Kick-off Meeting ENDO-VV –

Kick-off Meeting ENDO-VV – endoVascularVision: new endoscopic tools for real time vascular assisted vision Grant agreement nº: 251356 Barcelona, 01/10/2010

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

1.1) Cost categories: Fellows Living allowance (salary)Cost CategoryA Mobility allowanceCost CategoryA Travel allowance Cost CategoryB Career Exploratory allowanceCost CategoryC Networking Contribution to networking costs, consumables etcCost CategoryE Project Management Costs associated with the IAPP project reporting requirements etcCost CategoryG Overheads Cost CategoryH Small equipment for SMEsCost CategoryI 1) Basic Rules IAPP projects

Cost Category A (living allowances) Whom: Recruitments/ secondments How Much? Depends on 3 factors level of experience: Early-stage researcher Experienced researcher with 4-10 years experience Experienced researcher with > 10 years experience type of contract : employment contract (Type A) or stipend (Type B) 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) 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) 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 1) Basic Rules IAPP projects (cost categories)

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

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 … Career Exploratory Allowance – Cost Category C

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 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 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. 1) Basic Rules IAPP projects (cost categories)

Cost Category H (Contribution to overheads) How much? Amount up to 10% of the total direct costsof 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. 1) Basic Rules IAPP projects (cost categories)

1.2) Payments: Basic Rules IAPP projects Contract Signature Final Report Interim Report (after the 2 first years) Project duration: 4 years Prefinancing Interim Payment Final Payment

1.2) Payments: Basic Rules IAPP projects 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%

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 1) Basic Rules IAPP projects

example payments

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 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) 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 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 1) Basic Rules IAPP projects

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.

2.1) Start/end date: - Duration: 48 months - Start date: 01/09/2010 - End date: 31/08/2014 2.2) Reporting periods: 2) Basic information of the project

FCRB: 3) New budget for each partner:why: a) secondments are paid by the sending institution.b) Management is centralized by the Coordinator Management: 34.922,00 eur Overhead: 31.434,96 eur TOTAL BUDGET: 379.878,96 eur

KUL: 3) New budget for each partner: Overhead: 34.692.53 eur TOTAL BUDGET: 380.704,53 eur

TMB: 3) New budget for each partner: Overhead: 37.531,51 eur TOTAL BUDGET: 411.858,51 eur

3) New budget for each partner: PROFILES:

Scientific progress meetings: every 3 months. Internal meetings with researchers and Task managers. General project meetings: every 6 months. 4) Planned meetings:

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 5) Recommendations for the execution:

THANK YOU! ecallado@clinic.ub.es

Kick-off Meeting ENDO-VV –