Q 1. Which document should I take into consideration when doing a claim?
Q 2. Which documents should be provided in order to properly reimburse an official travel expense?
Q 3. Are bank statements and credit card receipts eligible justification for reimbursement, in case of lost ticket/invoice?
Q 2. Which documents should be provided in order to properly reimburse an official travel expense?
Q 3. Are bank statements and credit card receipts eligible justification for reimbursement, in case of lost ticket/invoice?
Q 1. Can I create one single COFUND budget code for the whole department?
Q 2. What if we don’t know the sub-ppa by the end of the year?
Q 3. The CERN budget code out of which the 60% part is paid is a recurrent one; can I link the corresponding COFUND code to the same recurrent sub-PPA?
Q 4. What about the Material budget?
Q 5. How do I follow-up the Material expenses?
Q 2. What if we don’t know the sub-ppa by the end of the year?
Q 3. The CERN budget code out of which the 60% part is paid is a recurrent one; can I link the corresponding COFUND code to the same recurrent sub-PPA?
Q 4. What about the Material budget?
Q 5. How do I follow-up the Material expenses?
Q 1. How could I properly fill in the FORM C (Cost Statement) for Marie Curie (European) projects?
Q 2. Where can I find a daily update exchange rate according to the European Commission rules?
Q 3. Where can I found the documents related to European Projects such as legal document, Work Programmes, etc…?
Q 4. How to manage Marie Curie Projects?
Q 2. Where can I find a daily update exchange rate according to the European Commission rules?
Q 3. Where can I found the documents related to European Projects such as legal document, Work Programmes, etc…?
Q 4. How to manage Marie Curie Projects?
Your answers to the questions
CLAIMS AND REIMBURSMENT
Q 1. Which document should I take into consideration when doing a claim?
A. The following documents should be attached to the claim on EDH:
Q 2. Which documents should be provided in order to properly reimburse an official travel expense?
A. In order to properly precede to reimbursement of official travel expenses, a proof that the person did the trip must be provided.
In the first place, boarding passes should be provided. However, as nowadays tickets are most of the time electronic, therefore, apart from the electronic ticket, the person should provide further tickets or invoices that proof his/her presence in a country/city such as restaurant, taxi, local transport... tickets.
In short, boarding passes should be presented if possible. If not, the electronic ticket must be provided together with additional tickets (electronic tickets only do not proof that the person really travelled).
Q 3. Are bank statements and credit card receipts eligible justification for reimbursement, in case of lost ticket/invoice?
A. Bank statement and credit card receipts are not eligible as proof of an expense. Make sure that an invoice or ticket is presented for reimbursement.
Q 1. Which document should I take into consideration when doing a claim?
A. The following documents should be attached to the claim on EDH:
| Claim | Document attached (copies) |
| Official travel | Invoice of the company Boarding pass or Electronic ticket AND tickets or invoices that proof that the person did the trip |
| Subsistence | Tickets that proof the presence of the person in the related country/city: Local transport ticket Restaurant ticket…etc |
| Third party payment | Invoice Ticket Boarding pass |
| Inter Departmental Transfer (TID) | Invoice |
| Any other Claim or Purchasing | Invoice needed |
Q 2. Which documents should be provided in order to properly reimburse an official travel expense?
A. In order to properly precede to reimbursement of official travel expenses, a proof that the person did the trip must be provided.
In the first place, boarding passes should be provided. However, as nowadays tickets are most of the time electronic, therefore, apart from the electronic ticket, the person should provide further tickets or invoices that proof his/her presence in a country/city such as restaurant, taxi, local transport... tickets.
In short, boarding passes should be presented if possible. If not, the electronic ticket must be provided together with additional tickets (electronic tickets only do not proof that the person really travelled).
Q 3. Are bank statements and credit card receipts eligible justification for reimbursement, in case of lost ticket/invoice?
A. Bank statement and credit card receipts are not eligible as proof of an expense. Make sure that an invoice or ticket is presented for reimbursement.
Timesheets
Q 1. How staff working on EU project at CERN should fill in their timesheets?
A. You’ll find a template of the timesheet and the procedure to follow on DG-RPC website, under “Timesheets”.
Q 1. How staff working on EU project at CERN should fill in their timesheets?
A. You’ll find a template of the timesheet and the procedure to follow on DG-RPC website, under “Timesheets”.
COFUND
Q 1. Can I create one single COFUND budget code for the whole department
A. In principle yes. However, as the COFUND budget code should have the same parameters as the CERN one out of which the 60% are paid (same PPA, same responsible, etc.), it is unlikely to happen. This is why a budget code per group has been requested by default. This COFUND Budget code should be linked to project EU7-MARCOF.
Q 2. What if we don’t know the sub-ppa by the end of the year?
A. When the sub-ppa is not known immediately, the fellow has to be allocated on a dedicated COFUND budget code (permanent or temporary) and can be modified later. The important thing is to have the 40% on an EU budget code. This is particularly important for the fellows starting in December. The allocation into the COFUND budget code must be done by 4th December 2009, before the closing.
Q 3. The CERN budget code out of which the 60% part is paid is a recurrent one; can I link the corresponding COFUND code to the same recurrent sub-PPA?
A. No. Codes linked to a project cannot be linked to a recurrent sub-PPA at the same time. You should use a non-recurrent sub-PPA, with the same PPA as the CERN code. e.g. in case 60% of the salary of the researcher is paid out of CERN budget code 99999 linked to sub-PPA FHC-OPE, the COFUND code should be created on sub-PPA FHC-PRJ For more information on recurrent/non-recurrent issues, please contact DG-RPC-FP.
Q 4. What about the Material budget?
A. The M budget is reimbursed at 40% also. However, the amount involved is not important enough to use 2 budget codes simultaneously. In addition, the EC reimbursement will be directly linked to CERN’s overall spending, meaning the EU budget cannot be released immediately. As a consequence, the 40% EU Material budget will be allocated on the 3rd and 4th years of the project on the COFUND project.
Q 5. How do I follow-up the Material expenses?
A.
Q 1. Can I create one single COFUND budget code for the whole department
A. In principle yes. However, as the COFUND budget code should have the same parameters as the CERN one out of which the 60% are paid (same PPA, same responsible, etc.), it is unlikely to happen. This is why a budget code per group has been requested by default. This COFUND Budget code should be linked to project EU7-MARCOF.
Q 2. What if we don’t know the sub-ppa by the end of the year?
A. When the sub-ppa is not known immediately, the fellow has to be allocated on a dedicated COFUND budget code (permanent or temporary) and can be modified later. The important thing is to have the 40% on an EU budget code. This is particularly important for the fellows starting in December. The allocation into the COFUND budget code must be done by 4th December 2009, before the closing.
Q 3. The CERN budget code out of which the 60% part is paid is a recurrent one; can I link the corresponding COFUND code to the same recurrent sub-PPA?
A. No. Codes linked to a project cannot be linked to a recurrent sub-PPA at the same time. You should use a non-recurrent sub-PPA, with the same PPA as the CERN code. e.g. in case 60% of the salary of the researcher is paid out of CERN budget code 99999 linked to sub-PPA FHC-OPE, the COFUND code should be created on sub-PPA FHC-PRJ For more information on recurrent/non-recurrent issues, please contact DG-RPC-FP.
Q 4. What about the Material budget?
A. The M budget is reimbursed at 40% also. However, the amount involved is not important enough to use 2 budget codes simultaneously. In addition, the EC reimbursement will be directly linked to CERN’s overall spending, meaning the EU budget cannot be released immediately. As a consequence, the 40% EU Material budget will be allocated on the 3rd and 4th years of the project on the COFUND project.
Q 5. How do I follow-up the Material expenses?
A.
| 1. As long as the fellow name appears in the EDH documents it is possible to keep trace of his/her spending and to keep an eye on the budget. Therefore it is important that the fellow’s name appears in the EDH document. (as creator, beneficiary, technical contact, etc…) |
| 2. If material is bought prior to the fellow’s arrival, it is important to at least mention the project’s name. |
| 3. If a document has been created without mention of a fellow’s name or projects name, please inform us of the expense. |
Marie Curie Actions
Q 1. How could I properly fill in the FORM C (Cost Statement) for Marie Curie (European) projects?
A. You can refer to the Marie Curie Actions FP7 Financial Guidelines.
You can find in this document a complete explanation on how to calculate the amounts allowed to fellows and the various projects events.
Q 2. Where can I find a daily update exchange rate according to the European Commission rules?
A. By clicking on the link of European Central Bank (BCE).
Q 3. Where can I found the documents related to European Projects such as legal document, Work Programmes, etc…?
A. You will find all useful documents on European Commission website “Cordis”.
Q 4. How to manage Marie Curie Projects?
A. The guide “How to manage MC projects” is available on European Commission website.
Q 1. How could I properly fill in the FORM C (Cost Statement) for Marie Curie (European) projects?
A. You can refer to the Marie Curie Actions FP7 Financial Guidelines.
You can find in this document a complete explanation on how to calculate the amounts allowed to fellows and the various projects events.
Q 2. Where can I find a daily update exchange rate according to the European Commission rules?
A. By clicking on the link of European Central Bank (BCE).
Q 3. Where can I found the documents related to European Projects such as legal document, Work Programmes, etc…?
A. You will find all useful documents on European Commission website “Cordis”.
Q 4. How to manage Marie Curie Projects?
A. The guide “How to manage MC projects” is available on European Commission website.
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