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

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: 251356

Barcelona, 01/10/2010

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• Index:1) Basic Rules IAPP projects

1.1) Explanation of different Cost categories1.2) Payments1.3) Recruitments/ Secondments

2) Basic information of the project2.1) Start/end date2.2) Reporting periods

» Progress Reports» Periodic Reports» Final Reports

3) New Budget for each partner4) Planned meetings5) Recommendations for the execution

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1) Basic Rules IAPP projects1.1) 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

Overheads Cost Category H

Small equipment for SMEs Cost Category I

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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)

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• 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)

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• 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

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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

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… 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

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• Cost Category E (Contribution to the research/training/transfer of knowledge programme expenses )

How much?

• Fixed amount of €1.200 per fellow month


• 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

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• 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 1.200

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

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• Cost Category G (Management activities (including audit certification))

How much?

• Amount specified and agreed during negotiation up to 3% of the total EU contribution.


• 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.

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• 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.

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1) Basic Rules IAPP projects

1.2) Payments:

Contract Signature

Interim Report(after the 2 first years)

Final Report

Project duration: 4 years

PrefinancingInterim

PaymentFinal Payment

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1.2) Payments:

TOTAL EU CONTRIBUTON = 100%

Prefinancing = 60%5% goes to the Guarantee

fund

Project duration

Interim Payment = up to 25% (based onThe costs claimed)

Final Payment = 10%

Guarantee Fund reimbursement = 5%

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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

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example payments

Project total value = €1.000.000

Prefinancing paid = €650.000

Coordinator recieves €600.000

(Guarantee Fund receives €50.000)

SITUATION 1 SITUATION 2 SITUATION 3

1 cost claim: €150.000 1 cost claim: €400.000 1 cost claim: €900.000

Maximum amount payable INTERIM PERIOD = €150.000

i.e. amount claimed

Maximum amount payable INTERIM PERIOD = €250.000 i.e. 25% of EU

contribution

Maximum amount payable INTERIM PERIOD =

€250.000 i.e. 25% of EU contribution

Remaining in accounts: +600+150-150=600

Remaining in accounts: +600+250-400=450

Remaining in accounts: +600+250-900=-50

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1) Basic Rules IAPP projects1.4.1) 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

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1) Basic Rules IAPP projects1.4) 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)- 4-10 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

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1) Basic Rules IAPP projects1.4.2) 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

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1.4.2) Secondments:

MOBILITY CONDITIONS

-Max. 30% Trans-national mobility within the same country.

- Staff exchange has to be always inter-sector.

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2) Basic information of the project

2.1) Start/end date:

- Duration: 48 months

- Start date: 01/09/2010

- End date: 31/08/2014

2.2) Reporting periods:

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3) New budget for each partner:why: a) secondments are paid by the sending institution.

b) Management is centralized by the Coordinator

FCRB:

Profile/WP Profile/WP Months Fellow Period Amount6m - I - WP 2.2 6m - I - WP 2.3 12 5 16-27 51.856,50 8.308,50 1.000,00 2.000,00 14.400,003m - III - WP 3.1 9m - III - WP 3.4 12 6 25-36 51.856,50 8.308,50 1.000,00 2.000,00 14.400,00

24 103.713,00 16.617,00 2.000,00 4.000,00 28.800,00FCRB

EntityRectruitments

Living (A)Travel (B)

career expl ('C)

Research/training/tok exp (E)Mobility (A)

Paid By Profile/WP Months Fellow Period AmountFCRB 4-10 III - WP 1.1 3,00 12,00 10-12 12.964,13FCRB 4-10 III - WP 1.3 3,00 14,00 23-25 12.964,13FCRB 4-10 I - WP 2.1 3,00 16,00 15-17 12.964,13FCRB 4-10 I - WP 2.4 3,00 18,00 21-23 12.964,13FCRB > 10 II/III - WP 3.2 3,00 20,00 24-26 19.434,25FCRB > 10 II/III - WP 3.3 3,00 22,00 27-29 19.434,25FCRB > 10 II - WP 4.1 2,00 24,00 30-31 12.956,17FCRB > 10 II - WP 4.2 4,00 26,00 33-36 25.912,33

FCRB 24,00 129.592,00

Living (A)Secondments

FCRB 1,00 7.200,00FCRB 2,00 7.200,00FCRB 3,00 7.200,00FCRB 4,00 7.200,00

28.800,00

Research/training/tok exp (E)Paid by

Host institution

Fellow Management: 34.922,00 eur

Overhead: 31.434,96 eur

TOTAL BUDGET: 379.878,96 eur

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3) New budget for each partner:KUL:

Overhead: 34.692.53 eur


Profile/WP Profile/WP Months Fellow Period Amount6m - III - WP 1.2 6m - III - WP 1.4 12 10 19-30 54.300,00 8.700,00 1.000,00 2.000,00 14.400,0012 - I - WP 4.3 12 11 36-47 54.300,00 8.700,00 1.000,00 2.000,00 14.400,00

24 108.600,00 17.400,00 2.000,00 4.000,00 28.800,00

Entity

KUL

Rectruitments


career expl ('C)


Paid By Profile/WP Months Fellow Period AmountKUL 4-10 III - WP 1.1 6,00 13,00 6-11 25.928,25 4.153,75 750,00KUL 4-10 III - WP 1.3 3,00 15,00 23-25 12.964,13 2.076,88 750,00KUL 4-10 I - WP 2.1 4,00 17,00 12-15 17.285,50 2.769,50 750,00KUL 4-10 II - WP 2.4 5,00 19,00 26-30 21.606,88 3.462,13 750,00KUL 4-10 II/III - WP 3.2 3,00 21,00 24-26 12.964,13 2.076,88 750,00KUL 4-10 II/III - WP 3.3 3,00 23,00 27-29 12.964,13 2.076,88 750,00KUL 4-10 II - WP 4.1 2,00 25,00 30-31 8.642,75 1.385,25 750,00KUL 4-10 II - WP 4.2 4,00 27,00 33-36 17.285,50 2.769,50 750,00KUL 30,00 129.641,25 20.770,75 6.000,00

Living (A)

Secondments

Mobility (A) Travel (B)KUL 7,00 7.200,00KUL 8,00 7.200,00KUL 9,00 14.400,00

28.800,00


Host institution

Fellow

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3) New budget for each partner:TMB:

Overhead: 37.531,51 eur


Profile/WP Profile/WP Months Fellow Period Amount12 - I - WP 2.1 12 28 13-24 51.856,50 8.308,50 1.000,00 2.000,00 14.400,00

12,00 51.856,50 8.308,50 1.000,00 2.000,00 14.400,00TMB

Entity

Rectruitments


career expl ('C)


Paid By Profile/WP Months Fellow Period AmountTMB 4-10 IV - WP 1.4 6,00 1,00 24-29 25.928,25 0,00TMB 4-10 IV - WP 2.2 6,00 2,00 14-19 25.928,25 0,00TMB 4-10 IV - WP 2.3 6,00 3,00 16-21 25.928,25 0,00TMB 4-10 III - WP 3.1 6,00 4,00 18-23 25.928,25 0,00TMB 4-10 IV - WP 1.2 6,00 7,00 9-14 27.150,00 4.350,00 750,00TMB 4-10 III - WP 3.4 6,00 8,00 27-32 27.150,00 4.350,00 750,00TMB 4-10 V - WP4 12,00 9,00 36-47 54.300,00 8.700,00 750,00TMB 48,00 212.312,00 17.400,00 2.250,00

Living (A)

Secondments

Mobility (A) Travel (B) TMB 12,00 3.600,00TMB 14,00 3.600,00TMB 16,00 3.600,00TMB 18,00 3.600,00TMB 20,00 3.600,00TMB 22,00 3.600,00TMB 24,00 2.400,00TMB 26,00 4.800,00TMB 13,00 7.200,00TMB 15,00 3.600,00TMB 17,00 4.800,00TMB 19,00 6.000,00TMB 21,00 3.600,00TMB 23,00 3.600,00TMB 25,00 2.400,00TMB 27,00 4.800,00

64.800,00


Host institution

Fellow

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3) New budget for each partner:

I Advanced biomedical research in general Physician/Biologist/Biotechnologist 1,2

II Advanced research in endoscopy Physician 1,2

& Digital manipulation of medical images at diagnostic and research level

III Digital manipulation of multimodal medical images – advanced processing of data Engineer - Biophysicist Math 1,2,3

IV Tissue Optics and Spectroscopist applied to medical imagingPhysicist- Engineer 1,3

V Real Time System integration Engineer 3

PROFILES:

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4) Planned meetings:

• Scientific progress meetings: every 3 months. Internal meetings with researchers and Task managers.

• General project meetings: every 6 months.

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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

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THANK YOU!

[email protected]

Documents

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