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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 vision
Grant agreement nº: 251356
Barcelona, 01/10/2010
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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
• 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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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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)
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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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
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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
… 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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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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
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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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 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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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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.
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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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.
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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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 onThe costs claimed)
Final Payment = 10%
Guarantee Fund reimbursement = 5%
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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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
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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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.
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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
3) New budget for each partner:KUL:
Overhead: 34.692.53 eur
TOTAL BUDGET: 380.704,53 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
Living (A)Travel (B)
career expl ('C)
Research/training/tok exp (E)Mobility (A)
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
Research/training/tok exp (E)Paid by
Host institution
Fellow
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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
3) New budget for each partner:TMB:
Overhead: 37.531,51 eur
TOTAL BUDGET: 411.858,51 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
Living (A)Travel (B)
career expl ('C)
Research/training/tok exp (E)Mobility (A)
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
Research/training/tok exp (E)Paid by
Host institution
Fellow
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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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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FETAL AND PERINATAL RESEARCH - HOSPITAL CLÍNIC-IDIBAPS
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