Accounting and Finance Service
It manages the financial operations of the Ministry, including the financial operations of Slovenia's representations abroad, ensures the legality of financial operations, and carries out appropriate supervision of financial operations and the use of budgetary funds. It prepares reports for the Bank of Slovenia on balances in the foreign currency accounts of Slovenia's representations abroad.
It monitors and is actively involved in the preparation of financial regulations of the Republic of Slovenia and amendments thereof. It prepares reports, information and analyses and makes proposals to the Minister, the Government and the National Assembly.
The Ministry is actively involved in the planning and raising of European financing for projects (co-)financed by EU funds such as the Internal Security Fund, the Instrument for Financial Support for Border Management and Visa Policy, and the Recovery and Resilience Plan. It monitors spending and makes claims for the reimbursement of allocated funds from the EU to the national budget.
It keeps a record of concluded contracts and monitors the fulfilment of financial obligations under such contracts, prepares proposals for programmes evaluated in financial terms, issues order forms, keeps a record of received invoices, prepares payment orders for the payment of the Ministry's obligations towards suppliers or contractors and payment to public employees on the basis of travel orders.
It keeps an inventory of newly purchased movable and immovable fixed assets and is responsible for increasing the book value of fixed assets whose value has increased following a public procurement procedure.
It ensures the financial and material conditions for the work of Slovenia's representations abroad. On the basis of source accounting documents, it keeps a financial and material record of transactions of representations abroad, supervises the correctness of accounting records of revenue and expenditure and, on such basis, prepares secondary accounting documents – financial reports of representations abroad, which are then submitted to the Public Accounting Directorate of the Ministry of Finance.
It monitors the assumption of liabilities by representations abroad and maintains a list of contracts concluded by individual representations and, on such basis, makes an assessment of the necessary annual funds.
Management of EU funds
The Ministry of Foreign and European Affairs participates in the following EU funds:
External Borders Fund (2008–2013) – Archive website
Internal Security Fund (2014–2020) – borders
The Ministry executed projects to support the implementation of the Common EU Visa Policy, (co-)financed by the EU, such as: development of a revised Visa Information System (VIS), provision of quality connectivity to the Ministry of Foreign Affairs, purchase of hardware and software to support the processing of visa applications, purchase of fingerprinting equipment, purchase of equipment for the detection of forged documents, adaptation of VIS to EES requirements and other IT systems, improvement of security standards, functions and processes at representations in third countries, EES (Entry-Exit System) – Ministry of Foreign Affairs, standard consular training and language courses for employees of consular departments.
The programme documents of the Internal Security Fund and substantive and financial data on its implementation are available at the website of the responsible body of the fund, i.e. the Ministry of the Interior.
Instrument for Financial Support for Border Management and Visa Policy (2021–2027)
Under the current financial framework, the Ministry is carrying out projects to support the implementation of the EU’s common visa policy, which are (co-) financed by the European Union through the Instrument for Financial Support for Border Management and Visa Policy, as part of the Integrated Border Management Fund.
The Ministry of the Interior and Public Administration, which manages the Instrument, publishes its programme documents, as well as substantive and financial information on its implementation, on the evropskasredstva.si web portal.
Salary expense
Trained personnel are essential for efficient visa procedures at Slovenian diplomatic missions abroad and for the implementation of Instrument-related projects at the Ministry of Foreign and European Affairs in Ljubljana. This ensures high-quality, client-oriented services while safeguarding the security and integrity of visa procedures and fully respecting the human dignity and integrity of visa applicants and holders.
The project's objective and expected outcomes are to ensure that six of Slovenia’s missions outside the Schengen Area are permanently staffed, enabling visa operations to run smoothly and ensuring a high standard of service by processing a comparable number of visa applications annually. Another objective and expected outcome of the project is to ensure the smooth and effective implementation of the activities under the projects for which the Ministry has applied for co-financing from the Instrument.
Total project value: EUR 5,500,000.00
EU financing (100%): EUR 5,500,000.00
Ensuring quality connectivity
The project ensures the smooth operation of ICT systems, including in locations where connection quality to the Ministry of Foreign and European Affairs in Ljubljana may be compromised, such as in remote regions or in those where telecommunication markets are less developed. High-quality, responsive and reliable connectivity is crucial for the efficient implementation of visa procedures at Slovenian missions abroad.
The expected outcomes of the project include the provision of high-quality connectivity based on existing contracts with telecommunications service providers at seven selected locations of Slovenian diplomatic missions and consular posts abroad, where the risk of outages or communication instability is heightened owing to their remote location or less developed telecommunications infrastructure. If needed, new locations may be added, or existing locations may be changed.
Total project value: EUR 900,000.00
EU co-financing (75%): EUR 675,000.00
Procurement and maintenance of software components for the national Visa Information System
The project ensures the smooth and efficient implementation of visa procedures while maintaining high-quality services for applicants, in line with European legislation. To this end, an efficient and stable national visa information system will be further developed, upgraded and maintained to ensure accessibility and full compliance with EU norms, as well as with current technological and security standards.
Planned activities include several cycles of system upgrades, regular maintenance and investments in applications, connections and the digitalisation of processes, ensuring the continued optimal performance of the national Visa Information System through the use of up-to-date components and applications.
Total project value: EUR 5,481,666.67
EU co-financing (75%): EUR 4,111,250.00
Standard consular training
The objective of the project is to regularly update knowledge and skills, facilitate the exchange of experience, ensure the efficient and high-quality implementation of visa procedures, and strengthen cooperation between the various national authorities in the Republic of Slovenia, as well as between the Member States participating in the training programmes.
Regular training of staff responsible for visa operations, covering all relevant areas, including legislation, ICT, personal data protection, best practices, trends, security and migration risks, crisis response and customer service, prevents abuse and ensures the high-quality and efficient implementation of visa procedures. This facilitates legitimate travel while minimising migration and security risks. The project involves holding regular annual consultations and training courses for all consular staff and other public employees who perform tasks relevant to the day-to-day conduct of consular affairs or work in the field of the EU’s common visa policy, as well as content-focused regional consultations, both in Slovenia and at diplomatic missions and consular posts abroad.
Total project value: EUR 740,000.00
EU co-financing (75%): EUR 555,000.00
Pilot development and deployment of biometric data capture kiosks
The pilot project will assess the feasibility of deploying biometric data capture kiosks at designated locations accessible by authorised officials. If proven viable, the large-scale deployment of the tested solution will be initiated, enhancing the efficiency of visa procedures for users while ensuring high-quality service for clients in accordance with European legislation.
The project's objectives are to pilot the development and testing of kiosks for biometric data capture, analyse the legal and economic aspects of their use, and, if the pilot is successful, introduce biometric data capture at kiosks as part of visa procedures.
Procurement of a document verification service
The project aims to facilitate the implementation of the common visa policy by using the services of specialised external contractors to verify the authenticity and validity of documents submitted by applicants as part of the visa procedure. This will reduce the workload of staff at the Republic of Slovenia’s diplomatic missions abroad who are responsible for decision-making in visa procedures, optimise these procedures, and reduce migration and security risks by helping to prevent abuse.
Contracts with service providers are expected to be concluded gradually, initially at selected Slovenian diplomatic missions and consular posts abroad or in specific regions, and subsequently at other locations as required, based on experience gained.
Total project value: EUR 642,333.34
EU co-financing (75%): EUR 481,750.00
Activities to support the digitalisation of visa application processing
The project aims to optimise and facilitate the efficient implementation of visa procedures through further digitalisation, whilst ensuring a high standard of service for clients, as required by European legislation.
The project's objectives and expected outcomes are to establish an online portal for purchasing travel health insurance, a platform for direct, secure communication between any number of parties in different locations, an option for secure online payment of fees when submitting online visa applications, and the use of artificial intelligence to provide information on visa procedures.
Total project value: EUR 680,000.00
EU co-financing (75%): EUR 510,000.00
Procurement and maintenance of ICT hardware
Owing to the rapid development of technology and security standards, modern ICT hardware and software are crucial for the efficient implementation of visa procedures that are time-efficient for clients and user-friendly for staff. Modern ICT equipment also includes hardware for the transmission, storage and other aspects of visa application processing. The project ensures that the Ministry and Slovenian diplomatic missions abroad are equipped with state-of-the-art ICT hardware that operates reliably, swiftly and securely, in accordance with applicable regulations and with minimal errors.
The project covers the procurement and maintenance of ICT hardware, including server and network communications equipment, personal computers, laptops and monitors. It also includes the procurement of specialised equipment, such as biometric fingerprint readers, (travel) document readers, signature pads, cameras, specialised printers, document verification equipment and other modern peripheral or supporting ICT hardware. Provision is also made for leasing a managed virtual server infrastructure service for the deployment of applications to support visa operations.
Total project value: EUR 3,685,000.00
EU co-financing (75%): EUR 2,763,750.00
Improving standards, operations and processes at consular posts
The procurement of effective and modern security, technical and protective equipment will enhance the security of staff, clients, documentation and consular equipment used in visa operations. Acquiring a transport vehicle will improve the security of equipment transport to the diplomatic missions and consular posts of the Republic of Slovenia abroad and facilitate logistical support for visa operations. Purchasing property will enable infrastructure adaptations at selected Slovenian diplomatic and consular locations to meet the requirements for carrying out visa procedures. Modernising the infrastructure of parts of buildings designated for visa operations primarily aims to improve the quality of services for visa applicants and accessibility for clients, update the infrastructure and equipment designed to support work processes and ensure the safety of staff and clients through the appropriate application of the Schengen evaluation recommendations. The project aims to ensure the smooth operation of diplomatic missions and consular posts abroad in the safest possible conditions, providing efficient, client-friendly services while maintaining the security and integrity of visa procedures.
Total project value: EUR 2,000,000.00
EU co-financing (75%): EUR 1,500,000.00
Licences for software components
The ultimate objective of the project is to ensure that visa procedures are time-efficient for clients and user-friendly for staff. The project aims to ensure the optimal operation of the information system at Slovenian diplomatic missions and consular posts abroad, as well as at the Ministry of Foreign and European Affairs in Ljubljana. This will enable the national visa system and other information systems and subsystems, including hardware, system software and application software, to operate reliably and quickly in accordance with regulations and standards with as few errors and delays as possible. This objective is also supported through the licence purchases or rentals.
Total project value: EUR 1,154,333.34
EU co-financing (75%): EUR 865,750.00
Participation of experts in the Schengen evaluation and monitoring mechanism, and in meetings of EU working bodies
The participation of experts from the central authority in the Schengen evaluation and monitoring mechanism (Schengen evaluations) of Slovenia in visa operations ensures higher-quality evaluations and provides a wider circle of experts with direct insight into the legislation and best practices of participating countries, which is crucial for effectively implementing recommendations. Attendance at meetings of EU working bodies, EU-LISA and other relevant institutions, as well as international events and forums related to visa operations (e.g. outsourcing and migration), is crucial for developing and implementing an effective common visa policy.
Wider participation by central authority experts in the Schengen evaluations of Slovenia, greater dynamism in the internal oversight of visa operations and increased participation of public employees in relevant meetings and international events enhances the competence and understanding of key staff in areas such as legislation, standards and the main trends relevant to visa policy (e.g. migration, ICT, security standards and infrastructure), while strengthening Slovenia's integration into the international community, and its role in shaping visa policy and exchanging best practices in visa operations.
Total project value: EUR 300,000.00
EU co-financing (75%): EUR 225,000.00
Recovery and Resilience Plan (2020–2026) – development area: Digital Transformation
The Ministry participates in the investment “Modernising the digital environment of public administration” with a digitalisation project in the area of the Ministry of Foreign and European Affairs, which comprises five activities:
- Digitalisation of processes in implementing development cooperation and humanitarian aid projects,
- Public portal for development cooperation and humanitarian aid (MRSHP),
- Digitalisation of the eTurist form,
- VisaApp mobile application for visa applications via mobile devices,
- Science Diplomacy portal of the Republic of Slovenia.
The Office of the Republic of Slovenia for Recovery and Resilience acts as the national coordination unit.
