Specific assistance – Financial reporting (e-Report) on assistance for research and for innovation and development

Any organisation (company, research centre, institution) that has signed a grant agreement with the Walloon Region for research, development and innovation.

How to do it

For Win4Doc (granted from 2025 onwards) and for Win4Expertise (granted from 2026 onwards) funding:

Log in on to our new e-report platform.

The first time you log in (for each research agreement):

• IIf you are the person authorised to submit incurred expenses, you should request access as the principal validator using the form available for download below, entitled ‘Main contact person declaration’. This declaration must be signed electronically (using eID) and sent to the Financial Management Department by email (ereport.recherche@spw.wallonie.be).

If necessary, it is always possible to sign by hand and send the declaration by post ; 

• IIf a principal validator has already been appointed within your organisation, they can grant you access directly via the platform.

If you experience problems logging in or using the e-Report platform, visit the e-report FAQ page.

For other forms of assitance:

1. You must first download a statement of expenses. This statement, drawn up according to the type of assistance granted, can be found at the bottom of the relevant page. The table below will help you choose the right file.

*FTo complete this statement, follow these instructions: (1) download the file, (2) go to the "Downloads" folder on your computer, (3) right-clic on the downloaded file, (4) select "Properties", (5) go to the "General" tab, (6) tick the ‘Trust this file’ box under ‘Attributes’, (7) click on "Ok"

       2. Next, you need to complete this statement based on the expenses incurred over a given period (six months). If necessary, explanatory notes can also be found at the bottom of the page ;

       3. Once you have completed the file, simply email it together with the claim form, as indicated in the explanatory notes, to the Financial Management Department (dc.dgf.dgo6@spw.wallonie.be). 

Since 1 January 2025, if you do not wish to submit your claim form by email, you can submit it via the Mon Espace portal. All the relevant information regarding this change can be found in the explanatory notes below (Useful documents). Your previous files will not be lost and you will always be able to consult them.

If necessary, it is always possible to sign the claim form by hand and send it by post.

Auditing and payment procedures

These practical arrangements are associated with a detailed financial auditing procedure and a clear definition of eligible expenses, summarised in a guide setting out the budgetary structure of research assistance agreements and the necessary supporting documents. The guide also sets out the flat-rate amounts applied under the agreements in order to simplify the process of justifying expenses.

This ‘Guide to eligible expenses’ must be strictly followed. The research agreement signed with Wallonia explicitly refers to the applicable version of the Guide.

Statements of expenses are subject to consistency checks and targeted checks, following which any remarks are communicated to you. Once these checks have been carried out, an official letter will be sent to you informing you of the amount to be paid. The determination of this amount will depend, in particular, on the advance payment received at the start of the research (working capital), the amount of expenditure approved during the period under review, and when the expenditure occurred in relation to the duration of the research.

Checks to ensure that the expenses match the budget and cross checks (‘multi-project beneficiaries’) are also carried out. In addition, on-site audits are carried out in order to check the accounting records and verify that the documents submitted have been properly processed.

Until the research file is closed, checks may be carried out which may result in adjustments to previously approved amounts.