Our Services for Your NRW Project

1. Employment contracts
   • Certified copies of each employment contract of every employee on the project
   • Classification in ability groups based on proof of qualification – both form part of the work contract
   • Employees who work on the project only partially must submit documentation confirming their secondment. (Applies to lead partners only. Employees of the University of Bonn must dedicate 100 percent of their working hours to the project (please refer to Circular 06/2016 - EFRE Guidelines applicable to EIP-Agrar
2. Evidence of cash flow
   • Must be submitted with each request for payment
3. Timesheets
   • Required for part-time employees only
   • May only be signed for a completed month (which means at the earliest on the last day of the respective month)
   • Employees exclusively working on the project must submit a ”declaration of exclusive employment‟ for each month of employment

• To be billed according to the Travel Expenses Act of the respective German state (LRKG)
  • For the University of Bonn, application via Section 3.1 – Professors, Appointments and Travel Expenses

1. Direct purchase
   • All purchases incl. of additional costs of up to € 499,99 net. No bidding process is required, but documentation showing that purchase was done cost-effectively (price list comparisons, online shopping = price comparison must be submitted)
2. Single-tender action
   • All purchases from € 500 net must be arranged via Section 5.3 – Acquisitions
   • Conditions concerning Contracts for Supplies and Services, Part A (VOL/A) apply §
     • A minimum of 3 comparable and suitable offers are required for single-tender actions

• Value-added tax
• Discounts and early payment discounts
• Patent application
• For additional information, please refer to the approval notification

Validity period defines settlement period - nothing more.

All invoices on material expenses, travel expenses, investments, outsourced services etc. must include details on the project. Where reference to the project is obvious, a note on the invoice is sufficient. Where reference to the project is not immediately obvious, please use a supplemental sheet to provide information and attach it to the invoice.

For placement of orders, conditions concerning Contracts for Supplies and Services (VOL) must be adhered to. This means that procurement/placing of orders with a value starting €500 net must be arranged via the dedicated department (Section 5.3 - Acquisitions).

• Travels abroad do not need to be indicated beforehand.
• Internal service charges (e.g. use of internal printing department, plot orders or use of university-owned vehicles) are not eligible.
• Stationery is only eligible in justified exceptions.
• Repair charges and maintenance work will only be reimbursed for appliances acquired for the specific project. Otherwise, these costs are not eligible for reimbursement
• Central Chemical Supply Endenich (ZVE): Orders via ZVE are generally eligible. It is important to note that ZVE usually adds a service charge of two percent to any order. This service charge is not eligible. A new settlement procedure for third-party-funded projects is currently being established. Should you receive ZVE invoices inclusive of said service charge, please contact ZVE and ask for a new invoice to be issued, exclusive of service charge, and for the original vendor invoice to be sent along

Available funds per budget year must be spent as requested and approved -> It is imperative to keep in mind funds are valid for a year!
Exceptions from this rule and transfer into the following year are only possible with specific reasons. Prior agreement between Project Management Jülich (PTJ) and the Ministry of Innovation, Science and Research (MIWF) is required.

A request for validity period extension without affecting funds is only possible in cases where major obstacles, which cannot be compensated for, arise for the completion of the project and where the project aim is at risk.

Requests for funds are created by Section 7.2.
Necessary paperwork (e.g. original timesheets and absence sheets for all relevant project employees) is requested separately by Section 7.2 for each request for funds.
In order to be able to meet the submission due date for requests for payment of funds, project leaders and relevant employees should submit the paperwork promptly

Utilization reports are to be created by the project leader.
Required forms are made available to you electronically by Section 7.2.
Utilization reports for projects from phase 1 must be submitted by February 28. The first utilization report is due by February 28, 2018, the last utilization report is due by February 28, 2022.
As utilization reports require an authorized signature, Section 7.2 must receive them for signing.
In order to be able to meet due dates, Section 7.2 must receive utilization reports by January 31.