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IRSES International Research Staff Exchange Scheme

Call: FP7-PEOPLE-2009-IRSES GA N° 247518

FP7 Specific Programme “People”

Marie Curie Actions

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IRSES Call history

Call 2 - FP7-PEOPLE-2009-IRSES

•  Call deadline: 27 March 2009 •  Proposals: 178 received, 1 ineligible •  Total available budget: 30M€ •  Total requested budget: 45M€ •  107 proposals retained for funding (+10 in reserve list) •  111 funded

All information available on a regular basis on Cordis Website: http://cordis.europa.eu/fp7/dc/index.cfm?fuseaction=UserSite.PeopleDetailsCallPage&call_id=174#additionaldocs

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Exchange programme:

•  Multi-annual joint exchange programme (4 years) •  4 WPs underpin:

•  Two-way staff secondments between institutions –  Short term exchanges (up to 1 year per person in total)

–  Seconded staff: researchers, technical staff

•  Exchanges to/from Europe (not between EU/AC partners) •  Staff are seconded (maintain salary in institution of origin and have the

right to return) •  Partner institutes select their staff for exchange

ONDA - IRSES Staff exchange Programme

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EU MEMBER STATES:

•  UNIMORE IT (20)

•  ILL FR (7)

•  ESRF FR (12)

•  ICN SP (7)

•  IMDEANano SP (10)

THIRD COUNTRIES:

•  IOFFE RUS (35)

•  PNPI RUS (21)

ONDA- IRSES Flow of the exchanges

() N° researchers seconded months

Nationals from EU going to Russia

Russian partner going to EU/AC

See Gantt in DoW

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Negotiation

Con

trac

tual

tim

elin

e

Project Start

Project Account

Staff Seconded

Grant Agreement

CA/PA Agreement

Financial Reporting

Union Pre-financing

Kick off Meeting Final

Payment

Final Reporting

Project Implementation

Start Interim Period Finish

Interim Paymnet

Interim Paymnet

Signature GA

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Hierarchy of Law sources

FP7 Rules of Participation

+ Financial Rules (FR)

Consortium/Partnership Agreement CA/PA

Grant Agreement (GA) Annexes I,II, III …

MC ACTIONS GRANTS FP7 People Specific

Programme

The CA/PA comply with the regulations of the Rules of Participation and the Grant Agreement provisions, in case of incompatibility

it applies the superior legal source which takes the precedence over

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IRSES Grant Agreement (GA)

Signed by EU (REA) and the Consortium (Multibeneficiary)

•  GA Structure: •  Core part: GA parameters, •  Annex I: DoW, (the project) •  Annex II: General Conditions, •  Annex III: Specific provisions for funding schemes (IRSES) •  Annex V: Form C

+ Consortium Agreement mandatory

•  Due to technical issues, the GA production for IRSES - Calls 2009 - is delayed •  Article 2 of the GA stipulates that the effective starting date is to be notified

by the beneficiary (15/06/10) •  There is no problem for to start on 15/06/10. This will be indicated as start

date in our and therefore costs for secondments will be eligible from that date although they can only be claimed after the GA has been signed by the REA.

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Read particularly GA provisions related to…

•  Financial provisions 1. Payment modalities 2. Eligible costs 3. Upper funding limits 4. No financial collective responsibility

•  Other provisions –  Reporting –  Amendments

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Consortium/Partnership Agreement

Consortium agreement (CA): an agreement signed between the beneficiaries only for the purpose of the project.

Partnership agreement (PA): signed between the beneficiaries and the partner organisations (all) for the purpose of the project.

These agreements (Consortium and Partnership) were signed: –  before the signature of the GA. –  between participants only; the Commission/REA are not part to any of these 2

agreements,

•  They complement and supplement the GA without conflicting it.

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12 sections +

7 Attachments (incl. Draft secondment agreement)

Consortium/Partnership Agreement

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CA/PA deal with knowledge management – IPRs

Attachment 1 CA/PA

Art 8 CA/PA

IPR terminology:

•  Foreground: Results generated within the Project

•  Background: pre-existing information and rights

•  Access Rights: licenses and user rights to Foreground and Background

•  Use: Includes commercial and further research purposes

•  Ownership: each participant owns the foreground it generates

•  Joint ownership (in absence of specific agreement): –  any owner can grant non-exclusive licenses to third parties,

subject to prior notification and fair and reasonable compensation to the other owner(s) with no right to sub-licence

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ONDA Access Rights

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ONDA Budget and Grant

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IRSES EC contribution Financial rules

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Eligible costs

•  Actual –  however People specific programme

includes the possibility of Flat rate costs

•  Incurred within the duration of the project –  Reflect the duration of secondments

•  Registered in the accounting following the usual practices of the beneficiaries

•  Used for the sole purpose of the project (economy efficiency effectiveness)

•  Have been indicated in the overall budget in Annex 1

•  Identifiable taxes, including VAT

•  Duties

•  Interest owed

•  Provisions for possible future losses/charges

•  Exchange losses

•  Costs reimbursed in respect of any other EU project

•  Debt and debt service charges

•  Excessive or reckless expenditure

•  not travel and subsistence costs for scientists moving from one MS/AC to another MS/AC or from a third country

to another third country.

Non eligible costs

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Supporting documents

Type of costs related to secondments:

•  Travel tickets: airplane (economy class), Train tickets (1° class is allowed), by car (own or hired - invoice).

•  Local transport costs: metro, bus tickets and taxi (intra-city).

•  Accommodation costs.

•  Subsistence and sundries.

•  Visa and insurance.

The costs must be adequately recorded. For each secondment – complete and keep the following documents to demonstrate that secondment were undertaken and costs are actually incurred.

•  Travel invoices, Transport tickets and boarding passes,

•  Time sheets for each seconded staff unit (see next slide).

•  Local transport tickets and receipts.

•  Secondment agreements (or letters between Home and Host organisation).

•  If travels by using own car, reimbursed eligible costs according your institution accounting practice: i.e. motor km allowance, vehicle hiring costs, or reimbursement of fuel consumption calculation (per distance) + motorway bills.

–  provide a map showing the route of the journey.

•  Invoices and receipts for accommodation and subsistence (hotel bills, meals, breakfast, restaurants etc),

•  Keep copies of agendas workshops, meetings where you actively participated.

•  Partners lists signed at relevant meetings.

•  Minutes and transcripts from the meetings.

•  For event keep and file copies of the material presented at workshop demonstrating an active contribution (articles, posters, slideshows, proceedings, abstracts etc.).

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Time-sheets

Per each researcher seconded record the effective duration of the staff exchange

Hours on project

N° of productive hours per year X 12 = n° of person months

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Calculating eligible costs for each secondment

For each secondment: a detailed breakdown listing each cost item and reference to supporting documents

Sum and consolidate listing total costs for each mission and secondment in the following table:

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Conversion rates

•  Costs shall be reported in EUR.

•  IOFFE and PNPI with accounts in currencies other than EUR shall report in EUR on the basis of the exchange rate that would have applied either:

–  on the date that the actual costs were incurred or

–  on the basis of the rate applicable on the first day of the month following the end of the reporting period.

–  the daily exchange rates are fixed by the European Central Bank and may be obtained at the following internet address: http://www.ecb.int/stats/eurofxref/ or, for the rate of the first day of the month following the reporting period, in the relevant OJ of the European Union.

–  For the days where no daily exchange rates have been published, (for instance Saturday, Sunday and New Year’s Day) you should take the rate on the next day of publication.

–  The use of other sources for exchange rates (other than the ECB) is admissible only where no other solution is possible (i.e. when ECB does not include the daily exchange rates for a particular currency).

•  UNIMORE, ICN, IMDEA, ESRF, ILL with accounts in EUR shall convert costs incurred in other currencies according to their usual accounting practice.

Fluctuations may occur, however have in mind that exchange losses are a non eligible cots.

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Reporting Costs FORM C What is it?

•  It is a cost statement, a declaration on honour that its content is real and reliable (also from Audit point of view)

•  Has to be filled and submitted by beneficiaries not later than 60 days after the end of each reporting period (electronically and paper)

•  Has to be signed by beneficiary’s representative

•  Includes cost projects details, •  Accompanying the Periodic Report(s) The

Form C must be submitted via FORCE, printed out, signed by the Legal Representative, duly dated and stamped, and sent to the REA.

•  It is checked by REA officials against FP7 rules, the GA conditions and the provisional budget established

•  If inconsistencies are found beneficiaries are contacted in order to have complementary information

NO

NO

NO

NO

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Sustainability – is the allowance enough?

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Payments schedule

a) pre-financing in accordance with GA Article 6, •  will be paid within 45 days following the entry into force of the GA (signature) •  the amount ca. 65% of the total EC contribution minus the 5% reserved for the

Guarantee Fund (retained).

b) interim payments corresponding to the amount accepted for each reporting period.

c) final payment corresponding to the amount accepted for the last reporting period plus any adjustment needed.

Where the amount of the EC financial contribution: –  is less than any amount already paid to the consortium, REA shall recover the

difference. –  is more than any amount already paid to the consortium, REA shall pay the difference

as the final payment.

The total amount of the pre-financing and interim payments shall not exceed 90% of the maximum EC financial contribution defined

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Payments flow

TOTAL EU CONTRIBUTON = 100%

Pre-financing 5% for Guarantee fund

Interim Payment

month 2

month 36

Month 48

Project duration

Guarantee Fund restitution = 5%

After final payment

FP7 Guarantee Funds (GF) to cover amounts due and not reimbursed by defaulting partners GF intervene. At the end of the project the 5% of EU contribution is

returned to the beneficiaries

month 24

month12

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Interest on prefinancing

•  Interest bearing bank account –  Obligation to use Interest bearing bank account for all coordinators –  Exception for pre-financing of less than 50.000 euro –  Following GA and FR, interest must be recovered

•  How to declare interests –  Interest generated by pre-financing must be declared in the FORM C (specific box) –  They will be offset, usually at the final payment

–  UNIMORE ONLY.

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Claiming payments to UNIMORE

Send to UNIMORE a request of to your pre-financing Send a DEBIT note containing the amount to be paid to your bank account.

•  UNIMORE will make the transfer to bank account indicated in the CA annex.

•  The coordinator is not responsible for delays in bank transfer because of value days applied by banks for concluding transfer to vs. third countries

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When to report

The coordinator must submit the following reports within 60 days after the end of each reporting:

•  Mid-term Report on the first half of the reporting period without a financial statement; Art. III.4 and in Art. I.10 of the GA Activity Report description of the progress of exchange activities/transfer of knowledge activities and an

overview of the work progress compared to the original work programme (ideally using a Gantt chart) described in Annex I to the grant agreement (to highlight differences, if any, between planned work according to Annex I and the work actually carried out);

•  Periodic Report: activity report including a financial statement period "Form C" – Annex VI of the GA) from each beneficiary.

•  Beneficiary means a EU MS/AC project participant – Art.1 of the GA (Calls 2009 and following)

•  Final Report on the whole project duration (within 60 days of the end of the project); –  a final publishable summary report covering results, conclusions and socioeconomic impact of the

project. –  a report covering the wider societal implications of the project, including gender equality actions,

ethical issues, efforts to involve other actors and awareness as well as the plan for the use and dissemination of foreground.

•  UNIMORE and WP leaders are responsible for the preparation of the workpackages progress and they will gather all necessary information from the other participants involved and transmit the final version of this sections to the Coordinator

GA identify which reports are requested and when they must be submitted.

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Further ….

At end of each Reporting Period the consortium shall report for each researcher the following information related to the project:

•  the name and contact details, gender and nationality of each researcher;

•  the name and the location of the home organisation and the host organisation •  the duration of the secondment period during that particular reporting period;

•  In addition, at the end of the project the consortium shall report the total duration of the secondment period for each researcher.

… and After the End of the Project The coordinator shall submit a report on the distribution of the EC financial contribution between beneficiaries.

–  To be submitted 30 days after receipt of the final payment.

SUMMARY OF THE SECONDMENT OF RESEARCHERS DURING THE REPORTING PERIOD

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Report: Indicative Table of Content

GENERAL PROGRESS OF THE PROJECT a detailed description of the modifications in the report

Qualitative indicators of progress and success in line with workplan and milestones description of progress towards the milestones and deliverables)

PROJECT ACHIEVEMENTS •  Scientific highlights and research achievements •  Transfer of knowledge and Training activities (workshops…) •  Dissemination of results (conferences, publications…)

PROJECT MANAGEMENT •  Overview of the activities carried out by the partnership, identification of problems encountered and corrective action taken.

ADDITIONAL INFORMATION •  any additional information, which may be considered useful to assess the work done during the reporting period. •  The socio-economic aspects of the project.

TIPS: •  Is of suitable quality to enable direct publication by the REA? •  Is comprehensive, and describes the work carried out to achieve the project's objectives; the main results, conclusions and their

potential impact and use and any socio-economic impact of the project. Please mention any target groups such as policy makers or civil society for whom the research could be relevant.

•  Includes where appropriate, diagrams or photographs and the project logo, illustrating and promoting the work of the project. •  Provides the address of the project Website (if applicable) as well as relevant contact details.

For final report include also information for the following sections: •  PERSON IN CHARGE QUESTIONNAIRE •  USE AND DISSEMINATION OF FOREGROUND

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How to report? The reporting tools SESAM and FORCE

Electronic submission: •  SESAM, online reporting tool allows for submission of all necessary documents except the

financial statements "Form C". –  http://ec.europa.eu/research/participants/portal/appmanager/participants/portal.

•  FORCE system to submit the financial statements "Form C" that accompany the periodic reports.

–  http://webgate.ec.europa.eu/sesam/index.do

The registration for both systems should be done only once by the person authorized to manage the project

Once registered, the list of projects related to the user for which s/he has registered will appear. The user can choose the project s/he wishes to work with.

Paper copy submitted to the REA by mail. (a) Mid-term Review Report submitted via SESAM, printed out, signed by the Scientist-in-Charge

and the Researcher and sent to the REA.

(b) Periodic Report(s) submitted via SESAM, printed out, signed by the Scientist-in-Charge and the Researcher and sent to the REA.

(c) Financial statement (Form C) accompanying the Periodic Report(s). The Form C must be submitted via FORCE, printed out, signed by the Legal Representative, duly dated and stamped, and sent to the REA.

(d) Final Report must be submitted via SESAM, printed out, signed by the Scientist-in-Charge and the Researcher and sent to the REA.

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Approval of Reports

Reports can only be analyzed by REA if they are complete (including all required financial documents)

•  REA has 105 days to evaluate and execute the corresponding payment, •  No tacit approval, •  After reception REA may:

–  Approve, –  Suspend the time-limit requesting revision/completion, –  Reject them giving justification, possible termination, –  Suspend the payment,

•  Non-compliance with deadline can lead to termination of the GA and recovery of funds,

  Grant Administration: Externalisation to an executive agency REA   Project Officer: Mr Thierry JACQUIN   Email: Thierry.JACQUIN@ec.europa.eu

  Research Executive Agency REA   Marie Curie Actions – Fellowships   COV 2, B-1049 Brussels, Belgium   Stay in contact: inform PO about any potential problems at an early stage;

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Planning consensus over Periodic Report Deadlines

We would like to propose you a timetable and organisation of works in order to get this report ready respecting the official deadline:

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Publications (peer reviewed)

The list of scientific publications (see article II.12 of the GA) starting with the most important ones, should specify:

–  publication name, –  date and page in order to be able to identify it

scientific publications published before or after the final report, such details/references and an abstract of the publication must be provided to the REA at the latest 2 months following publication. Furthermore, an electronic copy of the published version or the final manuscript accepted for publication must also be provided to the REA at the same time for the purpose of publication by the REA if this does not infringe any rights of third parties.

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Table B1: List of applications for patents, trademarks, registered designs, etc.

Type of IP Rights: Patents, Trademarks,

Registered designs, Utility models, etc.

Application reference(s) (e.g. EP123456) Subject or title of application Applicant(s) (as on the

application)

•  Provide the plans for exploitation. •  The applications for patents, trademarks, registered designs, etc. must be listed according to the

template provided below. •  The list should specify at least one unique identifier e.g. European Patent application reference. If

applicable, contributions to standards should be specified.

ONDA exploitable foreground

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ONDA exploitable foreground

Table B2: Overview table of exploitable foreground

Exploitable Foreground

(description) Exploitable

product() or measure(s)

Sector(s) of application

Timetable, commercial

use

Patents or other IPR exploitation

(licences) Owner & Other Beneficiary(s)

involved

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Publicity

All publications or any other dissemination relating to foreground shall include the following statement to indicate that said foreground was generated with the assistance of financial support from the Community:

•  The research leading to these results has received funding from the [European Community's] Seventh Framework Programme ([FP7/2007-2013] under grant agreement n° [247518].

Any dissemination activity shall be reported in the plan for the use and dissemination of foreground, including sufficient details/references to enable the Commission to trace the activity

Logos to be used and for guidelines on their use: •  http://cordis.europa.eu/fp7/mariecurieactions/irses-manage_en.html •  http://europa.eu/abc/symbols/emblem/download_en.htm •  http://europa.eu/abc/symbols/emblem/graphics1_en.htm

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•  Information People programme •  http://cordis.europa.eu/fp7/people/home_en.html

•  Read carefully the GA and all its annexes before starting to implement IRSES project http://cordis.europa.eu/fp7/calls-grant-agreement_en.html#people_ga

•  Amendments Guide for FP7 Grant agreements on •  ftp://ftp.cordis.europa.eu/pub/fp7/docs/amendments-ga_en.pdf

•  For any uncertainty on how to implement your GA within the national, regional or local legislation, contact your Mobility National Contact Point select "Mobility" as the NCP function

•  http://cordis.europa.eu/fp7/ncp_en.html –

•  European Researcher’s Mobility portal •  http://ec.europa.eu/euraxess/index_en.cfm

•  Reporting Guidance Notes •  http://cordis.europa.eu/fp7/mariecurieactions/irses-manage_en.html

•  Marie Curie Webpage •  http://ec.europa.eu/research/mariecurieactions

•  Marie Curie IRSES project management •  http://cordis.europa.eu/fp7/mariecurieactions/irses-manage_en.html

•  The FP7 Helpdesk service •  http://ec.europa.eu/research/index.cfm?pg=enquiries

PEOPLE Marie Curie Actions in FP7

Information

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Any questions?

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Thank you for your attention ...

Getting

funding is only the

beginnig....

In bocca al lupo! Good luck!

Желаем удачи! Viel Glueck!

Onnea hakemukesellenne! Bonne chance ! Buena suerte ! Sok szerencsét! ...Boa sorte!...

…Srečno!