Introduction on COST instruments and procedures

Gabriela Cristea, Senior Administrative Officer

Kick Off Meeting for COST Targeted Network TN1302

“The voice of research administrators - building a network of administrative excellence (BESTPRAC)”

15 October 2013

Brussels, Belgium

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Instruments and Procedures

Meetings - Eligibility criteria for participants - Travel reimbursement form (for all future activities) - Dissemination meetings

Meeting support / local organizer support Short Term Scientific Missions Training Schools

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COST Activity: Meetings

Only in COST countries that accepted MoU of this Targeted Network

Good balance of participating countriesTypes of meetings: Management Committee (min.1 meeting/year ) Core Group (Chair, Vice Chair, WG Chair, Grant holder,

webmaster, STSM coordinator/manager) Working Group Scientific Workshops/Conferences

recommended to be organised in conjunction with

MC meeting to save budget

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COST Activity: Meetings Participants Eligible for reimbursement:

• Chair• MC members and substitutes (up to 2/country

during MC meetings)• Non official substitutes during MC meetings:

confirmation of replacement by COST National Coordinators is needed

• WG members (if WG meetings)• External experts limited to 4/meeting

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Travel Reimbursement Form 1 time on-line registration for personal and bank details:

https://e-services.cost.eu

Complete online all expenses and download the individual travel claim after the meeting (claim available through the link in the event invitation)

Signed original claim submitted to the grant holder after the meeting along with copies of travel proves

Deadline of form submission = 30 days from end date of meeting

Any deviation from the rules requires explicit prior written agreement from COST Office

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Eligibility criteria for participant 120 €/night for accommodation and breakfast (meeting days + 1 night

before) – same flat rate for all participants 20 €/meal (lunch or dinner, when not offered by local organizer) Travel expenses (most economical):

• Air travel: economy fare, max.1200 € • Train and bus (1st class); seat reservations/sleepers eligible expense• Car: only by kilometre (0,2 €/km, attach Google map) up to 2000 km • Local transport < 25 no receipts, >25 with receipts• Taxi: Only when no public transport is available and between 22:00

until 07:00. Justification & receipts always required Non eligible costs: gas, toll fee, car rental, registration fees, health

related expenses; life, luggage and cancellation insurances, telephone calls, internet/wifi and minibar consumption

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COST Activity: Dissemination meetings Dissemination meetings are not organised by the Targeted

Network, but are relevant to the network objectives Participation should preferentially be at European Conferences Maximum 2 participants/grant period are eligible for

reimbursement Repeat attendance by the same person across grant periods

must be avoided The attendee(s) must be a Speaker listed in the official

programme of the conference and the topic must be the Targeted Network

A contribution of maximum EUR 500 can be reimbursed as conference fees, in addition to the general reimbursement of travel and subsistence expenses

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COST Activity: Local Organizer’s Support (LOS)

Usually organisational costs are borne by institution of Local Organizer

Reimbursement of LOS expenses is done on an institution account without exceptions

COST supports a contribution to the total budget (other sources of funding should appear on the request form) of up to 10000 €/meeting or joint meetings

A lump sum of up to EUR 20/day/ participant, based on the signed attendance list(s) can be granted as a fixed grant, upon request from the local organizer and approval of MC chair

> 20 €: invoices and final breakdown of expenses are required

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COST Activity: Local Organizer’s Support (LOS)

Eligible costs• Room & technical equipment rental• Photocopying, phone, fax, mailing costs• Personnel – staff involvement (max. 15% of the total

request)• Coffee breaks• Only one conference meal (to be deducted from the

individual reimbursements) NON Eligible costs

VAT, excursions, centrally paid accommodation

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COST Activity: STSM (Short Term Scientific Mission)

Min. 4 STSMs/year, selected by the STSM coordinator To/From an institution in another COST participating country or formally

approved host institution in a non-COST country Priority: project administrators without a management role and not

directly involved in research projects Duration: maximum 3 months Recommended financial support: Daily allowance: 60 – 90 €, Travel cost: 300 €

max 2500 € for up to three months Exception: Early Stage Research Administrators (ESR: work experience + < 8 years) : max 3500 - € 91 days up to 6 months

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COST Activity: STSM (Short Term Scientific Mission)

Important steps BEFORE the mission:• On-line registration of applicant• https://e-services.cost.eu/stsm• Send application by e-mail to STSM Coordinator, MC

Chair, Grant Holder• Assessment by the MC / selection / send info to Grant

Holder• Grant Holder sends “grant letter” to applicant

Important steps AFTER the mission: • Applicant sends report to STSM responsible, MC Chair,

Grant Holder• Evaluation by MC / approval / send info to Grant Holder• Payment of the applicant by Grant Holder

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COST Activity: Training School Duration: between 3 working days and two weeks Location: in one of the COST countries that accepted

MoU of this Targeted Network Eligible Costs

Local Organiser Support Trainers: same rule as meeting participants – no

lecture fee Trainees: only students from COST participating

countries can receive a grant. (similar to STSM grants. Amount decided by MC.)

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Thank you.

Any questions?