FREQUENTLY ASKED QUESTIONS
Until when have the final project application documents to be submitted to Baltic-German University Liaison Office?
The project application documents must be submitted personally by bringing to the Baltic-German University Liaison Office between 9am and 5pm or sent by post. If sent by post, submissions must be postmarked no later than the date of the deadline.
Which date of the post stamp is relevant: the day the project application has been sent out by the post or the day the project application is received at Hochschulkontor?
Relevant is the date when the project application has been sent out by post (not later than the deadline of the respective round of the project competition).
In which language the project application has to be written?
The project application and the financial plan need to be submitted in German (including a summary in English) or in English (with summary in German). Please use the blank “Project application form 2019 in German” or “Project application form 2019 in English”.
Is it necessary to attach the curriculum vitae or additional information of the staff or the participants to the project application?
No, it is not required to attach additional documents.
How should the replacement of participants be handled?
If unforeseeable circumstances should occur during the project, the participants can be replaced, but only by personnel with equal or higher qualification. All changes have to be coordinated in written form with the Baltic-German University Liaison Office as soon as possible.
How many copies of the project application has to be submitted?
The complete application has to be submitted twice: via e-mail and additionally a printed version with original signatures has to be handed in personally or must be send by post.
Is it necessary to sign the electronic version of the project application?
The signature of the project manager is relevant on the printed version of the project application.
Who must sign the project application?
The project application form has to be signed be the project manager only. In case the project is approved for founding, only the person mentioned in point 4 in the project application form "The legal representative authorized to sign legally binding agreements" has to sign the contract concluded between Baltic-German University Liaison Office and the organisation/institution.
What is the maximum length of a research stay in Germany and in the Baltic States within a Hochschulkontor's project?
The length of a stay in Germany can be between 1 – 22 days.
In case the project is held in the Baltic States, the daily allowance will be reduced by 10% starting with the 15th day of the project.
In which languages does the participation list have to be?
It is enough to hand in the participation list in the language in which the project is held.
What are the formal requirements of the partnership confirmation?
The cooperation confirmation from the German partner has to be an official letter with the letterhead of the partner university and has to be signed by a German partner.
Does the German partner have to send the signed confirmation directly to the Hochschulkontor?
The original confirmation of the German partner has to be submitted to Baltic-German University Liaison Office together with the complete project application. Initially the letter can be submitted scanned. As soon as the project is approved for funding, the original partnership confirmation has to be handed in, addressed to Hochschulkontor.
How urgent is the need to submit the original partnership confirmation?
Initially the letter can be submitted scanned. As soon as the project is chosen for funding, the original letter has to be handed in.
Is it necessary to enclose the partnership confirmation from different partners as well?
Only the partnership confirmation from the German partner(s) is required.
The question arises whether the exact partners in Germany need to be mentioned in the project application, or whether the remark is sufficient that, for example, five professionals, will be invited?
Yes, in the project application, the exact partners (co-operation institutions) and persons involved should be mentioned so that the project receives a higher evaluation.
Should for “Description of Cooperation” only the cooperation with the German partner be explained, or should also the cooperation with other partners included in the project be described?
Mainly the cooperation with the German partner(s) has to be described. Cooperation with Baltic partners can be mentioned if they play a big role for the implementation of the project.
QUESTIONS ABOUT FINANCES
Is the co-financing obligatory?
No, the co-financing is not obligatory. Nevertheless, there are expenses that cannot be financed by the Baltic-German University Liaison Office. These should be covered by the co-financing.
For what expenses, can the project financing be used? Can it be also used for e.g. meals and coffee breaks?
Yes, it is possibles to use project funding to finance meals and coffee breaks. For further information please check point 9 “Expenses that the Hochschulkontor can finance” in the project guidelines.
Will the German partners be paid a fee in context of the project?
For German partners can not be paid an honorarium. Honorariums are only meant for Latvian, Estonian and Lithuanian scientists for exceptional effort for the performance of project-related tasks. Generally, not more than 20% of the requested sum should be used for locally customary fees.
Is there a financial upper limit for travel expenses within one country or all the Baltic states?
A financial upper limit is not stated, but the expenses should confirm the costs of public transportation. Necessary travel cost within/between the Baltic states are refundable. A receipt is required. The most economical service has to be chosen. (Bus- and train rides only 2. Class, flights only economy-class)
Is it allowed to finance the project partner?
For the German project partner or their representatives it is possible to finance their travel- and accommodation expenses, but an honorarium is not possible.
Is it allowed to use the own car or taxi in context of the project?
Yes, that is possible. But the use of private vehicles and taxis with means of the Baltic-German University Liaison Office will be admitted as an exception and is therefore to be explained specifically in written form.
Absolutely necessary taxi rides have to be explained. Lack of local knowledge and adverse weather conditions will not be accepted as solid reasons. Solid reasons for taxi rides are, e.g.:
- regular transport is not available or does not run on time
- the need to use a taxi in the time period between 11pm and 6am to get from or to the main mean of transportation
What method will be used for paying the granted funding?
After the contract is agreed and signed by both contracting parties, it comes into force and the project manager can receive the funding from the Baltic-German University Liaison Office. The requested financial resources have to be expended within 6 weeks. The project manager should request only a sum that he/she can spend during this period of 6 weeks.
The project manager has to write an invoice for a payment at least 3 weeks before he/she needs the funding to the Baltic-German University Liaison Office. The Baltic-German University Liaison Office carries out the payment, according to the invoice, within 3 weeks after receiving the invoice. After the Baltic-German University Liaison Office has carried out the payment the 6-week-term starts.
If it is possible to foresee that the received financial resources will not be spent before the end of the 6-week-term, we ask you to contact the Baltic-German University Liaison Office. For financial resources that are not spent accordingly until the end of the 6-week-term and are not transferred back to the Baltic-German University Liaison Office interest rates are raised. In individual cases it is possible to avoid the payment of interest rates or the repayment (e.g., if the project manager is not responsible for the delayed money consumption).
Post-paid invoices can also be submitted, i.e., for previous expenses. In such cases the period could be extended by several months, but it should comply with the period of funding.
The project manager writes a final invoice, considering all previous actual expenditures of the project. After the confirmation of the final project report and the final financial report, the beneficiary requests the last payment. This invoice is paid out on the condition that all documents which prove the expenses are attached to the financial report and filled out correctly, and the payment is made within the period which is indicated in the agreement.
How to pay the cost of business travel for German partners, which documents are necessary?
The project manager must attach certified documents, which explain and prove every amount of financial aid, handing in the preliminary financial reports and the final financial report (e.g. payment orders for transfer of finances for the daily rate, according to the stated rate, transport expenses (including boarding cards), bills, receipts, contracts etc.). The project manager must hand in one certified copy of all the above-mentioned documents.
Is it possible to cover the expenses for participants from Germany and the Baltic States staying in the Baltic States?
Yes, please read the point 9.3 in the project guidelines.
Is it possible to move funds from different items between positions?
Generally this is possible, however, all changes in the financial plan must be submitted in writing to the Baltic-German University Liaison Office. It should be taken into account that accommodation costs (daily allowance) is a fixed rate that cannot be lower or higher (see project guidelines).
For travel expenses (e.g. flight tickets), the rest funding (difference) can be transferred to other positions.
QUESTIONS ABOUT THE PROJECT REPORTS
Where can I find the necessary forms for the project reports?
The forms can be found here.
Which documents have to be attached to the financial report?
The project manager must attach certified documents, which explain and prove every amount of financial aid, handing in the final financial report (e.g. payment orders for transfer of finances for the daily rate, according to the stated rate, transport expenses (including boarding cards), bills, receipts, contracts etc.). The project manager must hand in one certified copy of all the above-mentioned documents.
What documents are to be attached to the financial report if contracts for the authors' consultation are also concluded within the framework of the project?
In such cases, the financial report shall be accompanied by the authors' agreement, the file of the acceptance and delivery as well as the payment order.
Are the originals of the documents confirming the expenditure also to be submitted with the financial report?
No, only the confirmed copies should be submitted.