Universidad de Zaragoza
Institut de Physique et Chimie des Matériaux de Strasbourg
Institut de Physique et Chimie des Matériaux de Strasbourg
Instituto superior técnico - Universidade de Lisboa
University of Patrras
Faculty of Chemical Technology
Pharmamar
Institut de Physique et Chimie des Matériaux de Strasbourg

Marie Curie Actions

frequent asked questions

You can consult some frequent asked questions about management here and here.

 

CATEGORY E:

Another answered question (by the Spanish National Contact Point): The financing of the Category E is independent from the kind of researcher contracted. The total sum is calculated as far as the quantity of months they are within the project.

Example: If we contract two ESR for 36 months, we'll have 36 * 2 * 600 = € 43,200 to spend in this category.

We can justify this expenses when the researchers are hired; neither before nor after.

Nevertheless, you can justify any expenses related to the publication of available positions, travel and allowance related to interviews of candidates, etc.

 

TRAVEL EXPENSES:

As far the travel expenses are concerned, you should take them as:

  • • Hired ESRs: Category D.
  • • Own scientists: Category E.
  • • Managing persons (UNIZAR): Category G or Category E.

 

… Provided that the trip is directly related to scientific research matters; otherwise, the travel expenses should be considered as Category G.

 

Category D: Contribution to the participation expenses of eligible researchers.
This contribution is managed by the hosting organisation for expenses related to the participation of the researchers in research and training activities (contribution to research-related costs, meetings, conference attendance, training actions, etc). It consists of a fixed amount:
• €600 per researcher-month recruited for initial training: for laboratory based research projects


Category E: Contribution to the research/training/transfer of knowledge programme expenses:
This is a contribution of a fixed amount of €600 per researcher month. As opposed to the allowances A, B, C & D this contribution is not directly linked to the individual researchers but it rather goes to the host organisation to contribute to the overall expenses related to the execution of the training project (publication of vacant positions, internal joint training actions, teaching material, etc.) and to the co-ordination between participants (network meetings, detachment of staff, etc).

All this, providing that your ESRs haven started their contracts, as Categories D y E are based on the recruitment of them.

 

CATEGORY G (MANAGEMENT EXPENSES):

The Management expenses that the partners (except UNIZAR, as Coordinators) have at your disposal (€ 1,500.00 x 2 = € 3,000.00) is related to Audit costs.

As you know, according to the Guide to financial issues relating to FP7 indirect actions,

1. Submission of certificate on the financial statements Certificates on the Financial Statements (CFS) are not required for indirect actions entirely reimbursed by means of lump sums or flat rates.
They are not required either for beneficiaries with costs incurred in relation to the project but without EC contribution (in this case this circumstance will be mentioned in special clause 9 to be included in Article 7).
A Certificate on CFS is mandatory for every claim (interim or final) in the form of reimbursement of costs whenever the amount of the EC contribution is equal or superior to EUR 375,000 when cumulated with all previous payments for which a CFS has not been submitted.
Once a CFS is submitted, the threshold of EUR 375,000 applies again for subsequent EC contributions but the count starts from 0.
Bear in mind that although the threshold is established on the basis of the EC contribution, the CFS must certify all eligible costs.

 

CONDITIONS OF NATIONALITY AND MOBILITY OF RESEARCHERS:

Conditions of nationality and mobility of researchers.

 

ASKING FOR ADDITIONAL EVIDENCE OF HISTORY-CAREER (Jean-François Maljean):

Q: We have a doubt: The partners are receiving very interesting CVs, but we have some doubts about the required limits of time for some of the candidates to be eligible.
According to the guide, the rules seem to be quite clear (researchers must not have resided or carried out their main activity in the country of the host for more than 12 months in the 3 years immediately prior to their recruitment, etc., etc.). But we want to know what we can/must ask the candidates so as to see if they are eligible or not. Can we simply trust their CVs or should we ask them for proofs of their stays in a country (contracts, census in a city, etc.). What’s the common stance of the European Commission or the Auditors about this?

A:  There is no rule about the nature of proofs to be asked to the fellows to check their eligibility. But article III.2.2.a mentions that each beneficiary shall ensure that each researcher fulfils the eligibility criteria. My personal feeling is that checking the eligibility of a fellow just on the basis of a CV is too minimal, particularly in case of doubt. It seems to me appropriate to ask for additional evidence about the history-career of a candidate such as:
- The dated diploma.
- Signed and dated declarations of former employers.
- Former employment contracts.
- Proofs of residence.
Of course this documentation should only be asked to one or a small number of short listed candidates selected for the post. A signed declaration by the fellow which explicitly enumerates the eligibility criteria can also be useful if the fellow is unable to deliver some formal proofs.

 

EXAMPLES OF EXPENSES (Jean-François Maljean):

  • • Training courses, consumables, etc. (individual interest, ESR, Category D.
  • • Training courses (general interest), interviews to candidates, coordination (this meeting, i. e.), etc., Category E.
  • • If something is organised to attract external attention; candidates (not hired yet), if invited to come, Category F.

 

 

HOW TO FILL IN THE FORM C (Jean-François Maljean):

  • • Categories A, B, C, D, E and F, lump sums (row). According to the number of person-months, etc., we’ll reflect the figures. It’s not necessary to reflect the real figures (spent up to the 30th of September). Good for us; easier work. If we don’t claim these figures (related to person-months), we’d lose this money.
  • • Category G, direct costs (row). We must reflect here the real expenses.
  • • Category H (overhead costs), indirect costs (row). 10 % out of the direct costs of each partner.

 

 

COMPUTERS (Jean-François Maljean):

Q: Please, remember something we spoke about at Brussels meeting (reflected in the minutes): «As for the computers (duly foreseen in the table of subcontracting, Jean-François wants to check if this cost is eligible, as normally it’s considered as equipment)».
We'd like to know if we can (or even must) buy a computer per each fellow (the part of amortisation up to the end of the project, of course).
Each ESR and ER, plus the Project Manager will receive (in deposit) a laptop with a webcam integrated = 26 + Support.
In our case (UNIZAR), up to now, we have bought a computer (paid by a national project), to be shared between our two ESRs.

A: Depending on the accounting rules of each beneficiary, if a laptop is considered as a consumable, then the cost could be charged typically on category D or E. But in principle categories D and E are not meant to cover costs of equipment. Feel free to call me for further explanations.

 

FEES OF A SPEAKER (Jean-François Maljean):

Q: Are fees of a speaker eligible costs and in which category?

A: The fee of a speaker (in a workshop, i. e.) can be categorised as E (internal workshop) or F (external workshop). The partners can organise workshops, training courses, etc., about technical matters and about other matters. Francisco: If all this is related to the project, go ahead. The attendance of the ESRs and ERs to the summer school is compulsory.

 

SUBCONTRACTING (Jean-François Maljean):

The subcontracting chart can't be changed in the Annex I. If you don't spend the entire foreseen budget, you could lose the 10% of the non-spent amount (as the indirect costs of the whole project was calculated according to the subcontracting chart, €120,000). In any case, you can justify that you are not spending an amount of money in an time because it's not necessary (i. e., instead of subcontracting a service to develop a networking too, we are using free social networks, as LinkedIn, Skype, etc.). This must be reflected in the reports.

 

REPORTS SUBMITTED THROUGH SESAM WEB PAGE (Jean-François Maljean):

Q: How about the IPR when a report is submitted through SESAM web page?

A: Francisco: Your foreground will not be affected by this. The reports will be restricted (not public), so you don’t need to worry about this. Jean-François agreed with this. The reports are not disseminated, except for some specific parts (i. e., the Publishable Summary, from the Periodic Report). It’s not necessary to give absolutely all the technical details in the reports; if we explain the things clearly, we can have in private more delicate details. If the report is readable and understandable, it’s enough for the European Commission.

 

ACADEMIC TUITION-REGISTRATION FEES (Jean-François Maljean):

It comes out from the discussion with the fellows that some of them have paid academic tuition-registration fees or other costs related to their training with their own money (with their living-mobility-travel allowance). At a first glance, most of these costs were unduly paid by the fellows and should be reimbursed to the fellows and paid by their employers with category D, E and H budget, according to the note 'Eligibility of Tuition Fees in Marie Curie Action Cost Statements in FP7' (letter to coordinators from the European Commission dated 03 March 2009, with reference RTD.T/TL/sa D(2009) 513564), forwarded to the Coordinator.

Eligibility of tuition fees.

 

DENDREAMERS © 2009 - Marie Curie Initial Training Network