Transcript Mob Info Day PLI FINAL

Practical guidelines for the
implementation of the
mobility agreement
Mobility Info Day
Brussels, 19 October 2009
Patricia Libert
Fusion Association Agreements
Research DG
European Commission
Outline
• Yearly Mobility procedure
• The mobility plan
• Missions, secondments and ceilings
• Yearly implementation of the mobility
actions
Yearly mobility
procedure
Year N-1
Mobility plan submitted by Association
Year N
Mobility plan and ceilings approved by SC
– always by Written Procedure
Year N
Mobility actions are taking place during
the year N
Year N+1
Mobility report (through annual
accounts - financial sheet and
supporting documents sent to the
Commission for verification and
approval )
The Mobility Plan
The Mobility Plan
• Content
– Proposed collaborations and budget in
fields corresponding to WP
• Free modifications (inside the
approved global ceiling)
– Amounts allocated to a collaboration
– Staff allocated to collaborations
The Mobility Plan
Approvals
• The Euratom members of the SC
approve:
– The collaborations
– A global ceiling for the plan (which takes
into account the priorities of the
Programme)
The Mobility Plan
Revisions
• Revision of the Mobility plan to be
approved by the Euratom SC
Members if
– New collaboration
– Additional global budget required
Procedure for mobility
actions
Procedures
• The administration of mobility
actions is handled by the Parent
Organisation
(Art.5.)
Procedures
• If the Parent organisation has no
contract of association, the Host
organisation takes over the mobility
procedure and the action in its
mobility plan (and in its mobility
report)
(Art 5.8)
Procedures
• If the Parent or Host organisation
does not have a contract of
association : a specific form has to
be filled in by the non associated
organisation (acceptance of terms of
the Mobility Agreement)
Eligible personnel
Eligible personnel
• Staff members with contract of
employment
• Not eligible : students, retired staff
members unless they have such a
contract, scientists coming from
outside the Community
Types of Mobility Actions
The Mobility Actions
• 2 types of mobility actions
– Secondments
– Missions
Secondments
• a continuous stay by one person,
of a minimum duration of 28
calendar days at the Host
Organisation
Secondments
• Multiple stay by nominated personnel of a
minimum cumulative duration of 98 days per
period of 12 months at the Host organisation to
which they are seconded when the personnel of
the Parent organisation is responsible for the
implementation, upgrading, operation and or
exploitation of a system (such as diagnostic,
heating, data acquisition or control system) on an
experimental facility of the Host Organisation
• Allows the reimbursement of travel costs for
short missions too
• Restrictive application
Missions
• Any other stay i.e. :
– Stays of less than 28 continuous days
– Missions outside the collaborations
referred in Art. 6
Eligible costs
Eligible costs
• Missions : only subsistence allowance
is eligible for mobility support
(exceptions : missions for international meetings
outside the EU – see Art. 10)
• Secondments (more than 28 days) :
subsistence allowance and travel are
eligible for mobility support
Eligible costs
• Secondments interrupted to attend a noneligible meeting, conference, workshop
– If the total number of days for the secondment
is 28 days including the days for attending the
non eligible meeting => travel costs are not
eligible
– If the total number of days for the secondment
is 28 days excluding the days for attending the
non-eligible meeting => travel costs are
eligible
Eligible costs
• 98 days collaboration (Art. 7.2.2)
(secondments of total duration of
min. 98 days)
– Subsistence : always 150 €
– 1 travel eligible per 14 days of stays
– Such a collaboration : only inside the
Community and Associated state
Subsistence ceilings
• 150 € per day for mobility actions in
the EU and Associated states
• 200 € per day outside the territory
of the Community or associated third
states
Travel costs
• Most economic route (economy class)
• Taking special circumstances into account
(for long trips, business is accepted)
• Travel by car : price of a return ticket by
train
• Local travel is covered by the daily
allowance (transfer from and to the
airport)
Eligible Assignments
Eligible
assignments
4 types of eligible assignments
• standard mobility actions for research between
Associations or inside the Community
• International mobility actions for research
• European coordination meetings (EFDA)
• International coordination meetings
• 1 exceptional case : missions required by the
Director
Non eligible assignments
• Other types of missions for any kind
of meetings, workshops,
conferences, missions in order to
write papers, publications, etc.
Yearly management of
mobility actions
Tips and Tricks
Required supporting
documents
• Staff assignment form : 1 per mobility
action, duly filled in and signed
• Invitation letter (can replace the
signature by the Host if this is an
Associate – required in all other cases)
• Individual work programme
not required
for meetings
• Individual report
Staff assignment
form
Areas to be filled in
• Category of assignment : see art.6 of mobility
agreement
• A – name of assigned person in accordance with Art. 4
• B – parent organisation
If no CoA -> form
• C – host organisation
– Remark : missions to EC premises in Brussels are not
eligible under mobility (excepted for mission under Art.
11)
– Remark: no intra-association mobility
• D – place
Staff assignment
form
Areas to be filled in
• E – Formal basis
– Missions / secondments outside the EU need to
take place under the auspices of a formal
international agreement
– Ex : for the USA – EU-US agreement for fusion
energy research … etc
– No mobility support can be granted for
missions or secondments to countries which
have not signed an international agreement
with Euratom
Staff assignment
form
Areas to be filled in
• F – Dates of Assignment
– Travel dates are included in the mobility
period – the dates to be indicated is the date
of departure and return from and back to the
parent organisation
Staff assignment
form
Areas to be filled in
• G – Topic of research to be undertaken / meeting
– Indicate here the subject of the research work
to be undertaken and ADD an individual
work programme describing the milestones
and research work to be undertaken
– For meetings : indicate the title of the meeting
Staff assignment
form
• G – Not eligible
– Missions for speeches, discussions,
meetings (outside eligible ones),
conferences , workshops
Meetings
Art. 9 – Assignments for participation in meetings for the
purpose of coordinating research activities
– EFDA meetings required for planning, preparation,
execution and follow-up of EFDA coordinated activities
are eligible provided they are approved by the EFDA
Steering Committee and included in the Mobility plan
– Practically :
• A list of eligible EFDA meetings is drafted yearly in collaboration with
EFDA and submitted to the EFDA SC for approval
• The list is distributed to the Associates
• Only the meetings mentioned in the list will be eligible for mobility
support
• A letter of invitation by the EFDA Leader is required as supporting
document
• Only subsistence allowance
• No mobility work programme and no mobility report required
Meetings
Art. 10 – Assignments for participation in
meetings in the framework of international
cooperation
– Eligible costs : travel and / or subsistence
– Remark : under the new agreement, travel
costs for these meetings are eligible for
mobility support only for missions outside the
EU
Meetings
Practically : Nominated personnel to attend formally
convened meetings :
– ITPA Topical Groups and ITPA Coordinating committee
meetings
• List approved annually by EFDA SC
• nomination letter by EFDA leader for ITPA
– Meetings of the Coordinating committee of bilateral cooperation agreements
• upon invitation by the Chair or by the Commission
– Meetings of the Executive Committee of IEA Implementing
agreements
• Upon invitation by the chair or by the Commission
– High level meetings of the Broader Approach
• Upon invitation by the chair or by the Commission
– Meetings of the ITER Council and other high lever ITER
meetings
• Upon invitation by the Chair
Meetings
Important remark :
When a major conference is adjacent to
one of these international coordination
meetings : travel expenses are only
eligible if the staff member under mobility
only attends the international meeting and
not the conference.
Exceptional cases
Art. 11 – Other Assignments required by the
Commission
• Exceptional cases where the Commission Authorising officer
in charge of the Fusion Programme authorise the
reimbursement of subsistence and/or travel costs or
assigned persons not covered under Article 4 and/or
Assignments not covered by Art. 7 to 10
• Practically:
– Invitation, nomination by the Commission Authorising
officer (Director)
– The staff assignment form has to be submitted to the
Commission before the start of the mission
– To be included in Mobility plan
Staff assignment
form
Areas to be filled in
• H – Maximum daily allowance :
150 / 200 €
• I – Duration of Assignment in days
– Include travel days in your calculation
– Ex :
• dates on invitation 10 – 25 January 2009 = 16 days
• Effective trip : 9 – 26 January 2008 = 18 days
• Number of days for mobility support : 18 days
Staff assignment
form
Areas to be filled in
• J – Maximum total reimbursement of subsistence
costs : days x ceiling
• K – Reimbursement of travel expenses if
applicable
• L – Total estimated costs
Staff assignment
form
Areas to be filled in
• M – Approvals by HRU
– Parent organisation : the form has to be
signed by the HRU
– Host organisation : the form has to be signed
by the HRU of the Host
Staff assignment
form
• M – Approvals by HRU
– For missions or secondments under Art. 6.1 ,
6.3, 6.4 and 6.5 : a letter of invitation,
nomination can replace the signature on the
form
– For missions or secondments under Art. 6.2
(international research work), a letter of
invitation is always required
– Remark : if the host organisation has no Contract of
Association, an additional form has to be filled in
(acceptance of the terms of the Mobility Agreement
Work plan and report
• Work programme and report are required
for all missions and secondments excepted
for missions related to meetings (EFDA,
ITER, etc.)
• Individual : different work programme and
report for each scientist for each mission or
secondment
Staff assignment form
for the “98 days collaboration”
under art. 7.2.2
Staff assignment
form under art. 7.2.2
•
•
•
•
Always in the
A – Parent organisation
programme
B – Host organisation
C – subject of collaboration
D – Justification of application of art.
7.2.2.
• E – name of assigned personnel
• F – Maximum daily reimbursement : 150 €
Staff assignment
form under art. 7.2.2
•
•
•
•
G – dates (running year)
H – total number of days (min. 98)
I – cost per return travel
J – number of return travel expected to be
eligible : 1 travel / 14 days of stay, ie
– 98 days -> 7 travels
– 140 days - > 10 travels
Staff assignment
form under art. 7.2.2
• K – L – M : costs estimate
• N – Approvals
– Signature by HRU of parent organisation
– Signature or invitation letter by HRU or host
organisation
• Annexes : work plan
• Report : short report for each mission and global
report for the whole collaboration
Overview of required
supporting documents
Type of Mobility
Action
Assignment
Form
Invitation /
nomination
letter
Signature by
host instead of
invitation letter
accepted
Work
plan
Report
Art. 6.1 / Art. 7
X
X
Y
X
X
Art. 6.2 / Art. 8
X
X
N
X
X
Art. 6.3 / Art. 9
X
X
N
n/a
n/a
Art. 6.4 / Art. 10
X
X
N
n/a
n/a
Art. 11
X
X
N
n/a *
n/a *
Art. 7.2.2
X
X
Y
X
X
*If the mission required by the A.O. is a meeting : not required
*If the longer stay for research work : report and work plan required