Asylum Migration and Integration Fund (AMIF) Payment Checklist

The Asylum Migration and Integration Fund (AMIF) supports EU Member States in managing asylum, migration and integration processes. Payments from the Fund are subject to strict eligibility and reporting rules. This page provides a concise, stepbystep checklist that helps national authorities, implementing partners and beneficiaries prepare and submit payment requests that meet EU requirements.

1. Confirm Eligibility of the Action

• Verify that the intervention falls under one of the three AMIF objectives:
  • Humanitarian assistance (e.g., reception conditions, legal aid)
  • Integration of beneficiaries (e.g., language training, employment programmes)
  • Migration management (e.g., return assistance, border management)
• Check that the activity is included in the approved grant agreement or implementation plan.
• Ensure that the project start date is after the grants effective date and before the enddate stipulated in the agreement.

2. Prepare Supporting Documentation

Document	Purpose	Required Format
Signed Grant Agreement	Proof of contractual relationship	PDF, signed by all parties
Activity Log / Implementation Report	Details of work performed during the reporting period	Excel or PDF
Financial Statement	Breakdown of eligible costs incurred	Excel standard AMIF template
Invoices / Receipts	Evidence of expenditures	Original scanned copies
Certificates of Completion (if applicable)	Confirmation that a subproject is finished	PDF

3. Validate Eligible Costs

• Only costs classified as eligible in the grant agreement may be claimed (e.g., personnel, travel, consumables, subcontracting). Check the latest AMIF Cost Manual.
• Apply the correct cost rate (full cost, flat rate, or perdiems) as defined for each cost category.
• Exclude any noneligible items such as:
  • Capital expenditures not approved
  • VAT that is not recoverable
  • Fines or penalties
• Ensure that total claimed amount does not exceed the available balance in the specific budget line.

4. Perform Internal Checks

1. Financial reconciliation: Compare the financial statement with bank statements to confirm that amounts match.
2. Technical verification: Confirm that reported activities correspond to deliverables listed in the implementation plan.
3. Compliance audit (if required): Conduct a short audit or have an external auditor sign off before submission.

5. Complete the Payment Request Form

The European Commission provides an online portal (EUROS) for all AMIF payments. The form must contain:

• Grant reference number and beneficiary identification code.
• Reporting period (start and end date).
• Breakdown of eligible costs by category.
• Total amount requested.
• Bank details (IBAN, BIC) of the receiving entity.
• Signature of the authorized signatory (digital signature accepted).

6. Attach Supporting Files

Upload all documents listed in Section2. The portal accepts the following file types: PDF, XLSX, JPG, PNG. Each file must be under 10MB; larger files should be compressed or split.

7. Review the Declaration

Before clicking Submit, tick the declaration box confirming that:

• All information is true and complete.
• No doublepayment or doublecounting will occur.
• The request complies with the AMIF Financial Regulations (2022/2024).

8. Submit the Request

Once submitted, the system generates a Reference Code. Keep this code for later correspondence. The Commission typically acknowledges receipt within 5working days.

9. Respond to Queries (if any)

If the Commission raises questions, you must reply within 15calendar days. Typical queries concern:

• Missing invoices.
• Clarification of cost classification.
• Discrepancies between reported activity and budget line.

Providing prompt, complete answers speeds up payment processing.

10. Receive the Payment

After approval, the payment is transferred to the bank account indicated in the request. Funds are usually available within 20working days from the date of approval. Verify that the amount received matches the approved figure.

11. PostPayment Reporting

• Update the financial ledger with the received amount.
• Prepare a short implementation note (max 2pages) summarising how the funds were used.
• Submit the postpayment report together with the next periodic report, as required by the grant agreement.

Common Pitfalls & How to Avoid Them

• Late submission Set internal deadlines at least one week before the official reporting deadline.
• Incorrect cost rates Doublecheck the latest rate table; rates may change annually.
• Missing signatures Use a digital signing workflow to ensure the authorised signatory signs each request.
• Inconsistent figures Rerun the financial statement after adding late invoices to avoid mismatches.
• Noneligible expenses Conduct a quick eligibility test with the cost manual before uploading invoices.

Useful Links

• EU Funding & Tenders Portal AMIF Section
• Frequently Asked Questions (FAQ)
• AMIF Cost Manual (PDF)
• EUROS Online Submission Form

Summary Checklist

Step	Action	Completed?
1	Confirm action is eligible under AMIF objectives
2	Gather all required documents (grant, reports, invoices)
3	Validate that costs are eligible and correctly priced
4	Perform internal financial and technical checks
5	Fill out the online payment request form
6	Upload supporting files (PDF/XLSX, max 10MB each)
7	Sign the declaration of accuracy
8	Submit and record the reference code
9	Answer any Commission queries within 15days
10	Verify receipt of funds in the bank account
11	Submit postpayment implementation note