BAFA guide after consulting

Collect the documents. Submit the proof of use correctly.

Once your funded consulting project is complete, the proof-of-use stage begins. This guide explains what to have ready, who must sign and which BAFA portal to use.

BAFA document status August 2026. The latest authoritative templates are always available directly from BAFA.

Start the guide Open the BAFA portal

Guided client workflow

Your BAFA proof of use in 13 steps

Work from top to bottom. Open a step, follow the numbered instructions, then tick “Done”.

Before you begin: collect these details

Having these details ready makes the BAFA forms much faster to complete. Tick each item once you have the information.

BAFA information letterReference without “UBF”, postal code, email address recorded with BAFA, coordinating body and the date by which everything must be submitted.Company detailsFull legal company name, legal form, address and the name of the owner or managing director.Registered purpose and principal activityWording from the commercial register or trade registration, plus a short description of the company's actual principal activity.WZ 2008 codeOfficial notation uses a dot, for example 71.12. In the BAFA portal, start the search with the first two digits without a dot.Find WZ codeEmployees and financial figuresEmployee count, annual turnover and balance-sheet total for the latest completed financial year.Ownership and linked enterprisesShareholders, ownership percentages, partner enterprises and linked enterprises.De minimis aid receivedAll de minimis certificates for your business and linked enterprises for the period requested in the form.Consulting project documentsConsulting report from Sternberg Consulting, invoice and an official bank statement showing full payment.

0 / 13Steps completed

Your next stepReview the information letter and deadline

Prepare every required document

Before opening the portal, have the access details, official forms, report, invoice and payment evidence complete.

Follow these steps

Confirm that the report covers the initial situation, analysis, identified weaknesses, recommendations and practical implementation guidance.
Attach only genuine work products, such as a gap analysis, audit report or technical deliverable.
Download the official ESF Plus questionnaire here and complete it truthfully.
Include the completed ESF Plus questionnaire as a component or appendix of the consulting report.
Sternberg Consulting sends you the consulting report after the project ends. Have the complete report signed by the consultant and your business.
Open the final PDF and check its page count, final page, appendices and signatures.

What to select in the ESF Plus questionnaire

Worked example for ISO 9001/QMS consulting delivered through virtual meetings, digital documentation and paper-light evidence management:

Gender equalityAll questions: No

The QMS consulting did not cover gender competence, gender parity, gender-sensitive approaches, stereotypes, structural inequalities or work-life compatibility.

Non-discriminationAll questions: No

There was no specific discriminated target group, mandate to reduce discrimination risks or barriers, legal compliance review, or anti-discrimination training.

Sustainable eventsYes: virtual working meetings

Select only when the consulting was genuinely delivered wholly or partly online.

Environmental criteria in procurementYes: other sustainable criteria

Select only if sustainability criteria in supplier evaluation or procurement were actually recommended or discussed.

Resource conservationYes: avoiding waste

This fits digital, paper-light QMS documentation and digital evidence management.

Environmental protection and mobilityNo

Do not select public transport, rail travel or company bicycles unless they were an actual consulting topic.

Environmental sustainability competenceYes: participant awareness

Select only if resource-efficient digital working methods were explicitly discussed during the consulting.

These answers are not a universal BAFA answer key. Select Yes only where the measure was genuinely part of the consulting and is documented clearly in the consulting report. If a point does not apply, select No.

Important

The ESF Plus PDF does not replace answering the ESF questions again in the BAFA portal.

Download ESF Plus questionnaire Download consulting report guidance Check the BAFA original

Done

Submit the proof of use in the BAFA portal

Transfer the details, answer both questionnaires and upload each evidence file under the correct category.

Complete the signed proof-of-use process

After submission, BAFA emails a link to the completed proof-of-use form. Download it, sign it and send it through the upload area.

Official resources

Official required BAFA forms and guidance

We update these download copies regularly. Before submitting, always check the latest authoritative version on the official BAFA programme page.

EU SME and de minimis declarationDownload PDF ↓BAFA source ↗

EU Charter of Fundamental Rights declarationDownload PDF ↓BAFA source ↗

Monitoring questionnaireDownload PDF ↓BAFA source ↗

ESF Plus questionnaireDownload PDF ↓BAFA source ↗

Guidance on the consulting reportDownload PDF ↓BAFA source ↗

Guidance on funding, payment and evidenceDownload PDF ↓BAFA source ↗

Before sending

The 60-second final check

Do the funding reference, company name and coordinating body match throughout?
Are the report, invoice and payment consistent in content and timing?
Is every PDF complete, legible and assigned to the correct category?
Are all required handwritten signatures present?
Will the signed proof-of-use form reach the upload area by the stated deadline?

Still before consulting? Open the BAFA eligibility check

Updated 5 August 2026. This page is a working aid and does not replace the BAFA information letter or a funding decision. Portal, deadlines and form versions were checked against the official BAFA programme page and must be checked again before each actual submission. Official BAFA programme page ↗

Collect the documents. Submit the proof of use correctly.

Your BAFA proof of use in 13 steps

Before you begin: collect these details

Prepare every required document

What to select in the ESF Plus questionnaire

Submit the proof of use in the BAFA portal

Complete the signed proof-of-use process

Would you like us to prepare your BAFA documents?

Find WZ code

11. What other effects did the consulting project have?

Gender equality

Is gender competence developed?

Is gender parity considered?

Are gender-sensitive approaches used?

Does the project reduce gender stereotypes?

Does the project reduce structural gender inequality?

Are work-life compatibility issues addressed?

Non-discrimination

Is there a specific target group?

Are structural discrimination risks reduced?

Is accessibility considered?

Were anti-discrimination requirements reviewed?

Are project staff regularly trained?

Environmental sustainability

Are events organised sustainably?

Does procurement follow environmental criteria?

Does the project conserve resources?

Is environmental protection considered in mobility?

Is environmental sustainability competence developed?

Official required BAFA forms and guidance

The 60-second final check