Grant Holder Workshop Brussels
Agenda for the Workshop 9:30-11:00 – Session I ▪ Welcome to participants-Tour de Table ▪ About COST ▪ COST Grant System ▪ COST Networking Tools (Part 1) 11:00 Coffee Break ▪ Make it Real! ▪ COST Networking Tools (Part 2) 12.30-13:15 Lunch Break ▪ 13:15 – 16:30- Session II (with coffee break in between) ▪ How to use e-COST and Hands-On Training ▪ Financial Reports 2
Tour de Table -Name -Role -Institution/Country 3
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39 COST Members EU 28 EU Candidates and Potential Candidates 7 Albania Bosnia and Herzegovina Republic of North Macedonia Moldova Montenegro Republic of Serbia Turkey Other Countries 3 Iceland Norway Switzerland COST Cooperating Member Israel 6
Inclusiveness Target Countries (ITC) Albania, Bosnia and Herzegovina, Bulgaria, Croatia, Cyprus, Czech Republic, Estonia, Hungary, Latvia, Lithuania, Luxembourg, Malta, the Republic of Moldova, Montenegro, The Republic of North Macedonia, Poland, Portugal, Romania, Serbia, Slovakia, Slovenia, Turkey 7
Networking tools Training Schools Meetings ITC CG STSM Dissemination
COST Action Structure MANAGEMENT GRANT HOLDER COST COMMITTEE (GH) Association (MC) WG X WG 1 WG 2 WG 3 9
Management Committee Coordination, Implementation and Management of funds to achieve the Action’s objectives COMPOSED OF: Up to 2 representatives per participating COST Full Member/COST Cooperating Member, nominated by COST National Coordinator (CNC) 10
How to Obtain MC Decisions WRITTEN PROCEDURE / E-VOTE MC MEETINGS 2/3 of Participating COST Full Members/COST Cooperating Initiated by MC Chair Member All MC members Majority vote with one vote Vote open (7 days) per Participating COST Full Member/COST Cooperating Majority vote with one vote per Member Participating COST Full Member/COST Cooperating Member MC decision minuted and sent to COST Association MC decision sent to COST Association and included in minutes of next MC Meeting 11
COST Grant System 12
The Grant Holder Institution Financially stable Management Committee (MC) Affiliation Apply COST Rules (i.e flat rate) Legal entity Accept electronic signed documents 13
Grant Holder Institution – 4 Key Positions Scientific Representative. Legal Representative. Financial Representative Grant Holder Manager . 14
COST Association MANAGEMENT COST Association negotiates and COMMITTEE approves Work and (MC) Budget plan with MC GRANT HOLDER COST Association e-signs AGA with GH via (GH) e-COST = access to e-COST 15
Work and Budget Plan ▪ Scientific activities for the respective Grant Period ▪ Submitted by MC Chair online ▪ Approved by COST and MC ▪ Annex to the Grant Agreement 16
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Action Grant Agreement (AGA) ▪ Electronically signed by Legal Representative ▪ Financial and administrative responsibilities ▪ Duration ▪ Budget ▪ Grant Payment ▪ First payment: 50% ▪ Second payment: 35% ▪ Third payment: up to 15% 18
Actions Grant Period Start date: ??/??/???? End date: ??/??/???? 19
Grant Period – Financial Reporting Reports are signed by Legal or Financial Representative COST validated/signed COST for second validated/signed payment up to for final payment up to 15% 35% 20
Grant Holder Manager Tasks Check and process 2 claims/payments Provide 1 administrative support to the COST Actions 3 Apply COST rules - COST Vademecum Ensure documentation 4 and archiving of claims/payments Check and submit 5 financial reports on time 21
Grant Holder Institution – Financial Support ▪ FSAC - Financial and Scientific Administration and Coordination support ▪ Up to 15% of the actual eligible scientific expenses ▪ Percentage MC1 decision 22
COST Administrative Rules and Guidelines 23
Networking tools Training Schools Meetings ITC CG STSM Dissemination
Meetings 25
Types of Meetings Management Workshops or Committee Conferences . Core Group Dissemination . Meeting . Working Group Final Meeting
Meetings – WHO Is eligible for MC meetings is eligible for any other Action meeting 27
Meetings – Who is not eligible MC Observers from COST Partner Members, approved IPC Institutions, approved IO, Not eligible the EC and EU Agencies to be reimbursed Any other participant not specifically mentioned as being eligible. 28
Dissemination Meeting ▪ MC Members or their Substitutes ▪ Maximum 2 Action Participants per Grant Period ▪ Listed in the official programme Financial Support: Eligible Participants that are entitled to be reimbursed can receive financial support for their travel, accommodation and meal expenses plus up to EUR 500 for conference fees. 34
Local Transport – travel within 1 country All Public transport Taxi expenses: Car travel ▪ expenses for the entire ▪ Proof of distance No other means of ✓ EUR 0.20 per km meeting duration public transport ✓ EUR 0.30 per km ▪ To/From airport (shuttle, bus, train, with 2 or more between 10pm and metro, and tram ): eligible 7am ▪ ≤ EUR 25 → No participants AND receipts required Up to EUR 80 in total ▪ > EUR 25 → All Other expenses: with receipts ▪ Parking receipts required ▪ Ferry 35
Long distance – cross border travel Car travel expenses : Flight expenses: Train, bus and ferry expenses: ▪ Maximum distance ▪ Economy class only ▪ First, second and 2000 km at ▪ Max EUR 1200 ✓ EUR 0.20 per km business class ▪ Invoice and full ✓ EUR 0.30 per km ▪ invoice and itinerary with 2 or more receipts eligible participants ▪ Proof of distance (i.e Google Map) 39
Other expenses ▪ Visa fees ▪ Luggage Fees ▪ Travel insurance 40
Meetings – non-eligible expenses ▪ Registration, lecture fees and honoraria ▪ Insurance (life, medical, health, luggage) ▪ Fuel, road tolls and car rental ▪ Charges for a rebooked travel ticket ▪ Expenses associated with obtaining visas 41
Kind of Local Transport B u s to be considered part of the EUR 25 rule M e t r o Tr a i n S h u t t l e Tr a m 43
F e r r y C a r P a r k i n g Kind of Local Transport NOT to be considered part the EUR 25 rule 44
Accommodation Expenses ▪ Flat rate: EUR 120 per night ▪ No receipts ▪ Maximum nights = actual number of meeting days attended + 1 night before the event ▪ MC decision: lower flat rate ▪ Same flat rate 48
Meals expenses ▪ Flat rate: EUR 20 for lunch and dinner ▪ No receipts ▪ Based on travel ▪ Offered meals by Local Organiser Support (LOS) ▪ MC decision: lower flat rate ▪ Same flat rate 49
Meals calculation Ex. Meeting dates: 21-22 December Meals 20-Dec 21-Dec 22-Dec 23-Dec Arrival time at Departure time Home/ from Home/ Institution Institution Before 12:00 NN Y Before 12:00 NN N Y Y After 12:00 NN N After 12:00 NN Y Lunch Before 19:00 Y Before 19:00 N Y Y After 19:00 N After 19:00 Y Dinner Maximum 8 meals if travelling the day before and after the meeting 50
The participant attended a 2 days meeting The participant attended a 2 days meeting 10-11/04 10-11/04 No meals offered by the Local Organizer No meals offered by the Local Organizer Left home on 9/4 at 11 a.m. Left home on 9/4 at 11 a.m. Attended the two days meeting Attended the two days meeting Back home on 12/4 at 3 p.m. Back home on 12/4 at 3 p.m. How many meals will the participant be How many meals will the participant be entitled to? 7 entitled to? 51
TO DO LIST – BEFORE THE MEETING Email to participants: Agenda, location, Early invitations List of participants logistics, travel to be invited derogation (contact COST), etc Meeting details like Deadline set up for Correct date, time, city, etc. accepting/declinin venue 100% correct in e- g invitations cost Flat rates for Encode LOS and LOS Meals (# of) 09 accommodation send the attendance and meals list to LO 52
TO DO LIST – AFTER THE MEETING Claims checked and Not submitted/justified claims processed within 45 removed from e-COST days from meeting end date List of participants confirmed Signed Attendance List by Action Chair/ Vice Chair via uploaded in e-COST email Local Organiser Support Payments checked and check, completed and paid recorded 53
Online Submission vs Paper Travel Reimbursement Request (TRR) ▪ Secure ▪ Faster ▪ Paperless ▪ Original documents are the responsibility of the participant 54
Training Schools 55
Training Schools - Eligibility Rules ▪ Location: ▪ Participating COST Full Member/COST Cooperating Member ▪ Approved NNC Institution ▪ Financial Support: ▪ Trainers: same as meetings reimbursement rules ▪ Trainees: fixed grants - up to EUR 1500 (no receipts) ➢ From 3 days up to 2 weeks ➢ 3 Trainees per 1 Trainer 56
Training Schools - Eligibility Rules 57
Local Organiser Support (LOS) 62
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Short Term Scientific Mission (STSM) 68
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