementation of the project?
11.
Please describe in detail what types of
overheads for administration are
envisaged in the project:
Please justify their necessity and the
amount for implementing the project:
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12.
If a flat rate payment has been
earmarked for administration
overheads:
a) what overheads (types of
expenditure) is it to cover?
b) Please give detailed reasons for the
amount of the flat rate payment:
c) Why is it not possible to make
individual appropriations for the
types of expenditure included in the
flat rate payment?
Information regarding flat rate payments for administration overheads:
Applicants that are not commercial enterprises as defined by Germany’s Turnover
Tax Act or local authorities, may only apply flat rate payments to types of
expenditure whose amount can only be determined precisely with considerable
effort. Expenditure that cannot be specifically attributed to the project is not
eligible for allocations, also not flat rate payments. Imputed costs cannot be taken
into account for recipients that are not commercial enterprises as defined by
Germany’s Turnover Tax Act.
13.
Will you use part of the funding to
procure supplies, services and/or
construction work? yes no
If so, please specify the amount:
14.
Will materials be purchased in the
course of the project? yes no
 Please give details:
 If yes, how do you plan to continue
using them after the end of the
project?
15.
Will costs for the employment of regular
staff be incurred in the course of the
project? yes no
If so, please specify the amount:
Please provide detailed reasons why
expenses for the regular staff in
connection with the implementation of
the project are necessary as well as the
basis for calculating the intended
amount:
Please note: Costs (full or in part) for the employment of regular staff included in
the proof of employment of funds can only be approved if their actual work on the
project can be evidenced by timesheets for all activities of each individual
member of staff.
16.
Are you entitled to deduct input tax?
Are you or your institution eligible for
any other form of tax concession? yes no
If yes, which?
17.
If part of the allocation is being
forwarded to a partner organisation
within the framework of a multi-level
donor-recipient relationship:
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Is the partner organisation entitled to
deduct input tax? Is the partner yes no
organisation eligible for any other form
of tax concession?
If yes, which?
18.
Are the persons submitting (signing)
this application authorised to submit
the application on behalf of the yes no
institution/organisation?
Please provide proof (e.g. register
excerpt or other proof):
Note in the event that parts of the allocation are transferred to a partner
organisation:
Forwarding parts of the allocation to a project partner as part of a multi-level
donor-recipient relationship is only permitted with the prior written approval of the
Federal Foreign Office/mission abroad. The Federal Foreign Office/mission
abroad will verify the necessity and suitability of the project partner before
approving any transfer.
19. o Statutes of the applicant
The following documents must be o If applicable, statutes of the partner
submitted together with the organisation(s)
application, otherwise the application o Extract from the commercial
cannot be processed. The Federal register/register of associations/
Foreign Office/mission abroad reserves of the applicant and, if applicable,
the right to request further documents partner organisations
and information where applicable: o Business report of the applicant and,
if applicable, partner organisations
o Bank statements from the past
months of the applicant and, if
applicable, partner organisations
o Information on the number of
employees and salary scale of the
applicant and, if applicable, partner
organisations
o Information on experience in
handling German funding on the part
of the applicant and, if applicable,
partner organisations
o Logframe for the project presented
20.
Data protection
The applicant confirms that, pursuant to Article 7 of the EU General Data
Protection Regulation, consent for the transmission of all personal data contained
in the application submitted to the Federal Foreign Office has been obtained from
all data subjects. The Federal Foreign Office is hereby authorised to make further
internal use of the personal data.
I hereby confirm that the information provided above is complete and true to
the best of my knowledge and belief. I understand that providing incorrect or
incomplete information may lead to my application being rejected and,
pursuant to the allocation agreement, to a claim for reimbursement of
allocations already paid, plus interest at five percentage points above the
base rate.

Place, date
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Signature 1 Signature 2