Initial Budget VIL-D
| Initial allocation to VIL-D ( functioning of the NO & EB or travel funds for the SAC, CD or GB; funds for consultants, attendance of fairs, EuroSchool sessions, etc.) | 200 k€ |
| Allowance
for functioning of the VIL |
50 k€ |
| Further share in
proportion to number of researchers involved in VIL (Tables 5b and 6b,
p.119 and 120 |
148 k€ |
| Total (whole duration
of the project) |
398 k€ |
| Grant available for first 18 months | 135 k€ |
Extract from Annex 1, p. 101
10.5 Project management level description of resources and budget
10.5-1 Calculation of the grant share
The rule for allocating a grant share to each VIU or management body of CMA is the following:
- first, priority resources are allocated to each VIU or management body in function of their targets: functioning of the NO & EB or travel funds for the SAC, CD or GB; funds for consultants, attendance of fairs, EuroSchool sessions, etc. A priority allocation of 250 k€ is put on VIL A, that lies at the fore front of integration, and of, respectively, 150 k€, 200 k€ and 250 k€, to VILs D, E and F, which shall carry out most of the technological developments and therefore are at the fore front of disseminations tasks of the network (the remaining allocation of 50 k€ to each VIL represents the necessary allowance for functioning the VIL). Equivalent data for the first 18 months appear in the right hand side of Table 9, Appendix B).
- second, the remaining grant is shared between Virtual Integrated Laboratories in proportion to the number of researchers involved in each VIL (as given in Tables 5B and 6B, respectively for the whole duration and the first 18 months of the project).
The result of this calculation, using the same items as in Tables 7 and 8, Appendix B, is reproduced in Table 9, Appendix B, for all Virtual Integrated Units and management bodies of CMA. This in turn allows a straightforward calculation of the grant share per work package that is given in the last right hand side column of Table 5B, Appendix B (full duration of the project) and Table 6B, Appendix B (first 18 months of the project).
10.5-2 Rules for functioning
Internal rules for making the allocation of funds functioning within the CMA project are defined in the Consortium Agreement, Articles 3) and 4), chapter 4, section 2 ‘Resources’, signed between the Partners. They read as follows:
3) It is agreed that all costs incurred by individuals for travel and subsistence while participating to the Joint Programme of Activities, i.e. participation to meetings or exchange of personnel shall be reimbursed by CRPHT (Centre de Recherche Public Henri Tudor, Luxembourg) on behalf of the CMA network. To this end, the co-ordinator will transfer every four months to CRPHT the relevant fraction of the Annual budget decided by the Governing Board on proposal of the Executive Officers after having defined the Annual Plan of Activities and the relevant budget as defined in Chapter 3, section 3B. The applicable accounting rules will be the auditable rules in force at CRPHT, in accordance with the rules for reimbursement set-up by the Commission. The Internal Regulations of the CMA Network will define the maximum daily allowance per head and the method to use for reimbursement claims.
4) Similarly, all other resources necessary for the annual functioning of any VIU of the CMA network will be allocated by the Co-ordinator to that Party in which the director of the relevant VIU is employed. Upon specific request by the director of a VIU, transfer may also be made directly to a Party that will need this share of funds for its contribution to the Annual Plan of Activity. Transfers of funds will take place on a quarterly basis, within four (4) weeks after each meeting of the CD. It will be the duty of each VIU director to allocate the appropriate resources requested for the execution of the Annual Plan of Activities to the Parties participating in his/her VIU.
According to these rules, the Partner that employs the main responsible for each VIU or management body of CMA will handle the management of the grant shares dedicated to each VIU or management body. This information is summarized in Table 10, Appendix B, by underlining the names of the main Partners and responsible scientists. Upon specific request of each director, transfer of funds may be requested from Co-ordinator to that Partner that employs the concerned deputy-director. The relevant information is also given in Table 10, Appendix B (acronyms and names not underlined).
10.5-3 Financial audits
It is obvious that the type of functioning that is imposed by the specific nature of a Network of Excellence will require a double financial audit system:
- an audit for the allocation by the Co-ordinator of funds to the VIUs and management bodies, on 3-month periodic request by and under the supervision of each responsible (as listed in section 8.1 and more specifically the members of the Committee of Directors), therefore under the responsibility of the accounting officer of each Partner involved,
- an audit for the final usage of the grant by each Partner concerned.
This double auditing will be supervised by the Co-ordinator.
