Our Services for Your EU Project

We provide support services for EU projects all the way from proposal submission and project implementation to conclusion of your project. Find current EU funding opportunities and contact us to discuss your proposal. We look forward to assisting you!

Current Calls

Find the right call for grants for your research project.

EU Collaborative Projects

An overview of successful EU collaborative projects at the University of Bonn is available here.

ERC Projects

An overview of successful ERC projects at the University of Bonn is available here.

Funding Advice

We would be happy to help you initiate a EU project under Horizon Europe and assist you with submitting your proposal. For the best results, it is important that you inform us as soon as possible about your plans to submit a proposal. We will check the funding conditions, budget and administrative details for you. We will also give you tips and information.

Consultation

We would be happy to provide general advice on Horizon Europe and advice based on your individual needs and select the appropriate funding program for your project idea. 

  • General information on Horizon Europe
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  • Information based on your individual needs
  • Review of proposal eligibility and requirements
    2

The Proposal

If you are planning a specific proposal, we would be happy to assist you all the way from planning to submission.

  • Researching guidelines and information
  • Review of proposals
  • Assistance with the electronic submission procedure
  • Assistance with ethical aspects

Other areas

We would be happy to coordinate the inclusion of expertise in other areas that are important for your proposal.

EU Incentive Program for Coordinators

As a University of Excellence, by 2026 the University of Bonn is aiming to secure its place among the top five research universities in Germany as well as among the leading universities in the world. To increase representation in the EU research program Horizon Europe and to support project coordinators in particular, the University of Bonn has implemented a new incentive program.

To reduce the substantial amount of work and time coordinators need to invest in these projects as well as to make more room for work on the scientific parts of the application, we will cover the entire workload associated with application management, with particular focus on the administrative aspects of the application and in immediate collaboration with the coordinator.

Please contact us early on if you are planning to act as coordinator in an EU application process so that we can provide the best-possible support.

Special Aspects of ERC Proposals

ERC
© ERC
  • Internal University ERC regulations
    667
  • Mandatory budget meeting
  • Feedback on Part B1 and B2
  • Obtaining the signature for the Host Commitment
  • Preparing for the interview in Brussels (step 2 of the evaluation)

Information on MSCA Actions

Marie-Curie-EU
© EU Kommission

Important note: Due to a problem with personnel costs, Marie Curie (MSCA) proposals lead to large funding shortfalls. Please contact us if you are planning to submit a proposal so that we can explain the problem and available solutions.

Legal Information on Submitting Projects to Horizon Europe

Proposals are submitted to Horizon Europe electronically via the Funding & Tender Portal. When creating a draft proposal, you will be asked to provide your Participant Identification Code (PIC).

University of Bonn (not incl. Faculty of Medicine)

Name: Rheinische Friedrich-Wilhelms-Universität Bonn

PIC: 999980276

Shortname: UBO999

Faculty of Medicine

Name: : Universitätsklinikum Bonn

PIC: 999867465

Shortname: UKB101010


Further Information on Submitting Proposals

The National Contact Point (NCP) for Legal and Financial Aspects provides a variety of video tutorials about submitting proposals for EU projects. Further information is available in the link.

The ERC Eligibility Calculator for the ERC Starting and ERC Consolidator Grants.

The National Contact Point for Life Sciences has prepared an analysis of proposal submission and coordination of EU collaborative projects that is available here for downloading. 

Video tutorials of the EU Commission

The EU Commission has created video tutorials for the launch of the new EU research framework program Horizon Europe. In the tutorial "How to prepare a successful proposal in Horizon Europe" you will get information about the application process, in the tutorial "The Funding & tenders Portal for beginners" you will learn how the electronic submission portal works.

How to prepare a successful proposal in Horizon Europe
The Funding & Tender Portal for beginners

Other EU Funding Programs

The EU Commission offers many other funding opportunities in addition to Horizon Europe. Information on other major funding programs is available here.

Eine Wissenschaftlerin und ein Wissenschaftler arbeiten hinter einer Glasfassade und mischen Chemikalien mit Großgeräten.
© EU4Health

EU4Health Program

EU4Health is an independent health program for 2021–2027 that is aimed at providing major support for the recovery from the COVID-19 crisis. 

COST_LOGO_rgb_highresolution.jpg
© COST

COST EU

COST (European Cooperation in Science and Technology) provides funding for scientific and technological research networks in Europe

Your contacts in Research and Innovation Services

Avatar Pag

Ulrike Pag

ERC

+49 228 73-3073

Avatar Eder

Dorothee Eder

Cooperation Projects, Marie Curie Actions

+49 228 73-7346

Avatar Kim

Youngkyu Kim

EU Incentive Program

+49 228 73-54183


After Approval

Once your project has been approved, we would be happy to arrange a kick-off meeting to start your project where project-related information can be exchanged and project leadership and project management can get to know each other. We provide support for all aspects of project management so that you can focus on your research.

Our services for third-party funded projects:

  • Contacts for project-executing organizations and project leaders at the University of Bonn 
  • Requests for funds and controlling
  • Assistance with preparing the numerical section of the financial statement
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Important information on the implementation of EU projects

The consortium consists of a coordinator and project partners. The coordinator is the only contact person for the EU. Payments from the EU are also sent to the coordinator, who forwards them to the partners based on the budget and terms of the consortium agreements.

If the EU provides funding for your project, it enters into a “Grant Agreement” (GA) with the University of Bonn (for proposals by a single party) or the coordinator (for collaborative projects). For collaborative projects, the other project partners (beneficiaries) also become parties to the GA by signing the “Accession Form.” The GA is created electronically in H2020 and signed electronically by the University administration. All important EU documents can be found on the EU Commission’s funding & tender opportunities portal.

Collaboration within the consortium is governed by a consortium agreement that the coordinator prepares in consultation with the partners. Although the EU is not involved in this process, it does require that such an agreement be concluded. The University of Bonn Research Contracts unit can help you check the consortium agreement. 

The budget is in Annex 2 of the grant agreement (Estimated budget for the action), and combines the budgets of the individual beneficiaries. The total grant amount for the consortium is an upper limit. The EU does not grant additional funding. A project extension not affecting costs is possible in exceptional circumstances (see point 15) and is requested by the coordinator or University of Bonn.

Transferring funds between partners, different cost categories or both is possible. An amendment to the grant agreement is not required if performance of the work is unaffected (as described in Annex I).

Funds for subcontracting not covered in Annex I can only be reallocated via an amendment (see point 14).

Reimbursements for beneficiaries are based on their eligible direct and indirect costs. Direct costs are all eligible costs that are directly attributable to the project and have been reported based on its standard accounting principles and internal regulations.

Direct costs include personnel costs, subcontracting costs, travel costs and costs of services and depreciation.

The EU Commission usually grants an overhead allowance of 25 percent based on direct costs. The administration manages the overhead portion of EU funds received. The overhead is therefore not immediately available to the project. The overhead is credited to the project leadership as a research bonus budget. Please refer to Circular No. 28/2019 1619for information on the amount available to you. Please contact Section 5.4 if you have any questions.

 

Special regulations for Marie S. Curie projects

The overhead allowance of 25 percent does not apply to Marie S. Curie projects as there is one unit allowance per research month that covers overhead and management costs.

As a result, no overhead portion is posted for Marie S. Curie projects and the overhead portion is available to cover personnel costs on projects.

For consortium projects, the Marie S. Curie project coordinator usually keeps a portion of the overhead allowance for overall coordination of the project. The amount is specified in consortium agreements on a project basis (usually approximately 50 percent).

Please refer to Circular No. 40/202017 dated June 4, 2020 for information on the project allowance and research bonus. If you have any questions about the project allowance or research bonus, please call Ms. Becker or Mr. Horn in Section 5.4 at -4957 or 5638, or send an email to finanzcontrolling@verwaltung.uni-bonn.de.

All project staff financed via project funds must fill in timesheets.

Please always use the English form!

As the principal investigator (PI) for an ERC grant, you must maintain timesheets even if you are not funded by the project, so that you can provide proof of your time commitment to the project.

Please note that the EU requires personnel costs to be invoiced according to monthly hourly rates times the number of hours worked (based on timesheets). The personnel costs that have been posted represent an upper limit for the costs to be settled. Personnel costs are calculated by Section 7.2 – Third-Party Funding & Project Management based on submitted timesheets and are checked with you before being submitted.

The EU can also be invoiced for permanent staff (minimum staff to ensure project execution). To do so, timesheets must be maintained and funding must be changed to charge the costs to the project account. Request the change in funding from your Human Resources department.

For Marie S. Curie projects, the total amount paid to Marie S. Curie Fellows is specified in the applicable work program and must not be undercut. Marie S. Curie Fellows receive employment contracts that ensure minimum compensation in accordance with pay grade 13 of the Collective Agreement for Public Service of the German States (TV-L). Deficits always occur for these positions due to the collective agreement pay grade assigned. The overhead remains in the project to cover the deficit. Please notify Section 3.3 – Academic Staff or Section 3.2 – Civil Servants and Academic Staff at an early stage about Marie S. Curie Fellows who will be employed (your contact person is assigned to your faculty).

“Subcontracting” means outsourcing to external third parties “action tasks” specified in the grant agreement (GA) that cannot be performed by the project partners themselves. A subcontractor that performs an “action task” subsequently submits an invoice for the performance provided (work, service or goods) and receives a normal market price in return.

No indirect costs are added to subcontracting costs (i.e. subcontracting costs are not included when calculating the 25 percent indirect costs).

In contrast, even though costs for “other goods and services” concern contracts for work, services or goods, they do not involve the performance of “action tasks” by third parties.

If funds are included in the budget for “subcontracting”, they can be awarded accordingly. Please always contact Section 7.2 (for the budget) and Section 5.3 – Central Acquisitions (for the contract award) in advance.

When purchasing equipment, please remember that you can only claim depreciation that accrues during the project period from the EU. The service life of the equipment usually depends on the classification list of Section 5.1 – External Accounting. Speak with Asset Accounting about the depreciation period to be used before purchasing the equipment. The depreciation period can be shortened under certain conditions.

Payment of funds is arranged by the EU and is made to the coordinator, or directly to the University of Bonn if it is the only project partner. The EU provides a pre-financing payment at the start of a project. The EU retains 5 percent of the pre-financing for the guarantee fund. Further payments (interim payments) of up to 90 percent of the grant are made following submission, review and acceptance of the financial statements.

The amount of the interim payments depends on the reported and approved costs.

The final payment, including the retained funds from the guarantee fund, takes place following submission and review of the final report. If the EU has no questions about the final report, it releases the final payment within 90 days after receipt of the report.

In cases where the EU requests an audit, this process may take up to one year.  The European Commission has the right to audit the project during the project period and up to two years after release of the final payment. The EU Commission has sole discretion to decide if and when a project is audited.

If the direct costs invoiced exceed EUR 325,000, a so-called Certificate on the Financial Statement must be submitted together with the final report at the end of the project period. It is prepared by an external auditor. Your contact in Section 7.2 will take care of issuing the required documents and notifying the auditor.

The audit requires approximately 14 days. Please make sure you allow for this time when preparing the final report.

The EU defines reporting periods for each project. They are specified in Article 20.2 of the grant agreement and can be found in the funding & tenders portal. In every reporting period, a technical report and a financial report must be submitted. Both reports are submitted electronically via the funding & tenders portal of the EU Commission.

Section 7.2 will assist you with preparing the financial statement. The EU Commission will send notification for periodic reports 60 days before the submission deadline. Please contact the appropriate contact person at least 3 weeks before the submission deadline. The financial statement is signed by the Financial Signatory (FSIGN) in Section 7.2 and sent to the coordinator/EU.

Special regulations for Marie S. Curie projects

Marie S. Curie projects are invoiced in unit costs. Basis of the calculation are the months during which you employed a Marie Curie Research Fellow.

As a result, it is the length of employment of a Marie Curie Research Fellow that determines the amount invoiced, not the actual costs, which also do not need to be accounted for in this case. Proof must, however, be provided that the project went according to plan. If, for example, workshops were planned, it must be evident that they took place if an audit is performed.

If amendments are made during the course of the project period (e.g. through a change in project partners, amendments to the relevant contact details, additional subcontracting, alterations to the distribution of work, etc.) which affect Annex I (Description of Action), the GA must be updated by including an amendment. The coordinator notifies the EU of the desired amendment (for projects involving several partners). The EU then initiates the amendment process via the funding & tenders portal.

Only in exceptional circumstances, e.g. cases that could not be foreseen at the time the grant agreement was signed, such as illness, and after a detailed explanatory statement, the EU Commission may agree to a project extension if costs remain unaffected. Extensions for personal reasons (maternity leave, etc.) are not possible in the collaborative area, in contrast to the individual measures ERC and MSCA IF. 

Extensions usually do not exceed 6 months (with exceptions for ERC projects).

The EU Commission has approved extensions for many projects due to the coronavirus. More information is available on the Commission’s FAQ page.

Additional work or non-adherence to reporting deadlines of the EU Commission is not sufficient reason for a project extension. Please contact your contact person in Section 7.2 if there are signs of a delay in your project.

In the application process to Eurostat for access to datasets, you need a reference number of the University of Bonn ("recognized research entity"): 2014/191/EN.

Detailed instructions on the application process can be found here

Once your application has passed the first two reviews, the initialed contract signed by yourself still needs to be signed by Dr. Pag as "contact person". Please contact first Division 7.2 to initiate the process.

Your contacts in Third-Party Funding & Project Management

Avatar Springer

Christiane Springer

I would be happy to assist you with any questions about EU collaborative projects.

+49 228 73-5714

Avatar Talv

Svenja Talv

I would be happy to assist you with any questions about ERC projects.

+49 228 73-9481

Avatar Janßen

Mike Janßen

I would be happy to assist you with any questions about MSCA projects.

+49 228 73-7692


Consortium Agreement

The Consortium Agreement, CA sets down the rights and obligations of the project partners to each other. It contains, for example, provisions on internal organization, decision-making, financial issues and dealing with intellectual property. A consortium agreement is mandatory for most EU projects. Please contact the Research Contracts unit as soon as you receive a consortium agreement or become the coordinator of an EU project. We will assist you with contract preparation and negotiations.

Your contact in the Research Contracts unit

Avatar Theiner

Mirco Theiner

I would be happy to assist you with any questions about your consortium agreement.

+49 228 73-54090

Also see

Work as an expert

The European Union Institutions appoint external experts to assist in the evaluation of grant applications, projects and tenders, and to provide opinions and advice in specific cases

European University

The University of Bonn has been chosen as a European University as part of the NeurotechEU consortium

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