ITMS

What it means

ITMS is the monitoring information system in which projects funded from EU funds are submitted and managed in Slovakia. For the 2021-2027 programming period the ITMS21+ version is used, while the previous period ran on ITMS2014+. The beneficiary communicates with the managing authority through it for the whole life of the project.

The system has a public part showing calls, approved projects and absorption, and a non-public part for applicants and beneficiaries. Access to the non-public part is created for a specific person authorised to act for the organisation, and login is usually done with an eID card.

Through ITMS the applicant submits the grant application, signs the contract and files payment claims, monitoring reports and information on public procurement. Most communication with the managing authority therefore happens electronically in one place.

How it works in practice

For a payment claim, accounting documents, bank statements and proof of delivery showing eligible expenditure are uploaded to ITMS. The quality of these documents determines how quickly money is reimbursed, so it helps to record project costs on a separate analytical account or cost centre.

The beneficiary must keep the project separate in its books, retain documentation for the required period after the project ends and make sure that figures in ITMS match the accounts. Differences between the amount claimed and the costs booked are a common reason for reductions.

Money from the Recovery Plan is not administered through ITMS but through a separate system. When applying for a grant, it is therefore important to check which source funds the call and which portal and procedures apply to it.

What to watch out for

Deadlines in ITMS are binding and the system will not accept a late submission. Monitoring reports must be filed for several years after the project ends, while the sustainability of results is tracked. Missing an obligation can lead to repayment of part of the grant.

During checks, the managing authority also reviews contracts awarded during the project. Procurement errors, such as unjustified restriction of competition, lead to financial corrections, meaning part of the expenditure is not recognised. It is best to consult on procurement before launching it, not when filing the payment claim.