This page provides an overview of the grant lifecycle in NORMA and highlights the key stages
Please note that grant models vary, so some steps may not apply to your grant.
NORMA processes can also differ slightly depending on the version of your grant. You can see the version (v2.0 or v3.0) in the top right corner of the grant.
Grant lifecycle (where to find each step, e-mails and common blockers
Grant acceptance form
What this is
Before the grant can be activated and payments processed, an Administrator must be assigned and the grant agreement must be accepted and signed.
Where do I see this in NORMA
- Applicant Portal → My Tasks (right-hand side) → Grant Acceptance Form
- In the Grant Acceptance Form: Invitations tab (left menu)
What e-mails will I receive?
- An e-mail when the invited Administrator accepts the invitation
- DocuSign e-mail to the Institution Signee to review and sign the Grant Agreement
- A confirmation e-mail when the Grant Acceptance Form is completed/submitted, or if revisions are required
What can block me here?
- No Administrator invited/accepted
- Institution Signee details missing or not eligible (must be an authorised signee and cannot be the Grant Holder)
- Grant Agreement not signed (DocuSign not completed)
See Grant Acceptance Form for step-by-step instructions
Payments
What this is
Grants are paid as a lump sum or in instalments. Payments must be requested in NORMA.
Where do I see this in NORMA?
- My Tasks → Payments (the payment request appears when it is available)
What e-mails will I receive?
- An e-mail notification when a payment (instalment) becomes available to request
Key timing rules
- The first payment can be requested up to one month before the grant start date
- Subsequent instalments are released every 12 months from the grant start date and must be requested within three months of the release date
What can block me here?
- Outstanding financial reports: all previous financial reports must be submitted and approved before the next payment becomes available
- Open/draft budget revisions: payments are blocked until the revisions is completed and approved
- Payment plan/budget mismatch: contact your Grant Officer/support (do not submit if details look incorrect)
- Payment not yet released: the request is not available in My Tasks yet
See Payments for step-by-step instructions on reviewing details and submitting the request.
Financial reporting
What this is
Financial reporting is used to document how grant funds are spent
Yearly and final financial reports are used to track the use of funds:
- Yearly reports cover spending for a single project year
- Final reporting provides an overview of spending across the full grant period
Depending on the grant type:
- Some grants only require a final report
- Others require yearly reporting
Where do I see this in NORMA?
- My Tasks → Financial Reports
- Activities → Financial Reports tab
What e-mails will I receive?
- An e-mail notification when a report becomes available
- A notification when the report is approved or requires revisions
What can block me here?
- Missing or incomplete financial data
- Required documentation not attached
- Open budget revisions that must be completed first
See Financial Reporting for step-by-step instructions:
Budget revision
What this is
If changes to the approved budget occur during the grant period, a budget revision must be submitted.
A budget revision may also be automatically created after submitting a financial report if:
- The total reported amount differs from the approved budget
- A new budget item is introduced
- A budget item deviates significantly from the approved budget
Where do I see this in NORMA?
My Tasks → Budget Revision
What e-mails will I receive?
- A notification when a budget revision is created or requires action
- A notification when it is approved or returned for changes
What can block me here?
- Budget revision not submitted
- Budget revision not approved
See Budget Revision for step-by-step instructions
Final reporting (v2.0 vs v3.0)
What this is
Before a grant can be closed, a final overview of the total spending must be submitted.
The name of this step depends on your grant version:
- v2.0 → Final Financial Report
- v3.0 → Grant Closure Report
Both serve the same purpose: to provide a complete financial overview before the grant is closed.
Where do I see this in NORMA?
My Tasks → Final Financial Report / Grant Closure Report
What e-mails will I receive?
- An e-mail notification when the final reporting task becomes available
- A notification when the report is approved or requires revisions
What can block me here?
- Missing or incomplete financial data
- Required audit not included (if applicable)
- Unresolved budget revisions
See Final Financial Reporting v2.0 and Grant Closure Report v3.0 for step-by-step instructions
Refund
What this is
If there are unused funds at the end of the grant, a refund may be required.
A refund request is automatically generated after final reporting if unused funds exceed DKK 1.000.
Where do I see this in NORMA?
My Tasks → Refund Request
What e-mails will I receive?
- A notification when the refund request is created
What can block me here?
- Refund not completed within the required timeframe
See How to refund for step-by-step instructions
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