FAQ

Application

> Which language should be used for the proposal?

Only use English, the working language of APPEAR. Furthermore, the reports of selected projects including external audit reports have to be submitted in English.

> Are non-universitary research institutions eligible as project partners?

Eligible institutions are only higher education institutions in the addressed countries (= universities) and higher education institutions in Austria (=universities and universities of applied sciences). At least one higher education institution per participating country (of a project consortium) has to be involved in a partnership.Primarily APPEAR is a cooperation programme for universities, if necessary and adequately presented, also research institutions can be accepted as partners. The submitting institution has to be a higher education institution.

> Are institutions of another legal status eligible as project partners?

Institutions of another legal status, such as NGOs, private companies, etc. are not eligible partners. If necessary and adequately presented, non-university institutions can be conceptualised as subcontractors. In this case their expenses have to be included in the budget category “other costs”. Their expenses have to be budgeted to an appropriate and reasonable extent.

> Can staff costs for the Austrian partner institution be included in the proposal?

Yes, Austrian partners can apply for staff costs, with the restriction that in-kind contributions are expected (please outline them in your budget proposal). Please bear in mind that staff costs are primarily intended for the partner institutions in the eligible country(ies). In the partnership proposal, at least half of the total budget has to be allocated to the partner institution(s) in the eligible country(ies).

> What should the Letter of Intent (LoI) and the Consortium Agreement look like?

The letter of intent should include a short statement of the leading management of the involved institution(s), illustrating that they know of and approve the intended project. The letter should be signed by the legal representative of the respective institutions.

You can use the following template: Letter of intent - Template

There is no template for the Consortium Agreement. Participating institutions can use their own templates. Important information such as project title, participating institutions, project duration have to be added, further information is possible but not mandatory.

> What is the difference between the Letter of Intent and the Consortium Agreement?

While the Letter of Intent (LoI) has to be signed by the legal representative of the participating institution the Consortium Agreement has to be signed by the actual participating person(s) that means the contact person per partner institution as indicated in the application form.

> Who has to submit an LoI?

All participating institutions, i.e. main partners, associate partners and even subcontractors. See checklist in application form for more information.

> How should overhead costs be included in the proposals?

Overhead costs for Advanced / Academic Partnership must not exceed 10% of the total amount applied for and must be incorporated into the budget outline. The total amount applied for (including the overhead costs) must remain within the budget limits of the APPEAR programme (for an overview of the budget limits see the respective Guidelines for Applicants). Overhead costs for Preparatory Funding are limited to 2%. They are granted to cover expenses of shipment costs that occur after the eligible period of a Preparatory Funding.

> Is it possible to purchase equipment and material for the Austrian partner institution(s)?

It is possible when it is justified in the project proposal and necessary for the implementation of the respective project activities but bear in mind that after the finalisation of the project the equipment has to be transferred to the institution(s) in the partner country(ies). The institution has to confirm the receipt of the respective equipment in the framework of the final report. See Guidelines for the budget & requirements for the financial report for Advanced / Academic Partnerships in Project implementation and reporting

> Who decides which projects are accepted for funding?

All decisions are taken by the Selection Board. For further information including the Terms of Reference, see: About > Selection Board. To avoid a conflict of interest, neither OeAD nor WUS staff members are entitled to vote.

Implementation

> Are there any regulations regarding travel and subsistence expenses?

The regulations regarding travel and subsistence expenses can be found in the Guidelines for the budget & requirements for the financial report for Advanced / Academic Partnerships (see Reporting Advanced / Academic Partnerships in Project implementation and reporting).

These guidelines are based on the rates provided in the Österreichische Reisegebührenverordnung – RGV (Austrian Regulation for Travel Expense Reimbursement). The relevant tables with the daily subsistence rates (TG) and the rates for overnight stays (NG) can be found on our website: RGV – Rates

If valid invoices are provided, the rate for overnight stays (NG) can be exceeded by 600%. The maximum amount that can be reimbursed thus consists of the NG (as provided in the RGV) multiplied by 7.The whole amount of the daily subsistence rate (TG) can only be reimbursed if no meals are provided (those would have to be subtracted from the daily subsistence rate). The receipt of the TG must be confirmed by the recipient. If the actual subsistence expenses are reimbursed, the daily subsistence rate cannot be claimed. The actual subsistence expenses must not exceed the daily subsistence rate.

> Are there any additional regulations regarding travel and subsistence expenses for the Austrian staff members?

The use of the columns (1, 2a, 2b, 3) usually depends on the type of employment of the person who travelled. Only the rates of columns 1, 2a, and 2b can be reimbursed; we recommend the use of category 2a.

When travelling to the partner country(ies) the RGV rates of the respective countries have to be applied.Expenses for first-aid kit for Austrian project partners may only include travel vaccination and malaria-prophylaxis. The use of a taxi instead of public transportation in Austria requires a written explanation.

> Are there any regulations regarding travel and subsistence expenses for the staff members of the institution(s) in the partner country(ies) when travelling to Austria?

In Austria, the following rates apply:

- TG: 26.40 Euro

- NG: 15.00 Euro (as mentioned above, can be multiplied by 7)

Expenses for project partners from the partner country(ies) for travel insurance when travelling to Austria are eligible.

> How do we calculate the CO2 compensation payments?

You do not have to calculate the payments. The responsible institute at the University of Natural Resources and Life Sciences, Vienna (BOKU) will do that for you and issue an invoice. Detailed information to be found at > Carbon offsetting system in Project implementation and reporting

Reporting

> How many reports do we have to submit?

Academic Partnerships and Advanced Academic Partnerships are required to submit short half-year reports and comprehensive annual reports (of which the first one or the mid-term report will be externally assessed). The final report template will be sent to project partners in time. The reporting templates can be found on the websit, in Project implementation and reporting

> Which formal requirements does an audit report have to fulfil?

Which information has to be presented in the audit report?The part of the financial report covering the costs of the partner(s) in the addressed countries has to be audited by an external auditor under recognition of the International Standard on Related Services (“ISRS”) 4400. APPEAR Terms of Reference (ToR) for the external audit report have to be forwarded to the auditor. The ToR will be forwarded to the project coordinators in time.The mandatory rules for audit reports can be found in the Guidelines for the budget & requirements for the financial report for Advanced / Academic and for Preparatory Funding. More information to be found on the website see Reporting Advanced / Academic Partnerships in Project implementation and reporting

Finances

> Our proposal has been accepted for Preparatory Funding. When will the first instalment be transferred?

The first instalment (50 % of the total funding) will be paid within 15 days after signing of the agreement. The second and last instalment (up to 50% but based on the actual expenses) will be granted only if:

  • a formally complete proposal for an APPEAR Academic Partnership and
  • a correct financial report about all expenses occurred within this Preparatory Funding phase is delivered on time and proved correct by the OeAD.

In exceptional cases Preparatory Funding will not necessarily lead to a project proposal for an Academic Partnership. If in the course of the Preparatory Funding the implementation of an Academic Partnership is perceived as not being conducive, a final report has to be submitted that undertakes a substantive examination of the causes for not submitting a full project proposal. Furthermore, only a maximum of half of the approved budget will be granted. A financial report has to be submitted either way in order to calculate the actual expenses.

> Our proposal has been accepted for Advanced / Academic Partnership. When will the first instalment be transferred?

The first payment will be released no later than 40 days upon effective date and the returning of the signed contract, but not earlier than effective date.

> Is it possible to apply for a budget reallocation during the project implementation phase?

Transfers between the different budget categories are accepted to a maximum of 10% of the amount under the condition that the total budget of the project is not exceeded. In case the planned reallocation requires an amount higher than 10% the project coordinator has to apply for a budget reallocation in advance by submitting the budget reallocation form.

Guidelines for the budget & requirements for the financial report for Advanced / Academic and for Preparatory Funding. More information to be found on the website see Budget reallocation in Project implementation and reporting.

> The University charged 10% overhead costs from the first instalment. Not the entire first instalment was used hence the actual overhead costs of this reporting period are less than the ones already charged by the university. How do we proceed?

The amount that was retained by the university will be accepted. In the framework of the final financial report the exact amount of the eligible overhead costs (10 % of total expenses) will be calculated. If necessary, the amount will be corrected and the previous overcharge of overhead costs will be deducted from the final payment.