EGI-InSPIRE:Contractual documents

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EGI-Engage Project Office: Contact details Contracts, Minutes Reimbursing procedures Project reporting Advance Payments Financial reports Project Administration Archive







Project Reimbursement procedures holds a budget to provide support for unfunded members of the new user communities and unfunded partners (primarily those in the ICPC, USA and Asia Pacific) to attend major EGI-InSPIRE events. It is also available to support the engagement of funded project partners that represent small or emerging NGIs,under certain conditions and after validation of the project Director.

The reimbursement is based on a lump sum for expenses and only available for external staff such as:

Lump sum refunding rules

The amount of the lump sum includes 3 components, a variable travel component, a fixed subsistence component and a fixed registration component. All three being refunded distinctly and considering the geographical location of the external traveler visiting Europe:

The amount we will provide as a lump sum is determined by this formula.

From 2015 for an Asian partner and for 3 days of attendance at the Community Forum we would provide a lump sum of 2040€ for the costs. We would not refund more than this amount. If participation is extended to the whole week (5 days) it would be 2600€. The weekly compensation including reimbursement of 5-days conference registration cannot exceed 1700€ for business trip within EU, 2000€ for a business trip from the USA/Mediterranean countries/International and 2600 € for a business trip from Asia/Transcontinental.

The same model will apply in reverse for people travelling to Asia/Transcontinental, USA/Mediterranean countries/International and Europe. If you are in EU travelling to Asia/Transcontinental then it is the Asia/Transcontinental travel allowance plus the same registration and subsistence levels.

LUMP SUM SCHEME history: in 2014: Subsistence 150€/d (increased to 150€ per August 1st, 2013), Registration 100€/d, flight EU 250€, flight USA 500€, flight Asia (rest of the world) 1000€

Reimbursement form

The travelers shall use this reimbursement form. The form must be sent to our secretary Marie-Louise van der Weijde:

More information

Principle concerning the lump sum reimbursement
Lump sum reimbursement can only apply to reimburse external people in the frame of an EC funded contract when has been allocated the funds specifically to do so.

EC financial guideline principle (en160112, pages 63-64-65)
1- Travel and subsistence allowances for staff taking part in the project. 
If such costs are reimbursed on the basis of a lump sum or per diem payment.
It is the lump sum or per diem and not the actual costs that are considered to be eligible.
2- Procedure: 
The use of these flat rates is optional for the GA beneficiaries, who may opt for using real cost
or the flat  rate during the negotiations leading to the signature of the ECGA. 
The option chosen by a participant has to be used for any travel of this participant in the same grant,
though it is possible to apply real costs or the usual practice of the beneficiary for its own personnel
and, at the same time, use the flat rates for external experts/advisers needed for the project.
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