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A Principal Investigator should not validate his/her own timesheet because the person validating a timesheet should have an independent view of the work of the Principal Investigator within the Host Institution (e.g. the Principal Investigator's hierarchical superior).
Under FP7, the Principal Investigator is not obliged to spend an equal amount of his/her working time each year on the project, as long as the distribution is in line with achieving the scientific objectives of the project. However, ERCEA encourages an even distribution throughout the duration of the project. Any special time arrangements need to be agreed with the ERCEA beforehand.Timesheets or other means of proof must reflect the actual productive hours spent on the project.
In FP7, the Host Institution cannot charge more costs than the reimbursement for the time the Principal Investigator actually worked on the project, but it can charge less.
In such a case, timesheets should record the actual hours worked on the project for auditing purposes but it should be made clear in the breakdown table or in the explanatory text of the financial report that total actual hours worked were X but the charged hours are only X-Y.The hourly rate should be calculated based on the total hours (and not only based on the charged hours).
In brief, time charged to the project can always be less (but not more) than indicated in the timesheets.
Although in principle Principal Investigators do not need to keep time records if their salary is not charged to an FP7 ERC grant, they should be able to provide evidence of their compliance with the time commitment requirements provided in the corresponding Work Programme (see ERC Work Programmes here).
In FP7, costs of actual hours worked should be substantiated by a time recording system or by alternative evidence providing the same level of reliability as to the reality, accuracy and completeness of the information provided, to allow auditors to verify the financial reports.If a person works 100% on a project and has a contract to this effect, in the absence of timesheets, other appropriate and sufficient alternative evidence to support the declared work arrangements should be provided, provided that it is compliant with the usual practices of the beneficiary.
For FP7 projects, the time necessary to be spent in the office by the staff recruited for the project depends on the rules of the Host Institution and the applicable national legislation. However, according to Article II.15.1 of the General Conditions to the ERC Grant Agreements (Single and Multi-Beneficiary), only the costs of the actual hours worked by the persons directly carrying out work under the project can be charged.
In principle, it is expected from the host institutions to have the human resources necessary for the action at the start of the project.However, for ERC grants in FP7, recruitment costs may be eligible as direct costs.
To be eligible, expenses linked to the recruitment of project staff have to be in line with the general management practice and rules of the Host Institution/beneficiary and comply with the eligibility criteria of Article II.14 of the General Conditions to the ERC Grant Agreement (Single and Multi-Beneficiary), being directly traceable to the ERC project.
In FP7, payments for retired researchers can be charged to the project if they are in line with applicable national law and practice, as well as with the specific rules applicable to and in the Host Institution.
The payments should be made via the Human Resources Payroll system.
For ERC projects under FP7, the number of hours that makes a person-month can vary between different Host Institutions. Beneficiaries must calculate their specific productive hours according to the general practice in the Host Institution.
In case different categories of personnel have different working conditions, individual productive hours may be calculated. For the calculation method and examples, please refer to Part 2 B, section 1 on art.II.15 of ECGA, sub-section 1.(a), in the FP7 Guide to Financial Issues.The benchmark is 1680 hours based on 210 workable days and a 8 hour working day (Guide to financial issues Part 2B, section 1 on article II.15 of ECGA, sub-section 1.(a.2), in the FP7 Guide to Financial Issues).
Academic fees may be due by post-graduate students back to their respective universities. In FP7, sometimes, in cases of work performed by the student for the university, the student may be exempt to pay (part of) the fee. This predetermined income for the university is eligible as personnel cost when there is a labour contract with the student in which the amount is indicated.
The other conditions of Article II.14.1 of the ECGA (Single and Multi-Beneficiary) have to be fulfilled as well.