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Training and Mobility of Researchers

PAYMENT AND REPORTING PROCEDURES FOR TMR MARIE CURIE RESEARCH TRAINING GRANTS

This page explains in detail the payment and reporting mechanism of the TMR Marie Curie Research Training Grants. It includes links to the forms to be used for payment requests and scientific/financial reporting to the Commission. All forms should be completed and returned to:

TMR Contract Section, DGXII G-1
SDME 3/40
Rue de la Loi 200
B - 1049 Brussels

There are four different stages on which payment/reporting actions must be taken by either the Host Institution or the Grant Holder, or both. These actions are described below, with reference to the forms to be used and a mention of the people who are required to sign. Note that for some reporting actions no specific forms are available; this is the case when the information requested varies significantly from country to country or from Host Institution to Host Institution.

Please also note that some of the forms are standard for all EC RTD projects, not only for individual research training grants. This explains why the forms have not a harmonised lay-out, and why the names used for the scientific or administrative responsible in the Host Institutions are not always the same (i.e. Scientist in charge of the project or Project Head or Coordinator of the project, etc.).

N.B. All forms are in MS Word 6.0 format: if you do not have access to this software, you can download the MS Word Viewer, which allows browsing and printing of documents, here .

1. PRIOR TO COMMENCEMENT OF THE GRANT :

1.1 Two copies of the draft Contract are sent by the Commission Services to the Scientist in charge of the project (Project Head) indicated in the grant application form, immediately after the Commission Decision on the funding of the proposal has been taken. The Scientist in charge of the project is asked to forward the draft Contract immediately to the authorised administrative officer of the Host Institution, for signature. The signed Contract must be returned to the Commission within one month following receipt. With the signature of the Commission's representative, the contract enters into force. Please note that Grant Holders must start their activities at the Host Institution within six months following this date . The Grant Holder does not receive a copy of the Contract . In order to find out the exact date of the signature of the Contract, the Grant Holder should contact his Host Institution.

1.2 An agreement must be concluded between the Grant Holder and the Host Institution before the Grant Holder takes up his/her duties. There is no special form for such an agreement, which should be set up by the Host Institution in collaboration with the Grant Holder. However it must adhere to the guidelines set out in the General Conditions which are sent to the Scientist in charge of the project together with the draft Contract (Annex II of the Contract, included in the official Information Package for Marie Curie Research Training Grants). For details on national taxation, social security, etc. the National Contact Point of the Host Country may be contacted (see Information Package for address of National Contact Points).

2. AT COMMENCEMENT OF THE GRANT :

The following documents must be filled in and returned immediately on commencement of the project:

2.1 Contract Management Information Form (Annex IV of the Contract), signed by an authorised official of the Host Institution.

2.2 Request for Payment of Main Advance (Annex III A of the Contract), signed by the Grant Holder (Fellow) and an authorised official of the Host Institution (the Administrator of the Contractor).

2.3 Copy of agreement between the Grant Holder and the Host Institution (no standard form available - see 1.2 here above).

Upon receipt of these three documents, the Commission Services will check these for compliance with the General Conditions. Once this verification done, the Commission will pay the main advance stipulated in the contract.

3. REPORTING STAGE(S) :

The following documents must be returned to the Commission one year after the commencement, as well as at the end of the second year for three-year-contracts. In case of contracts of less than one year, this stage is not relevant.

3.1 Scientific Report form, completed by the Grant Holder and the Scientist in charge of the project (Project Head). Click here to download the *.pdf version of the Scientific Report form .

3.2 Intermediate Payment Request form (Annex III B of the Contract) signed by the Scientist in charge of the project (Project Head) and the Financial Administrator of the Host Institution.

3.3 A financial report , detailing the payments effected to the Grant Holder during the relevant period. This report must be signed by an authorised official of the Host Institution, as well as by the Grant Holder for approval.

The intermediate payments foreseen in the Contract will be based on acceptance of these scientific and financial reports by the Commission Services.

4. FINAL STAGE :

Within 3 months after completion or termination of the project, the following documents must be submitted:

4.1 Final Payment Request (Annex III C of the Contract) signed by the Scientist in charge of the project (Project Head) and the Financial Administrator of the Host Institution

4.2 Final Scientific Report to be completed by the Grant Holder and Scientist in charge of the project (Project Head).
Click here to download the *.pdf version of the Scientific Report form .

4.3 Assessment Sheet for Final Report, completed and signed by the Grant Holder. May be attached to the Final Scientific Report in a sealed envelope or returned separately, at the same time, by the Grant Holder.

4.4 Final Financial Report detailing the appropriation of the total amount of the grant allocated for the benefit of the Grant Holder, to be signed by an authorised official of the Host Institution, as well as by the Grant Holder for agreement. A model report form is enclosed.

4.5 End of Grant Questionnaire for the Scientist in charge of the project.


Please note that the Final Reports and the Assessment Sheet have to be submitted within 3 months following completion or termination of the project. In no case will final payment be made unless these documents are submitted and accepted by the Commission Services.

For any questions relating to the payment and reporting procedure, please contact the following numbers :

Tel : + 32 2 295 08 43
Fax : + 32 2 299 37 46

List of Reporting Documents


Ref. section
Title of form
To be signed by
1.1
Fixed Contribution Contract for Training Through Research ("the Contract")
Authorised Official of the Host Institution + Commission Representative
*
1.2
Agreement between Grant Holder and Host Institution
Authorised Official of the Host Institution + Grant Holder
**
2.1
Contract Management Information Form (Annex IV of Contract)
Authorised Official of the Host Institution
2.2
Request for Payment of Main Advance (Annex IIIA of Contract)
Authorised Official of the Host Institution + Grant Holder
3.1/4.2
Scientific Report Form

Click here to download the *.pdf version of the Scientific Report form .
Grant Holder + Scientist in charge of the project
3.2
Intermediate Payment Request Form (Annex IIIB of Contract)
Scientist in charge of the project + Financial Administrator of the Host Institution
3.3
Financial Report
Authorised Official of the Host Institution + Grant Holder
**
4.1
Final Payment Request (Annex IIIC of Contract)
Scientist in charge of the project + Financial Administrator of the Host Institution
4.3
Assessment Sheet for Final Report
Grant Holder
4.4
Final Financial Report
Authorised Official of the Host Institution + Grant Holder
4.5
End of Grant Questionnaire for the Scientist in charge of the project
Scientist in charge of the project

* Not included in this document . See Marie Curie Research Training Grant Information Package (Annex E)

** No standard form



Last Update: 25/06/98


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