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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS Kick-off Meeting ENDO-VV – endoVascularVision: new endoscopic tools for real time vascular assisted.

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Presentation on theme: "FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS Kick-off Meeting ENDO-VV – endoVascularVision: new endoscopic tools for real time vascular assisted."— Presentation transcript:

1 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS Kick-off Meeting ENDO-VV – endoVascularVision: new endoscopic tools for real time vascular assisted vision Grant agreement nº: Barcelona, 01/10/2010

2 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 2 Index: 1) Basic Rules IAPP projects 1.1) Explanation of different Cost categories 1.2) Payments 1.3) Recruitments/ Secondments 2) Basic information of the project 2.1) Start/end date 2.2) Reporting periods »Progress Reports »Periodic Reports »Final Reports 3) New Budget for each partner 4) Planned meetings 5) Recommendations for the execution

3 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 3 1) Basic Rules IAPP projects 1.1) Cost categories: Fellows Living allowance (salary)Cost Category A Mobility allowance Cost Category A Travel allowance Cost Category B Career Exploratory allowance Cost Category C Networking Contribution to networking costs, consumables etc Cost Category E Project Management Costs associated with the IAPP project reporting requirements etc Cost Category G OverheadsCost Category H Small equipment for SMEs Cost Category I

4 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 4 1) Basic Rules IAPP projects (cost categories) Cost Category A (living allowances) Whom: Recruitments/ secondments How Much? Depends on 3 factors 1.level of experience: Early-stage researcher Experienced researcher with 4-10 years experience Experienced researcher with > 10 years experience 2.type of contract : employment contract (Type A) or stipend (Type B) 3.Country Correction Coefficient What if the fellow changes level of experience during the project? The fellow is always paid at the level correct for the time of recruitment to the project or at the time secondment commences (for split stays this is the time the first stay begins)

5 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 5 1) Basic Rules IAPP projects (cost categories) Cost Category A (mobility allowances) Whom: Recruitments – Secondments with international mobility How Much: Depends on 2 factors –Family status of the fellow: Family – base rate = €800 per month No family – base rate = €500 per month –Country Correction Coefficient What if the family status changes during the project? The mobility allowance is calculated for the family status at the time of recruitment to the project or at the time secondment commences (for split stays this is the time the first stay begins)

6 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 6 1) Basic Rules IAPP projects (cost categories) Cost Category B (travel allowances) Whom: All fellows receiving a mobility allowance How Much: Fixed amount based on the direct distance (in a straight line) between the place of origin and the host institution of the fellow One payment for every period of 12 months or less (i.e. when the first or last period is less than 12 months). What if there is a split stay? Only one travel allowance shall be paid per ‘sum’ of 12 months of secondment

7 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 7 For whom? Only for recruited fellows with a stay of at least 12 months How much? Fixed amount of €2 000 paid to the fellow What is it used for? It is for the fellow to use at their own discretion for their career development e.g. to pay travel costs to an interview etc. Can the career exploratory allowance be used to pay for the complementary skills training? NO, if complementary skills training was foreseen it cannot be used to pay for this If the fellow decides themselves to go on a course not offered as complementary skills training they can pay for it from their career exploratory allowance Career Exploratory Allowance – Cost Category C

8 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 8 … Career Exploratory Allowance – Cost Category C Is the career exploratory allowance taxed? Like mobility and travel allowances it depends on local taxation rules Institutes can operate this as a ‘virtual real cost’ category. This means that fellows can submit receipts for travel to interviews etc which can be used to grant exceptions from tax. The fellow must receive the full amount they are entitled to. What records do we need to keep for EU audit purposes? Same as for living, mobility & travel allowances ie: –Proof of payment of the salary to the fellow and of the deductions for social security etc –Employment contract/agreement with the fellow –Evidence that the fellow worked on the project: this can include lab books, conference abstracts, library records, etc

9 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 9 1) Basic Rules IAPP projects (cost categories) Cost Category E (Contribution to the research/training/transfer of knowledge programme expenses ) How much? Fixed amount of €1.200 per fellow month What is it used for? It is used for the costs of performing the project: –Publication of vacant positions, training courses etc –Research costs, conference attendance etc –Co-ordination between participants including network meetings How is it distributed between the partners? It is allocated during negotiation according to the fellow months but the consortium can agree to distribute it differently, in this case it should be addressed in the consortium agreement

10 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 10 1) Basic Rules IAPP projects (cost categories) Cost Category E (Contribution to the research/training/transfer of knowledge programme expenses ) What if we don’t use as many fellow months as foreseen? The fixed rate of €1.200 applies to the implemented fellow months, therefore the maximum allowable for category E, by the end of the project, is the total number of fellow months delivered x Can we spend more at the beginning of the project? YES, the amount is applied per project, and does not need to be spent in the same timeframe as the fellow months

11 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 11 1) Basic Rules IAPP projects (cost categories) Cost Category G (Management activities (including audit certification)) How much? Amount specified and agreed during negotiation up to 3% of the total EU contribution. What is it used for? Costs associated with the preparation of the reports and other documents required by the REA: –Declarations of conformity, progress reposts, mid-term report, periodic reports and final report –Certificate on financial statements (CFS) Consortium agreement Salary of a person recruited to manage the project ENDO-VV MANAGEMENT: Centralized by coordinator to cover management of the project, website, advertisemen costs and dissemination, and audit certifications. Funds destined to cover the final workshop will also be directly managed by the coordinator.

12 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 12 1) Basic Rules IAPP projects (cost categories) Cost Category H (Contribution to overheads) How much? Amount up to 10% of the total direct costs of the period. –This excludes costs of subcontractors and the costs of the resources made available by third parties which are not used in the premises of the beneficiary. What records do we need to keep for EU audit purposes? None, beneficiaries do not report on the use of the overheads, only on the amount claimed. Do we need to spend the money evenly over the lifetime of the project? YES, the amount is applied per period, and must be proportional to the costs claimed for the reporting period.

13 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 13 1)Basic Rules IAPP projects 1.2) Payments: Contract Signature Interim Report (after the 2 first years) Final Report Project duration: 4 years Prefinancing Interim Payment Final Payment

14 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 14 1)Basic Rules IAPP projects 1.2) Payments: TOTAL EU CONTRIBUTON = 100% Prefinancing = 60% 5% goes to the Guarantee fund Project duration Interim Payment = up to 25% (based on The costs claimed) Final Payment = 10% Guarantee Fund reimbursement = 5%

15 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 15 1) Basic Rules IAPP projects 1.3) Recruitments/Secondments 1.4.1) Recruitments: External recruitment cannot exceed secondment ≥ 50% of the total appointments (PMs) must be secondments Recruitment is no substitute for secondment

16 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 16 example payments Project total value = € Prefinancing paid = € Coordinator recieves € (Guarantee Fund receives €50.000) SITUATION 1SITUATION 2SITUATION 3 1 cost claim: € cost claim: € cost claim: € Maximum amount payable INTERIM PERIOD = € i.e. amount claimed Maximum amount payable INTERIM PERIOD = € i.e. 25% of EU contribution Remaining in accounts: =600 Remaining in accounts: =450 Remaining in accounts: =-50

17 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 17 1) Basic Rules IAPP projects 1.4.1) Recruitments: Who can be recruited? Experienced researchers from outside the partnership Nationality: ANY country other than the country of the host Institution Mobility: researchers must not have resided or carried out their main activity in the host country >12 months within the last 3 years prior to the recruitment Qualification and researcher experience: –4-10 years of research experience (ER) –>10 years of research experience (MER) Duration of the recruitment: –minimum 1 year – maximum 2 years Vacancies internationally published (SESAM vacancy tool, press, websites, internet, conferences, mobility portal, etc) Recruitment: NO split stays are applicable

18 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 18 1) Basic Rules IAPP projects 1.4) Recruitments/Secondments: 1.4.2) Secondments: Nationality: no nationality restrictions Staff members of a participant institution must have been active continuously for at least 1 year at that Institution immediately prior to secondment Qualification and researcher experience: -≤ 4 years of research experience - No PhD (ESR) years of research experience or PhD (ER) ->10 years of research experience (MER) Duration of the secondment: minimum 2 months – maximum 2 years Reintegration period: guaranteed for at least 1 year into the home institution

19 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 19 1) Basic Rules IAPP projects 1.4.2) Secondments: Secondment: can be split in several stays during the duration of the project, BUT: Accumulated duration has to be min. 2 months/max. 24 months Not going beyond the project duration Duly justified and clearly addressed in the proposal and in Annex I Should make sense for the project/researcher

20 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 20 1) Basic Rules IAPP projects 1.4.2) Secondments: MOBILITY CONDITIONS -Max. 30% Trans-national mobility within the same country. - Staff exchange has to be always inter-sector.

21 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 21 2) Basic information of the project 2.1) Start/end date: - Duration: 48 months - Start date: 01/09/ End date: 31/08/ ) Reporting periods:

22 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 22 3) New budget for each partner: why: a) secondments are paid by the sending institution. b) Management is centralized by the Coordinator FCRB: Management: ,00 eur Overhead: ,96 eur TOTAL BUDGET: ,96 eur

23 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 23 3) New budget for each partner: KUL: Overhead: eur TOTAL BUDGET: ,53 eur

24 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 24 3) New budget for each partner: TMB: Overhead: ,51 eur TOTAL BUDGET: ,51 eur

25 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 25 3) New budget for each partner: PROFILES:

26 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 26 4) Planned meetings: Scientific progress meetings: every 3 months. Internal meetings with researchers and Task managers. General project meetings: every 6 months.

27 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 27 5) Recommendations for the execution: Start immediately with advertisement for the newly recruited fellows Start organising the secondments foreseen for the first few months Any deviation from the plans foreseen in the GA has to be Communicated to the Project Coordinator duly justified and agreed upon in advance with the Project Officer

28 FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS 28 THANK YOU!


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