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UCT Prague Research at UCT Prague Internal Grant Agency (IGA) Student social project (SIGA) Project management

Project management

25. 3. 2026 Counselling and Career Centre

After Grant Approval

Congratulations — your project has impressed the committee, and they have decided to provide financial support. What happens next?

You can find the overall evaluation of your application, any comments from the committee, or remarks on the budget in the electronic application under the Attachments tab.

The approved budget is also available in the electronic application. This budget is binding; for more information on the use of financial resources, see the Financial Management section.

In the electronic application, under the Budget tab, you will also find the assigned fund number in the information system and a link to it. There you will see the gradual spending of funds as you submit settlements and documents to the Counselling and Career Centre (see  Financial Management again for more details).

The implementation of activities should correspond to the plan and description you provided in your application. After the project ends, you will need to address the fulfillment of the planned objectives in the Final Report (see Final Reports for more information).

Essentials for Organizing an Event

When preparing an event, there are several points to keep in mind that will make organization easier and ensure success and satisfied participants. These mainly concern preparing the venue and program, promotion, and documentation.

FAQ: What should you not forget?

1. Events held on school premises must follow the official directive — read it in advance!
2. Arrange the date and venue well ahead of time and reserve the venue.
3. Think about event promotion:
i. Where and how you want to promote the event
ii. Include event promotion in your social media plan or agree on appropriate promotion on the school’s social networks
iii. Instagram – contact the social media administrator at least 3 weeks in advance
iv. School email – write the text (in Czech and English; if the event is not intended for English
speakers, state this at the top of the message). Send it to information@vscht.cz at least 2 days in advance. Don’t forget to specify the target group (entire school, only certain years/levels, etc.). Exact rules are available on the intranet
v. The use of the school logo etc. also has its own rules; you can find them on the intranet — study them to avoid unnecessary problems or delays with promotion
4. If you want to use school merchandise at the event, choose the items and send the list in advance to pkc@vscht.cz. Don’t forget to include your SIGA project number.
5. If someone will be helping at the event under a DPP contract, follow these instructions and contact the ACC at least 3 weeks before the event date or assistance.
6. If you will be taking photo/video reportage documentation at the event, you are required to inform visitors. Place a simple notice at all entrances stating that photo/video recording is taking place and what visitors should do. If someone does not wish to be photographed, they have the right to know and either not attend or notify the photographer. The photographer must be clearly marked. You can use photographers cooperating with the Communications Department; more information on photographing events can be found in the Student Clubs: Step by Step brochure.
7. If you want to use sponsorship, barter cooperation, etc. with external commercial companies, contact pkc@vscht.cz in advance and arrange the proper procedure (it is not possible to collaborate with certain companies).
8. In registration forms, include GDPR consent.
i. If your club is a “student club,” these rules apply
ii. If you are a registered association, include a link to your own internal Privacy Policy.
You can find many details and contacts for organizing events in the Student Clubs: Step by Step handbook — read it!

Financial Management

Proper handling of entrusted financial resources is the foundation of success (and your peace of mind). Carefully review the following points to ensure proper and efficient use of your funds.

The project leader is obliged to manage financial resources economically and in accordance with generally binding legal regulations.

The use of financial resources is based on a detailed itemized project budget according to the approved proposal of the social project in the electronic application.

You can check the current spending of your project in the MIS system (here) after logging in on the main page. The link is also available in the application with the submitted project proposal, and an automatic monthly update of expenditure is sent by e-mail to the project’s principal investigator.

You can find the current funding in your project in the MIS system (here on the main page, logging in is necessary). The link to your project funding disbursement is also available in the app with the submitted application, and an automatic update is sent to the main researcher once a month via email. 

Address everything in a timely manner. Processing requests takes time due to internal processes of individual departments (paying an invoice or issuing an advance payment can take several days).

If you are unsure about a payment or contract, please ask.

When communicating with PKC, always include the name of your project + SIGA – remember that you are not the only one with a project dealing with its finances. :)

General Rules

The project leader must verify that the price for a given service/item is the most advantageous (meets required parameters and is the lowest possible).

Only the main project leader or a specifically authorized member of the project team may handle financial settlements and reimbursements (the main leader must send an email confirming that a given person is authorized to handle finances with PKC).

Funds are allocated for one calendar year only and cannot be transferred to the following year. All accounting documents (originals) must be submitted to the Counselling and Career Center no later than December 15 of the given year.

IMPORTANT:
When purchasing drugstore goods or office supplies, first check whether the required items are available in the university warehouse (in MIS: Internal Orders – Catalogue – HERE – available after intranet login).

If available, make a list (item number, quantity) and send it in time to pkc@vscht.cz (include your project specification). Only items not in stock may be purchased externally.

Scholarships, Work Agreements (DPP), Other Contracts

Scholarships:
Students of the university assisting with events may receive compensation via scholarships. Payments are made retrospectively after the event to the student’s account.

The main project leader must submit a list (name, surname, faculty, level of study, amount) along with project details to PKC by the 17th day of the month.

Work agreements (DPP):
Must be arranged at least 14 days before the event. Follow the guidelines and then contact PKC.

All agreements (DPP, contracts, rentals, binding orders) must be signed by the university bursar. Resolve these at least 14 days in advance.

Final signed contracts must be delivered to PKC; a copy goes to the other party.

Documents and Payments – What is Accepted?

Payments can be made in cash or cashless (card, bank transfer). Every payment must be documented with an original tax document. Other types of documents will not be accepted.

Types of Documents

A tax document (receipt, invoice) must always include:

  • seller identification (company name, address, ID number, VAT number if applicable)
  • itemized list (item name + price)
  • VAT breakdown
  • total price
  • payment method (cash, card, bank transfer for invoices)

An invoice must also include:

  • buyer details: University of Chemistry and Technology, Prague (NOT your name!)
  • address:
    • Technická 5
    • 166 28 Prague 6
    • ID: 60461373
    • VAT ID: CZ60461373
  • seller’s bank account number
  • date of the event and other agreed details

Not eligible for reimbursement:

  • alcoholic beverages
  • fuel

For amounts above 20,000 CZK (excluding VAT), a purchase order must be issued in advance—consult PKC in time.

Types of Payments

Cash payments:
Reimbursed based on settlement, which must be submitted without unnecessary delay (no later than the 8th day of the following month). Advances may be provided.

Invoice payments:
You can pay invoices yourself and then request reimbursement, or the university can pay them directly—send them to PKC as soon as possible.

Large electronics retailers often have university accounts with discounts—check with PKC in advance.

⚠️ IMPORTANT:

  • Advance invoices from e-shops cannot be paid, but many shops issue invoices with due dates—check with PKC.
  • The university does not allow deposit payments. If required, students/organizers must pay it themselves and ensure proper proof of payment and refund.

Final Reports

After your project is completed (at the latest by the end of the project period, see Documents related to SIGA), you need to write and submit a final report. The report is submitted in the same electronic system where you applied for project support.

TIP: If you have already completed all activities related to your project, don’t hesitate to fill out the final report even in the middle of the year—you don’t have to wait for the deadline. All activities and achievements will still be fresh in your memory, and if you happen to make a mistake, there will be time to revise it. If your activities are spread throughout the entire year, we recommend taking brief notes on their progress so you have something solid to base the report on later.

In the final report, you will summarize how successfully you carried out the project according to the predefined goals, what the response was, how the financial resources were used, etc. The form in the application will guide you through the whole process—don’t overlook the tips next to each field.

Be concise and specific. The committee wants to know how well the project turned out and what exactly the outcomes represent. Moreover, the final report may influence the allocation of funds for long-term projects in the next project period.

IMPORTANT! The report must be submitted both using the button within the report form and again after returning to the MIS application. You will receive a confirmation email once it is submitted. If anything needs adjustment or completion, we will contact you.