Award conditions

If your application is awarded by Dioraphte then the following grant conditions apply:

A. Definitions

1. In these grant conditions the following terms are defined as stated below:

Application	the request by an applicant, as submitted via the portal, for a grant from the Dioraphte Foundation;
Applicant	the person applying for a project to be carried out by his or her organization and, if an award is made, the beneficiary organization
Dioraphte	Stichting Dioraphte
Gift	the award by Dioraphte of a sum of money by way of donation in connection with an applicant’s project;
Maximum gift	a grant based on the budget of the cost of the project submitted with the application, with the applicant obliged to repay the grant on a pro rata basis if the actual cost of the project was ultimately less than budgeted
Portal	the portal through which applications, requests and other correspondence should be submitted to Dioraphte. This portal can be accessed at https://aanvragen.dioraphte.nl
Project	the applicant’s activity or set of activities, for which the application is made, as submitted through the portal
Project Advisor	the advisor working for Dioraphte in a particular field who advises the Dioraphte board on the granting of grants and who is the contact point for applicants when submitting (preliminary) applications
Award	the agreement between Dioraphte and the applicant regarding a gift, which is established by an award notice from the Dioraphte board and acceptance by the applicant
Preliminary application	a non-binding outline concept application to check with the project advisor as to whether an application can be considered for review by the board
Contingent gift	a gift or maximum gift whose disbursement is conditional on one or more conditions formulated by Dioraphte in the award
Website	Dioraphte’s website, www.dioraphte.nl
Scope of work	one of the areas in which Dioraphte supports projects, namely social initiatives in the Netherlands, social initiatives in some countries in Africa, science and research, performing arts and cultural heritage.

B. The application

2. By making a pre-application or application, the applicant accepts the applicability of these award terms and conditions to that (pre-)application and to its processing by Dioraphte, as well as to any award.
3. In addition to meeting these award conditions, the application and the applicant must meet the criteria and any additional conditions as shown on the website for the area of work in question.
4. The applicant guarantees that the information provided as part of the application is accurate, complete and not misleading. If it appears to Dioraphte that this has been materially violated, it may withdraw an award made on that basis in whole or in part and recover from the applicant any amount already paid on that basis.
5. Before and during the application, the project advisor is the applicant’s point of contact, but the project advisor is not authorized to make any binding commitment on behalf of Dioraphte. The Dioraphte board decides whether or not to grant on the application and, if so, in what form.
6. All correspondence regarding the application and any award should be submitted with the project number used by Dioraphte through the portal.

C. The award

7. After the Dioraphte board has decided on an award, the applicant receives an award message or a message that the application has been rejected via the Dioraphte portal. An award indicates if it is a maximum and/or conditional gift and, in the latter case, what conditions are attached to the gift.
8. Dioraphte owes no accountability or explanation to the applicant about whether or not to make an award and the terms of an award.
9. By submitting the first payment request through the portal, the applicant accepts the award and the specific conditions listed in the award notice. The applicant may also make this known earlier through the portal.
10. The award only creates for Dioraphte the obligation, under the conditions applicable to it, to pay the gift. Dioraphte does not accept any responsibility in relation to the project.

D. Payments

11. All payments by Dioraphte are made on the basis of justified payment requests from the applicant submitted through the Dioraphte portal. These should be in PDF on applicant’s letterhead and duly signed. The payment request will include at least the project number used by Dioraphte, the amount requested and the applicant’s bank account information. Payments shall be made only in euros and to bank accounts in the name of the organization in the country of establishment.*
12. The applicant should allow for a payment period of approximately six weeks.
13. In the case of a maximum gift or a conditional gift whose conditions are not already met at the time of the payment request, Dioraphte will pay a maximum of 90% of the gift. The remaining minimum 10% of the endowment should be requested through a payment request after submission of the report referred to in Article 16. Payment shall be made upon approval of the report referred to in Article 16.
14. For projects that extend over several years, the applicant should propose a payment schedule with milestones. Upon approval of this payment schedule, the gift will be made payable in installments based on interim reports on these milestones. The installment amounts are retrievable by a payment request through the portal.

E. Justification

15. If material changes occur in the project after award in terms of the activity(s) to be carried out, timeline and budget realization, the applicant must notify the project advisor with due diligence.
16. Upon completion of a project, a substantive and financial justification must be submitted within 3 months. The applicant is required to respond to Dioraphte’s requests for further clarification or substantiation with diligence.
17. For a maximum gift, the final award will be determined retrospectively based on actual costs incurred compared to budgeted costs. The award will be reduced pro rata if the project ended up costing less than according to the budget submitted with the application. Any excess amounts received must be repaid by the applicant to Dioraphte.
18. The applicant receiving a gift is obliged to notify Dioraphte without delay in case of fraud in the applicant’s organization.
19. The grantee applicant is required to notify Dioraphte immediately in the event of a successful cyber security attack, such as when an organization’s email account is hacked.
20. Dioraphte may at any time request itself or an external party to conduct an audit of the use of the gift in conjunction with the other costs, benefits, activities and results of the project. The applicant will cooperate and provide the information to make such an inspection smooth and efficient. If this reveals that the gift was spent on matters other than those stated in the application or that the applicant knowingly or grossly negligently provided Dioraphte with inaccurate information, Dioraphte shall have the right to charge the applicant for the cost of the audit and to reduce the gift in whole or in part and to reclaim all or part of what has already been paid.

F. Expiration of award

21. Een toekenning vervalt geheel of gedeeltelijk – zulks ter vrije bepaling door het bestuur van  Dioraphte – wanneer
    • 21.1 occurs the case referred to in Articles 4, 18 or 20, last sentence;
    • 21.2 within six months of the pre-agreed -or revised in writing in consultation with the consultant- end date of the project, the entire amount of the gift has not been requested;
    • 21.3 the applicant does not (or no longer) meet what is stipulated in these award conditions or the additional award conditions as stated in the award notice;
    • 21.4 the realization of the project does not take place in whole or in part or the nature or content of the project changes during realization;
    • 21.5 in the opinion of Dioraphte, the (financial) reports on the project do not comply with what has been agreed or do not reasonably provide sufficient insight into the completion of the project and/or the associated costs and/or benefits.
    • 21.6 an applicant’s action or circumstance potentially harms Dioraphte’s integrity, reputation or public perception. In this case, Dioraphte also reserves the right to take appropriate measures to limit the damage.
22. In case of full or partial forfeiture of the award as referred to in the previous article, amounts already paid (too much) must be repaid by the applicant. Dioraphte may, at its sole discretion, decide, notwithstanding the occurrence of any of the circumstances referred to in the previous article, to maintain all or part of a gift.

G. Data and confidentiality

23. Dioraphte will use the data on the project and the applicant only for the purpose for which it was provided. Dioraphte may seek advice on the application, the project and the applicant from third parties without pre-consultation, under an imposition of confidentiality, for the purpose of its decision-making on an award, and Dioraphte may then share any information as received from the applicant with such third party or parties.
24. Unless otherwise agreed upon at the time of award, the applicant and Dioraphte are free to disclose Dioraphte’s gift and vice versa.

H. Liability and disputes.

25. These conditions and any application and award are governed by Dutch law.
26. In the event of a dispute, Dioraphte’s liability shall be limited to the amount of the gift and any statutory interest and legal costs of litigation due thereon.
27. Any liability of project advisors, directors and employees of Dioraphte in relation to the processing of an application or award (pre-application or otherwise) is expressly excluded and they may invoke this exclusion directly against the applicant.
28. Disputes relating to an application or award will be submitted exclusively to the competent court in Amsterdam.

* Explanation of award condition 11

A justified payment request is a payment request that briefly explains why a specific amount is being requested at a specific time. For example, if an award has been made for $100 toward a three-year project and the contribution is for salaries, it is illogical to request a 90% advance payment at the beginning of year one. More logical then is to agree on a number of payments over a three-year period with a final payment of 10%. For a short-term one-year project, where a 90% advance payment is requested as early as the start, Dioraphte would like a brief explanation of why the additional funding is requested as early as the start of the project.