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European CO operation in the field of S cientific and T echnical research

European CO operation in the field of S cientific and T echnical research. Budget 2007 COST863-first half year. Zagreb (9) 6.758 Bologna (9) 7.200 Bordeaux (42) 27.520 Org. costs 3.000 STSMs (3) 4.740 ------------------------------------ Total 49.218 .

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European CO operation in the field of S cientific and T echnical research

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  1. European COoperation in the field of Scientific and Technical research

  2. Budget 2007 COST863-first half year • Zagreb (9) 6.758 • Bologna (9) 7.200 • Bordeaux (42) 27.520 • Org. costs 3.000 • STSMs (3) 4.740 • ------------------------------------ • Total 49.218

  3. Available until end of May? Remaining action budget: • GASC 2000 • Reimbursements: around 30 • Most probably more available if needed!

  4. Budget July 2007 – June 2008 • COST 863 : 107.000 euro

  5. Grant system To be introduced before April 2008 for all COST Actions CSO decision (FP7 requirement?)

  6. Grant system • Annual budget will be transferred to the Action • All COST rules still valid • Use of web-based IT tool COST Office is obligatory • Actions will need a grant holder

  7. Grant holder • Institute MC chair or MC member • Legal entity • In Euro-zone or possibility for Euro-account (valuta-exchange and money transfer costs) • Check VAT position (VAT non-eligible for COST) • Grant holder should guarantee the MC members to reimburse within a certain period after meetings.

  8. Scope of a Grant Idem as a COST Action using the ‘Pay as you go’ System: • Organisation of meetings: MC ; Core group meetings ; WG; … • Scientific Workshops and seminars • STSMs : Short Term Scientific Mission (max. 2.500 eur) • Training Schools • Dissemination and Publications

  9. Fee grant holder • The grant holder is entitled up to 15% of the expenses in order to cover administration costs. • The fee is a financial support for the grant holder’s obligations : handling of reimbursement forms ; secretarial work, reporting, …

  10. Grant contract Grant can start any month of the year; after approval of: • Activity plan coming year • Budget plan coming year

  11. Example of Budget Plan • Meeting travel costs 70.000 EUR • Workshop support 3.000 EUR • STSM 3.000 EUR • Publication 4.000 EUR Sub-total 80.000 EUR Secretariat max. 15 % of expenses 10.000 EUR Total 90.000 EUR

  12. Payment modalities Average amount of a grant : 90.000 EUR (54.000 fixed + 2000 per signatory country) 65 % Pre-payment at signature of the contract 35% after 6-9 months and after submission of a preliminary financial report

  13. Deliverables, obligations and reporting (1) • Deliverables • Secretarial support : invitation ; attendance list ; reimbursement claims ; payment of experts, Meeting Minutes, … • Obligation • COST rules (Vademecum) must be applied • All relevant documents (invoices, …) must be kept by the grantholder for a period of 5 years for audit purposes.

  14. Deliverables, obligations and reporting (2) • Reporting by the Grant holder • (Meeting reports / Annual progress report) • Preliminary Financial report after 6-9 months  triggers the release of the remaining 35% • Final Financial reports after 12 months

  15. Web-based IT Tool (under development) • Principles • Supporting tool for grant holder: print attendance list ; manage Instruments (meeting, STSMs …) • On line reporting • Objectives: • Sharing of Scientific information (search on key-words) • Dissemination of information • In the future • Training for grantholders • Userguide for grantholders • On the spot coaching by COST Staff

  16. Decisions to be taken • Who will be the future grant holder? • Date/Month for starting the first grant (between September and April 2008)? • “Fee” of the grant holder? (max. 15%) • Agreement on the activity- and budget plan for the coming year

  17. No grant holder available? * Private company? (probably not allowed) * Subcontracting all or part of the tasks of the grant holder Contact COST Office

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