Rules of implementation of mobility and settlement of the grant awarded under the PROM project

Transcription

1 Rules f implementatin f mbility and settlement f the grant awarded under the PROM prject Participants f the Prject are requested t read the Rules f participatin in the PROM prject and appendices available n the website f the prject: DOCUMENTS AND FORMS If yu have any questins r dubts, please cntact the PROM Prject Office: Internatinal Cperatin Centre, Ldz University f Technlgy 36 Żwirki Str, Łódź, building A16, 1 st flr, ffice 110. tel.: (r 72) prmbility@inf.p.ldz.pl Step 1. Submissin f participant persnal data and signing the agreement The Prject Office will send t Candidates accepted fr participatin in the prject a data frm t the agreement (Appendix 07 The data frm t the agreement with a Participant) by . The cmpleted and signed frm shuld be printed ut in clur and sent back t the address f the Prject Office within 10 wrking days (Nte! Failure t meet this requirement means resignatin frm participatin in the Prject). Nte: All dcuments cntaining the Plish flag, the EU lg and the Structural Funds lg shuld be printed in clur. It is pssible t print ut dcuments in clur in the PROM Prject Office. 1

2 The Prject Office will prepare dcuments which have t be signed by the Candidate when jining the prject, i.e.: Prject Participant Data Frm Declaratin f the Prject Participant that he/she has read the infrmatin clause regarding the purpse and scpe f the prcessing f persnal data in the POWER prgramme (Appendix 8d Persnal data declaratin) Declaratins f the Participant fr the purpse f data prcessing in the NAWA ICT system and cnsent t the sending f infrmatin by the NAWA abut prgrammes and actins. Agreement with the Participant (Appendix 8 Template Agreement with Participant). Signing dcuments this is a cnditin f participatin in the prject and receiving a grant. It is unacceptable t start mbility withut signing the dcuments. Dctral students/emplyees f Ldz University f Technlgy - sign the dcuments in the Prject Office (the specific date will be set by r telephne, but n later than 20 wrking days frm the date f receiving infrmatin abut the preparatin f dcuments). Freign dctral students/emplyees agree with the Prject Office n ne f the fllwing prcedures f signing dcuments: The Prject Office will send the Candidate the prepared dcuments in an electrnic versin by ; they shuld be printed ut in clur and sent back by traditinal mail t the address f the Prject Office, r The Prject Office will send printed dcuments by pst t the indicated address f Participant; they shuld be signed and sent back by pst t the address f the Prject Office, r in exceptinal situatins, the dcuments may be signed by the Candidate n the first day f his/her stay in the Prject Office (nte: the grant will be transferred t the accunt nly after signing the agreement and ther dcuments referred t abve). Visa requirements if the freign Participant has t btain a visa in rder t arrive in Pland, please cntact the Prject Office in rder t btain an apprpriate invitatin/cnfirmatin, if it is required fr the visa prcedure; if the Plish Participant must btain a visa t travel t the hst cuntry, please cntact the hst institutin representative t receive the relevant invitatins. 2

3 Cnference fees if the Participant has been granted additinal funding, e.g. cnference fees, summer schls fees, etc., the methd f payment and settlement f the fees will be determined by the Participant individually with the Prject Office. The Prject Office pays the abve csts by bank transfer directly frm the prject accunt t the accunt f the cnference rganiser, summer schl, etc. n the basis f data presented by the Participant needed fr the bank transfer: name and address f the beneficiary, name and address f the bank, accunt number (r IBAN fr Eurpean cuntries), SWIFT/BIC cde, title f the transfer. The cnfirmatin f the bank transfer can be btained after apprx. 3 days upn its executin. If, fr sme reasn, the Participant has t pay the abve csts n his/her wn, the methd f payment and settlement has t be agreed with the Prject Office. Nte: The cnditin fr settlement f csts f cnference fees, summer schls, fees related t measurements, etc., is the submissin f a prperly issued invice, which must be made ut t Ldz University f Technlgy. Ldz University f Technlgy ul. Żermskieg Łódź NIP: The invice must als include persnal data f the Participant (first and last name) Applicatin fr travel abrad Dctral students/emplyees f Ldz University f Technlgy are additinally bliged t submit an "Applicatin fr travel abrad", valid fr each business trip abrad. The mdel f the applicatin frm fr dctral students f Ldz University f Technlgy will be ed by the Prjet Office. Emplyees submit their applicatins using SAPrt system If yu have any questins, please cntact the Prject Office. 3

4 Applicatin fr admissin f a guest In case f arrival f Participants frm abrad, the relevant faculty f Ldz University f Technlgy, in which the stay will take place, is bliged t submit an applicatin fr the admissin f a guest t the Staff Mbility Sectin f Internatinal Cperatin Centre f Ldz University f Technlgy. A mdel applicatin frm can be dwnladed frm Insurance - Participants are bliged t have valid health, civil liability and accident insurance in the territry f the cuntry where the mbility takes place. Dctral students and emplyees f Ldz University f Technlgy are cvered by the TUL insurance prvided that they submit an applicatin fr travel abrad. Step 2. The advance payment f the grant Making the advance payment within 14 wrking days frm the date f signing the agreement and ther dcuments in the Prject Office r frm the date f receipt f the riginals f the signed agreement and dcuments sent by traditinal mail, the Prject Office will make the payment f travel and maintenance csts in the amunt f 80% f the amunt due, by bank transfer t the bank accunt indicated by the Participant. NOTE Freign participants In an exceptinal situatin, the advance payment fr freign participants may be made in cash in PLN (Plish Zlty) at the cash desk f Ldz University f Technlgy. This shuld be agreed with the Prject Office in advance. Nte: Travel and maintenance allwances are paid in the frm f lump sums. TUL will nt require Participants t prvide accunting dcuments prving the expenses incurred, e.g. htel invices r tickets. Settlement f additinal funds allcated fr the csts f cnferences, summer schls, etc. will require the submissin f an invice (made ut t TUL). Duble financing f maintenance and travel csts is nt allwed, i.e. the situatin where, as part f the mbility, the Participant is prvided the maintenance and travel csts frm ther surces than the Prject. In case f disclsure f duble funding, the Participant will be bliged t return the entire grant awarded. 4

5 Step 3. Implementatin f mbility Prmtin and infrmatin - Participants are bliged t mark all prepared wrks, materials and dcuments, created within r in cnnectin with the implementatin f the c-financed Prject which are made available t the public, by placing n them in a visible place: a) NAWA and TUL lgtypes, b) the Eurpean Funds lg, the Eurpean Unin lg with the name f the Eurpean Scial Fund, c) infrmatin: The PROM prject Internatinal schlarship exchange f PhD candidates and academic staff is financed by the Eurpean Scial Fund under the Operatinal Prgramme Knwledge Educatin Develpment, nn-cmpetitive prject entitled Internatinal exchange f PhD candidates and academic staff, Agreement n. POWR PN13/18". r d) the infrmatin referred t in pint (b) in English e) in audi prducts, infrmatin abut financing by NAWA must be read during the recrding. Examples f apprpriate lgtypes are available n the Prject website DOCUMENTS AND FORMS All dcuments cntaining the Plish flag, the EU lg and the Structural Funds lg shuld be printed ut in clur. Step 4. Settlement f mbility Acknwledgement f mbility and grant settlement- within 10 wrking days frm the end f mbility, but in any case nt later than 7 Octber 2019, the Participants are bliged t submit the fllwing dcuments t the Prject Office, in persn r by traditinal mail (registered mail): a) riginal f the Certificate prving cmpletin f mbility and imprvement f cmpetences r acquisitin f qualificatins A certificate is a dcument cnfirming that the mbility has taken place and that the cmpetence r qualificatins have been upgraded. The certificate issued by the hst institutin accrding t its wn template shuld cntain all the infrmatin included in the specimen included in Appendix 3 t the agreement (Appendix 8c Certificate_Specimen) name and surname f the participant, title and the date f the event and a descriptin f learning utcmes. 5

6 In case the hst institutin f the Participant shuld nt issue its wn certificates, the participant f the prject is bliged t btain cnfirmatin n the specimen appended t the agreement. Certificate Specimen is available n the Prject website DOCUMENTS AND FORMS NOTE The dates f implementatin f mbility indicated in the Certificate shuld include nly the days f cmpletin f educatinal activities, withut the travel days added t the agreement. b) Financial Settlement the Participant cmpletes a financial settlement frm (Appendix 8a Financial settlement frm f the trip) with the assistance f a Prject Office emplyee. In rder t settle additinal csts f cnference fees, etc. it is necessary t submit a crrectly issued invice. NOTE: Freign participants are asked t cme t the Prject Office befre departure (e.g. n the last day f mbility) in rder t prepare and sign the financial settlement. c) Mbility Implementatin Reprt the Participant cmpletes the Mbility Implementatin Reprt n the template (Appendix 9 The substantive reprt n the implementatin f mbility) and submits it t the Prject Office. At the same time, cpies (electrnic r paper cpies) f all wrks, materials and dcuments prepared by the Participant as part r in cnnectin with the implementatin f mbility shuld be submitted t the Prject Office. Evaluatin questinnaire - the cnditin fr the settlement f mbility is t cmplete the electrnic evaluatin questinnaire by the Participant within 30 days frm the end f mbility, and in any case n later than by 7 Octber 2019, t which the Prject Office will prvide access electrnically after the end f mbility. Payment f the remaining part f the grant in accrdance with the settlement- within 10 wrking days frm the acceptance by Ldz University f Technlgy f the financial settlement f the trip, submissin f all the abve-mentined dcuments and cmpletin f the evaluatin questinnaire, Ldz University f Technlgy will pay the Participant the remaining part f the grant, resulting frm the crrectly cmpleted financial settlement. We d encurage yu t read the Rules fr participatin in the Prject. If yu have any questins, please cntact the Prject Office 6