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FAQ SFD 2014-2020

1. I require access to the Structural Funds Database 2014-2020.  From where can I apply to access the system

The Application Form together with information on the application process is accessible at this page​.  Once the account is created, you will receive an automated email with the credentials.  The database is to be accessed through Google Chrome at https://sfd.gov.mt/sfd1420​.

2. How long does it take for system access to the be granted.

Access is normally granted within 24 hours that the duly completed application form reaches the ICT Unit. Users at Beneficiary level who are still awaiting for access should liaise with the Managing Authority (Project Manager) for update of their application’s progress. 

3. I forgot the password to access SFD1420.  Can you provide me with a new password?

Kindly click on ‘Forgot Password’ that is present on the login screen and follow the onscreen instructions. An automatic email will be sent enabling you to set a new password. 

NOTE: The ICT Unit never asks for users' passwords. As per Government of Malta ICT policies, never give your password to anyone.

4. I am changing employment. Whom should I inform to close my SFD account?

Requests to de-activate accounts are to be sent either by the user or by the user's organisation to the Managing Authority.  The account will be de-activated by the ICT Unit and automatic email will be sent to the user.  Note that the user remains liable for all transactions performed by the user account until the account is de-activated.  

5. I have a problem regarding the SFD14-20. Whom should I contact?

If the problem encountered is specifically business related the user is to contact the Managing Authority (project manager).  If the issue is related to IT in nature the user needs to contact the EU funds ICT Unit , preferably with a screenshot. 

6. When inserting or amending a record the system is informing me that the record is locked on myself.  Why is this happening?

When the user amends or inserts a new record, before proceeding to another tab the user must save or undo that record.  If the user moves to another tab without closing the record, that record becomes locked.  If this happens the user must log out of the system and log in again. 

7. Is there a size limit on the documentation I can upload?  What document formats can I upload?

There is not a specified limit on the document size when uploading, however it is recommended to keep file size to the minimum.  It is always recommended to upload all documents in PDF format for ease of portability, but the system also accepts documents in certain other formats. 

8. I need to upload a document in a payment claim that has already been confirmed / paid.  From where can I do this?

If the Beneficiary needs to upload a receipt, a clarification or any document (except invoices and supporting documentation) after a payment has been confirmed by the Project Leader, the Beneficiary can upload this document under the ‘Post-confirm Doc’.  This tab will be available only after the claim has been confirmed. Further information in the user manual. 

9. Will I receive any kind of notification that a payment claim has been rejected?

When rejecting a payment, the Line Ministry and the Treasury department have the option to send a system generated Email to the Project Beneficiary or Line Ministry that the said payment has been rejected, specifying also the rejection reason. 

10. What is the difference between the payment claim and the payment claim multiple invoices?

At the Payment Claim module the user may process an invoice that is directly payable to the supplier or a reimbursement request that is linked to just one invoice. 

At the Payment Claim Multiple Invoices module the Beneficiary may process a Reimbursement Request that is linked to more than one invoice. 

11. What reference number am I going give to a reimbursement claim?

The Reimbursement Reference number is automatically generated by the system.  When inserting a reimbursement request the field reimbursement reference number is greyed out and is then automatically generated upon saving. 

12. What is the difference between a procurement and a contract?

In the Procurement section the user is to input the details and documentation of the process of finding and acquiring good , services or works from economic operators often via tendering, competitive bidding process or direct orders.

In the Contract section the user is to input the binding terms between the Contracting Authority and the economic operator/consortium upon which the goods or services will be acquired. 

13. How can I know that an invoice has been paid?

You may track the progress of the payment claim from the tab ‘Payment Authorisation’.  When the invoice is paid an ‘invoice paid’ message will be displayed also under the top grid together with the payment date. Further information in the user manual. 

14. I am trying to input the financial plan at payment claim but I am getting an error?  “Please enter a small amount for Eligible in Financial Plan; not enough funds are left in the Eligible of the Contract” What is the problem?

Financial plans are allocated at each level (Operation – Activities – Sub-activities – Contracts - Payment Claims).  In order to enter the financial plan in a level, there must be the necessary allocation available at a higher level (e.g.  in order to enter a financial plan at payment claim level there needs to be the same amount or higher at contract level.)  ​