Information for project managers

Q: When I submitted the application form with the cooperation confirmation, my partner was teaching at [insert university], but shortly after they took up a professorship at another university. Can I still implement the project with them?

A: Yes, as long as both the implementation and the key aims of the project do not suffer negative consequences. You should contact the Hochschulkontor and send a new cooperation letter from the university where your partner currently teaches as soon as possible.

Q: When I submitted the application form with the cooperation confirmation, I had a partner who was teaching at [insert university]. However, now I have selected a different partner, who works at the same university as the previous partner. Can I implement the project with them?

A: Yes, as long as both the implementation and the key aims of the project do not suffer negative consequences. As the partner university has not changed, you will not be asked to submit another cooperation confirmation; however, you should let the Hochschulkontor know that your partner has changed. Please take into account that the partner should have the same or higher academic qualification.

Q: When will the Hochschulkontor pay the granted funding?

A: The funding will be available after the contract is agreed on and signed by both parties (also see the next question).

Q: As a project manager, how should I request the granted funding?

A: You have three options:

1. You can submit a request to the Hochschulkontor at least 14 calendar days before you require the funding, specifying the period for which you need it. After the funding is forwarded to you by the Hochschulkontor, you will have 6 weeks to spend it. After the period of 6 weeks ends, you must submit a statement of account per email to let the Hochschulkontor know that the money has been spent.
2. You can submit a request for funding for both previous expenses in the frame of the project implementation period and expenses for activities that you wish to carry out within the next 6 weeks. For instance, if your project has started in June, you can submit one single request in August, where you ask for funding for both activities that have taken place in June‑July and for activities that will take place during the following 6 weeks in August/September. After the 6‑week period, you must submit a statement of account per email to let the Hochschulkontor know that the money has been spent.
3. You can request up to 100% of the actually used funds to implement the project and indicated in the Final Financial Report after all activities have been completed and the Final Report has been approved.

If you choose option 1 or 2, please note that you cannot receive more than 80% of the approved funding for the project before your submitted Final Project Report and Final Financial Report are approved. After these reports have been approved, you have 5 days to request the last payment and receive the remaining approved funding.

Q: My project has not started yet, but I already know that I am not going to use all the funding I was granted. What should I do?

A: You should contact the Hochschulkontor as soon as possible, if possible then before the Agreement is signed and your project begins. As a general rule, you should adjust the financial plan and the project application form accordingly.

Q: I would like to reallocate (a part of) my budget due to unforeseen circumstances (for example, COVID‑19), for instance by funding digitization measures instead of travels, subsistence and/or catering. What should I do?

A:  You should contact the Hochschulkontor as soon as you know the changes. As a general rule, it is always better to apply for reallocation before you sign the Agreement with the Hochschulkontor, i.e. before the start date of your project. The application for reallocation consists of the corrected Project Application Form and the corrected Financial Plan; you should send both documents to the Hochschulkontor and they both should show that you have reallocated the expenses in a cost-neutral manner (see below). Please note that the Hochschulkontor can agree on the proposed reallocation only as long as it is cost‑neutral.

Q: What does “cost-neutral reallocation” mean?

A: A reallocation is defined as cost-neutral as long as you do not exceed the funding previously granted by the Hochschulkontor for the activities you originally wished to perform.

Q: I could not implement all project-related activities before the end of the project due to unforeseen circumstances. Can I apply for an extension of the funding period in order to cooperate further with my partner(s)?

A: In this case you should contact the Hochschulkontor as soon as possible during your project’s implementation period, so that we can find the best solution for your individual case.

Q: Which documents should I attach to the financial report?

A: You have to attach every document that confirms the payments you have made with the funding (e.g., copies of boarding passes, bills, receipts, contracts, proof of transfer or payment, etc.). You should hand in one certified copy per document.

Q: Should I submit the original documents confirming my expenses together with the copies?

A: No. Only the certified copies should be submitted.