MSCA - project management of Marie Skłodowska Curie Actions in (FP7 and) Horizon 2020

Transcription

1 MSCA - project management of Marie Skłodowska Curie Actions in (FP7 and) Horizon 2020 General principles Finance Project management Daphne van de Sande TU Delft, Valorisation Centre 1 xx

2 Marie Skłodowska Curie fellowships Research training grants Diversification of research skills Transfer of knowledge Transnational Career development 2 xx

3 MSCA in Horizon 2020 NIGHT ER Cofund IF RISE ESR 4 yr 0 yr ITN Cofund 3 xx

4 MCA in FP7 NIGHT ER Cofund IF CIG 4 yr +1 IAPP IRSES ESR ITN 0 yr 4 xx

5 Who is eligible for a Marie Curie fellowship? Mobility: less than 12 months during the previous three years in the country of the host institution Level of experience: defined per Marie Curie action Early stage researcher (ESR) Experienced researcher (ER) Measured at: Date of appointment for host fellowships Call deadline for individual fellowships (For Marie Curie host actions: target of at least 40% women) 5 xx

6 Marie Curie individual fellowships (EF/ GF/ IEF/ IIF / IOF / CIG) Selection and eligibility check by EC/REA No substitutions possible Individual researchers + host organisations EC call evaluation Funded projects 6 xx

7 Marie Curie host fellowships Selection and eligibility check done by host organisations own responsibility Substitutions possible Recruitment of new researchers (ITN/ CoFUND) Researchers send their CVs host organisations EC evaluates Funded projects Secondment of staff (RISE/ IAPP /IRSES) Staff is seconded 7 xx

8 Types of activities & related costs Recruitment E(S)Rs Secondment E(S)Rs Researcher unit costs Conditional unit cost / flat rate Research, research training, transfer of knowledge, networking Management & indirect costs Institutional unit costst Unit cost / flat rate Management (FP7 ITNs) Equipment (only SMEs in IAPP FP7) Actual cost 8 xx

9 allowances for the ESR / ER Living allowance Mobility allowance Family allowance Travel allowance Career exploratory allowance FP7: added to mobility allowance Merged with mobility allowance since 2011 WP 9 xx

10 Living allowance and types of contract See table in WP of appropriate year or GA ESR / ER / ER10y+ (FP7 only) Country correction coefficient applies Full social security, employment contract Sickness, parental, invalidity benefits, benefits for accidents at work and occupational diseases, unemployment & pension benefits Follow national/regional legislation and applicable labour contracts Full-time basis ESR / ER must work exclusively for the action and not receive other income Host may not pay less/month - May pay more (at own expense) 10 xx

11 Evolution of allowances during the years (in Euro) Yearly living allowance ESR / ER in For ITN and IF Differences for RISE / IRSES / CIG / COFUND Correction co-efficient NL example ,800 / 52, ,2 34, ,500 / 53, ,2 34, ,300 / 53, ,2 35, ,700 / 56, ,1 40, ,000 / 58, ,3 41, ,000 / 58, ,1 39, ,320 / 55, ,3 38, xx

12 Communication to ESR/ER These allowances are the super gross amount for the employer, and subject to national taxation which differs in different countries. Communicate correct expectations when recruiting! (Super gross) Employer s tax (gross) Employee s tax Net salary In some countries can be over 50% Entitles them to social security, pension, etc. EC allowance Shown on ESR/ER pay slip 12 xx

13 Mobility and family allowance For personal household, relocation and living expenses Mobility 600 /month family 500 /month (in FP7 one category) Paid as reimbursement of expenses or as salary Not tax exempt because it is a European grant, national rules apply Family allowance if married or equivalent or children even if partner/children stay in home country Measured at start and fixed In H2020 no country correction coefficient (in FP7 yes) (up to WP 2011 separate travel and career exploratory allowances later merged with mobility allowance) 13 xx

14 Institutional unit cost Horizon 2020 Per researcher/month and cannot be claimed separately WP Contribution to training, research/transfer of knowledge Management and indirect costs ITN IF RISE Essentially for out-of-pocket expenses. Supervision time is not funded. 14 xx

15 Activities carried out by the host organisation FP7 WP ITN IAPP Cat. D (ITN only) Participation expenses of fellows Flat rate per researcher-month of EUR 500 for non-lab based Eur 800 for lab-based research Cat. E Expenses for activities of the host organisations ITN : ITN 2010: IAPP : IAPP 2009: 600 Euro 1200 Euro 800 Euro 1200 Euro Cat. F Int l conferences, workshops, events Flat-rate of 300 Euro per day per researcher for external researchers participating WP March 2009 Contribution to training, research/transfer of knowledge ITN IAPP Flat rate per researcher-month of EUR 1800 for training activities research costs training/partnership project co-ordination between participants Management (incl. audit ) Max 10% of the total EU contribution Overheads 10% of direct costs except for subcontracts Other expenses IAPP: participating SMEs only: Max 10% of total contribution to SME 15 xx

16 Unit costs H2020 amounts per unit x number of actual units; units actually used or produced during project necessary for implementing the action or produced by it, and number of units must be identifiable and verifiable, in particular supported by records and documentation (GA Article 18) 16 xx

17 Unit cost / Flat rate Evidence = labour agreement respecting specific MSCA conditions, eligibility conditions, time records, lab logbooks, publications, conference participation, testimonies of colleagues, etc. unit costs established by EC are not counted for the 325,000 threshold and do not need a certificate on financial statement 17 xx

18 HR & salary issues Allowance for fellow determined by EC - can differ from normal salary level for comparable position part-time work if allowed by REA! - means proportional reduction of living & mobility allowance 5 March ESRs/ERs 2009 could stay on after the Marie Curie fellowship: normal salary scale or Marie Curie rates? -> lower salary scale with monthly top-ups Fluctuations salary level exchange rate Euro / coefficients -> keep a small buffer formalise in contract ESR position max 36 months even if PhD is 4 years 18 xx

19 HR & salary issues ESR contract must include conditions Art. 32 GA Best practice to have an intake with the ESR and HR ESRs in the same network can have significant differences in net salary Sanctions certain countries / certain topics Global fellowships and secondments outside EU/AC complicated rules health insurance, pension & unemployment contributions & benefits -> EURAXESS 19 xx

20 What if a fellow leaves? Respect rules for advance notice in agreement fellow host Notify REA Pay fellow for total of months that he/ she has worked Use remaining budget to hire/second new researcher, or shift to other partner Lower -> higher country correction coefficient = less ESR/months? -> less fellow-months means less flat rate amounts 20 xx

21 Budget transfers Once signed, GA amount cannot be increased Never from the categories for the fellows to the categories for the host organisations Other way around is possible If ESR months moved to beneficiary with different country correction co-efficient -> adapt number of months (or fund from other means) 21 xx

22 Project management & coordination issues ITN Use of institutional unit costs -> consortium agreement Total institutional costs = nr. of ESR/months x Project manager, website, etc. Travel partner organisations Organising summer schools, conferences Etc. Beneficiary 1 Beneficiary 2 Beneficiary 3 Etc. Partner organisation 1 Partner organisation 2 Etc. 22 xx

23 Project management & coordination issues ITN Only ESR/months within project duration eligible -> recruit early Keep records to prove fair and open selection procedure (e.g. all CVs received) Keep records of eligibility of ESRs at time of selection Budget in GA is estimate -> payments to ESRs based on what they are entitled to (e.g. yes/no family allowance & correct amounts according to work programme) <40% budget per country ( if distribution ESR/months changes) 23 xx

24 Project management & coordination issues Partnership agreements with partner organisations in ITN or GF IP issues: typically new IP belongs to employer, so during secondments (incl. outgoing phase of Global Fellowship) agree on IP principles Who pays for what during secondments of fellows? 24 xx

25 Where to find guidance Marie Curie Actions FP7 Financial Guidelines, GAs and slides of coordinators briefings Annotated model grant agreement for MSCA H reference_docs.html (p ) Marie Curie National Contact Points EURAXESS 25 xx

26 questions? 26 xx

27 Back-up slides in case of questions 27 xx

28 Situation for PhDs Amounts should be checked after end of fellowship. Any EC money (cat. A-C or 1-2) remaining not used to pay/reimburse the fellows should be transferred as a final payment Not allowed to underspend on the allowances for the fellows Transfers can occur of year 1 to year 3 amount of MC fellowship Year 1 PhD salary Yr 2 PhD salary Yr 3 PhD salary Yr 4 PhD salary max duration of MC fellowship 28 xx