Introduction on COST instruments and procedures Gabriela Cristea, Senior Administrative Officer Kick Off Meeting for CO

1. Introduction on COST instruments and procedures Gabriela Cristea, Senior Administrative Officer Kick Off Meeting for COST Targeted Network TN1302 “The voice of research administrators - building a network of administrative excellence (BESTPRAC)” 15 October 2013 Brussels, Belgium

2. Meetings - Eligibility criteria for participants - Travel reimbursement form (for all future activities) - Dissemination meetings • Meeting support / local organizer support • Short Term Scientific Missions • Training Schools Instruments and Procedures

3. Only in COST countries that accepted MoU of this Targeted Network • Good balance of participating countries Types of meetings: • Management Committee (min.1 meeting/year ) • Core Group (Chair, Vice Chair, WG Chair, Grant holder, webmaster, STSM coordinator/manager) • Working Group • Scientific Workshops/Conferences • recommended to be organised in conjunction with MC meeting to save budget COST Activity: Meetings

4. Participants Eligible for reimbursement: • Chair • MC members and substitutes (up to 2/country during MC meetings) • Non official substitutes during MC meetings: confirmation of replacement by COST National Coordinators is needed • WG members (if WG meetings) • External expertslimited to 4/meeting COST Activity: Meetings

5. 1 time on-line registration for personal and bank details: https://e-services.cost.eu • Complete online all expenses and download the individual travel claim after the meeting (claim available through the link in the event invitation) • Signed original claim submitted to the grant holder after the meeting along with copies of travel proves • Deadline of form submission = 30 daysfrom end date of meeting Any deviation from the rules requires explicit prior written agreement from COST Office Travel Reimbursement Form

6. 120 €/night for accommodation and breakfast (meeting days + 1 night before) – same flat rate for all participants • 20 €/meal (lunch or dinner, when not offered by local organizer) • Travel expenses (most economical): • Air travel: economy fare, max.1200 € • Train and bus (1st class); seat reservations/sleepers eligible expense • Car: only by kilometre (0,2 €/km, attach Google map) up to 2000 km • Local transport < 25 no receipts, >25 with receipts • Taxi: Only when no public transport is available and between 22:00 until 07:00. Justification & receipts always required • Non eligible costs: gas, toll fee, car rental, registration fees, health related expenses; life, luggage and cancellation insurances, telephone calls, internet/wifi and minibar consumption Eligibility criteria for participant

7. Dissemination meetings are not organised by the Targeted Network, but are relevant to the network objectives • Participation should preferentially be at European Conferences • Maximum 2 participants/grant period are eligible for reimbursement • Repeat attendance by the same person across grant periods must be avoided • The attendee(s) must be a Speaker listed in the official programme of the conference and the topic must be the Targeted Network • A contribution of maximum EUR 500 can be reimbursed as conference fees, in addition to the general reimbursement of travel and subsistence expenses COST Activity: Dissemination meetings

8. Usually organisational costs are borne by institution of Local Organizer • Reimbursementof LOS expensesisdone on an institution accountwithout exceptions • COST supports a contribution to the total budget (other sources of funding should appear on the request form) of up to 10000 €/meeting or joint meetings • A lump sum of up to EUR 20/day/ participant, based on the signed attendance list(s) can be granted as a fixed grant, upon request from the local organizer and approval of MC chair • > 20 €: invoices and final breakdown of expenses are required COST Activity: Local Organizer’s Support (LOS)

9. Eligible costs • Room & technical equipment rental • Photocopying, phone, fax, mailing costs • Personnel – staff involvement (max. 15% of the total request) • Coffee breaks • Only one conference meal (to be deducted from the individual reimbursements) • NON Eligible costs VAT, excursions, centrally paid accommodation COST Activity: Local Organizer’s Support (LOS)

10. Min. 4 STSMs/year, selected by the STSM coordinator • To/From an institution in another COST participating country or formally approved host institution in a non-COST country • Priority: project administrators without a management role and not directly involved in research projects • Duration: maximum 3 months • Recommended financial support: Daily allowance: 60 – 90 €, Travel cost: 300 € max 2500 € for up to three months • Exception: Early Stage Research Administrators (ESR: work experience + < 8 years) : max 3500 - € 91 days up to 6 months COST Activity: STSM (Short Term Scientific Mission)

11. Important steps BEFORE the mission: • On-line registration of applicant • https://e-services.cost.eu/stsm • Send application by e-mail to STSM Coordinator, MC Chair, Grant Holder • Assessment by the MC / selection / send info to Grant Holder • Grant Holder sends “grant letter” to applicant • Important steps AFTER the mission: • Applicant sends reportto STSM responsible, MC Chair, Grant Holder • Evaluation by MC / approval / send info to Grant Holder • Payment of the applicant by Grant Holder COST Activity: STSM (Short Term Scientific Mission)

12. Duration: between 3 working days and two weeks • Location: in one of the COST countries that accepted MoU of this Targeted Network • Eligible Costs • Local Organiser Support • Trainers: same rule as meeting participants – no lecture fee • Trainees: only students from COST participating countries can receive a grant. (similar to STSM grants. Amount decided by MC.) COST Activity: Training School

13. Thankyou. Anyquestions?