Below you find the most common supporting documents and information needed for an application. Always check your application with the grants coordinator/project management team before proceeding with an application.
Budget
Project budgets are always drafted in a specific template. Please contact the Project Management team for further information.
Communication and Publication Costs
The most recent information regarding Communication and Publication Costs can be found here.
Frequently used documents in applications
- SIPRI Registreringsbevis SE 2025-03-25
- SIPRI Registration Certificate 2024-09-02 ENG
- SIPRI Certification for being a Non Profit Organisation
- SIPRI Establishment 1966
- SIPRI Financial Identification (for EC applications only)
- SIPRI Legal Entity (for EC applications only)
- SIPRI Organigram (Please see the tab HR/Organigram)
- SIPRI Profile Text
- SIPRI Publication communication costs
- SIPRI Statutes
- SIPRI Annual Report 2023 ENG – not signed
- SIPRI Annual report 2023 signed
- SIPRI Annual Report 2022 ENG – not signed
- SIPRI Annual Report 2022 SWE signed
- SIPRI Tax Evidence
- SIPRI VAT Exemption
Donor Information
Follow the link for Donor specific information (e.g. registration ID, formats, OH).
Equivalency Determination (“ED”)
Some US based donors require that an independent evaluation of SIPRI’s non-profit status. Please contact the Grants Manager for more information.
EU Tender Documents
Check the EC Participant Portal for the latest news on applications.
Exchange rate
For applications to any UN organ, use the official UN exchange rate website – Treasury – UN Operational Rates of Exchange.
For all other applications: use the exchange rate found on InforEuro (the official EU exchange rate site) when converting any currency.
Always run your application’s budget by the Grants Manager before submission.
Financial Administrative Manual
Currently under review. Some Donors (e.g. Sida) require proof of SIPRI’s internal financial support functions. Please use the Manual in the link Ekonomihandbok SIPRI 20211203 vers 2.
Format
Some Donors have specific forms to fill out for an application and budget and some do not. If you need help setting up a budget form, please contact the Grants Manager.
GAD
If you do not have access to GAD, please contact the Grants Manager.
IT Costs
If you are planning a project with IT components, please see this dedicated page on available IT resources.
The average cost for a complete work station is appr. SEK 30,000 (June 2023). For cost for specific software, please contact the IT Department.
Letter of Support (LoS)
Some donors require all partners in a Consortium to include a Letter of Support (LoS) with an application. You can download a template LoS here.
Management
All applications for projects over more than one year and/or with a budget over SEK 50,000 must be cleared by Management before submission.
Meetings/Seminars
Remember to factor in all meeting related costs, e.g. venue, catering, materials, communication, fees to speakers, parking, translation/interpretation.
Tranås Resebyrå may also assist in planning for a meeting or seminar. Remember to include their fee in the budget, if using Tranås Resebyrå.
Memorandum of Understanding (MoU)
Please contact Partnership Manager Sofie Waller Snygg for any discussions regarding the signing of an MoU or the content of an existing MoU.
Older Applications
You can find older applications in GAD. If you do not have access to GAD, please contact the Grants Manager.
Organisational ID
SIPRI’s organisational ID is 802006-2660. Please note that this is not a VAT number as SIPRI is not registered for VAT.
Outreach and Operations Staff
Always remember to factor in the cost of Outreach and Operations staff (Editorial, Communications Grants Manager, HR, Management, IT etc.) in the application budget.
Overhead (OH)
Always remember to factor in OH costs to cover the cost of SIPRI’s rent, office supplies etc. NB! The cost for Outreach and Operations staff is not included in the OH calculations but should be budgeted separately.
Different Donors have different rules regarding how much OH can be charged. Go to the Information on Donors page or check with the Grants Manager in each specific case.
Per Diem/Daily Allowance
The Swedish daily allowance for stays abroad is updated yearly by the Swedish Tax Authority. Click here for this year’s rates.
A visitor to Sweden may receive the daily allowance for Sweden as updated yearly by the Swedish Tax Authority. Click here for this year’s rate (NB! The page is only available in Swedish).
The EU Per Diem rates are updated regularly. Click here for the current rates.
The US Per Diem rates are updated yearly on October 1st. Click here for the current rates.
Policy Documents
- SIPRI Anti-Corruption Policy
- SIPRI Data Policy
- SIPRI Equality Policy
- SIPRI Safeguarding Policy
- SIPRI Social Media Policy
- SIPRI Travel Policy and Regulations
- SIPRI Work Environment Policy
Proposal Flowchart
The Proposal Flowchart outlines the indicative timeline and process for the work from idea to a project.
Project Management Guidelines
The Project Management Guidelines are designed to clarify responsibilities in project management, from pre-bid to post-closure.
Project Plan and Monitoring Tool (PPMT)
The PPMT allows you to efficiently plan for the project implementation pre-bid and follow up on work being done during the project run.
NB! The PPMT or a Gantt chart must be included in all project proposals. If not required by a donor, it is still an essential part in the budgeting process of a project application.
Salary Costs
Please contact either the Grants Manager or the Head of Operations for this year’s actual salary costs.
Salary Increase
It is recommended that all proposed fees based on salary costs should be escalated at an annual rate of 3%.
Signatories
The Director, Deputy Director and Head of Operations are all official signatories and may sign any application.
NB! No other person at SIPRI is authorised to sign an application, contract or the like.
Social Security Status
SIPRI is registered as an Employer in Sweden. If a Donor requires proof that SIPRI has met its obligations concerning social taxes, please contact the Grants Manager who will contact the Swedish Tax Authorities to obtain a written confirmation to the effect.
NB! It will take up to one week to receive such a confirmation.
Travel Costs
Tranås Resebyrå (Tranås Travel Agency)
Phone: +46 (0)140 37 50 00
E-mail: info@tranas-resebyra.se
Self-service: https://e-travelmanagement2.amadeus.com/login/sipri
Please note that you must be a registered user for the Self-service function. For further information, see the How to Book Tickets with Tranås on the Travel information page.
Please contact Tranås Resebyrå for current prices for flights, hotels and transfer costs.
Tranås Resebyrå charges a service fee for all bookings.
The travel insurance fee is included in the yearly salary costs. However, some high risk countries have additional fees. Please contact Human Resources for more information.
In case of arranging an event, please check budget details with the SIPRI events team.
VAT
SIPRI is not registered for VAT in Sweden. Click here to obtain the Swedish Tax Authorities’ Certificate.
W-8BEN-E
SIPRI is VAT exempted in the US. Click here to obtain the necessary documentation.
//Updated: March 21, 2023