EU
Planning phase
Do you have a concrete idea for a research project, but don’t know which program might be suitable? Get in touch with us so we can help you identify the right program.
Your contact: EU Funding Programs Team
Acquisition of external funding—application advising / calculation
We can advise you on all issues related to EU programs and help you during the application phase.
Budget planning is an important part of the EU application. Your budget should be well thought out. Calculate the individual cost positions together with your EU advisor.
We will assist you in your calculations by providing information on costs regarding: staff, equipment including facilities, consumable supplies, travel costs, events, etc. Send us your calculations. We will be glad to review and optimize them for you.
Your contact: EU Funding Programs Team
Acquisition of external funding—grant agreement / approval
When you learn that your project has been approved, you should fill out the External funding notification form (PDF) (Drittmittelprojektanzeige) and discuss the necessary basic set-up with your contact in the faculty.
Clearance for the responsible external funding management clerk in the Participant Portal (EU project coordination tool) is necessary for further project coordination. During the approval phase, Section 75: External Funding Management is available to assist you with questions regarding concrete budget planning.
Your contact: Section 75: External Funding Management
The grant agreement is the contract with the EU and must be signed by all project partners. We will handle review and signing for you.
Your contact: EU Funding Programs Team
Acquisition of external funding—consortium agreement
Cooperation between several partners usually requires a consortium agreement. If you are a project coordinator, we will help you draw up a consortium agreement tailored to your project using the DESCA EU sample contract. If you are a project partner, we will review the consortium agreement for possible disadvantages for Universität Hamburg and for you as a project manager.
Your contact: EU Funding Programs Team
Start of the project
The project can begin as soon as the grant agreement has been obtained. In order to use the funds, you will need a project account (WBS element). All project-specific transactions are made from this account and recorded here—as are incoming funds, expenses, and costs. The project account is set up by Section 75: External Funding Management and made available to the project management.
Please note that it usually takes up to six weeks to set up. HR Services will be glad to answer any questions you may have.
Your contact: Section 75: External Funding Management and HR Services
Execution of the project
You can check the current daily status of your project finances via the SharePoint account statement. For more information, please click here. If you have any questions, please contact Controlling.
The external funding offices will be glad to provide you with additional financial overviews, in particular information on the planned and contractually bound HR costs. They will also issue the necessary financial reports (periodic/interim reports) for the EU. If you have any questions, please contact Section 75: External Funding Management.
If you would like to add or extend staff contracts, HR Services will be glad to help.
If you are interested in purchasing necessary materials, equipment, and services for your project, please contact the Purchasing team responsible. General information on purchasing is available here. When purchasing equipment costing over €410 in an individual case, please note that only the depreciation costs for the respective period can be billed to the EU. To calculate the depreciation rates and, if applicable, remaining depreciation values, please first contact Section 75: External Funding Management.
If your project involves work-related travel, the information on organizing the trip and claiming expenses is available here. Your contact is the Travel Management Team.
Conclusion of the project
The external funding offices issue the necessary financial report for the EU. If you have any questions about this, please contact your Section 75: External Funding Management.
An interim or final audit by an auditor may be required of your EU project. This depends on the program and the funding volume for your program. For initial orientation:
for FP7 projects: audit necessary if EU contribution > €375,000
for H2020 projects: audit necessary if direct costs > €325,000 (audit at end of project only)
Section 75: External Funding Management will handle execution of the necessary audit and will be glad to answer any questions.
The project account will be closed by Section 75: External Funding Management upon project completion.
Your contact: Section 75: External Funding Management