The University of Oslo has drawn up procedures for the documentation of costs in EU projects. The Faculty of Educational Sciences’ procedures are a clarification of these procedures.
HR costs
Appointments
- Documentation of the appointment of project team members. The job announcement and employment contract must clearly show that the position is associated with a project funded by the EU, including project name and project number.
- For Marie Sklodowska-Curie projects, separate requirements apply with regard to both announcements and appendices to the employment contract. Read more about the University of Oslo’s procedures for Marie Curie projects.
Working hours
- Anyone who is paid for EU projects must record timesheets for the hours they work on the project.
- Timesheets must be completed on a monthly basis.
- The University of Oslo’s timesheet templates must be used (in Norwegian).
- People who are paid and work 100% on an EU project may sign a “Declaration on exclusive work on the action” instead of recording timesheets.
- Timesheets must be signed by the project team member and the project manager each month.
- Timesheets for the project manager must be signed by the project manager and the head of department.
- Signed timesheets must be submitted to the research adviser for archiving.
- When reporting, the University of Oslo’s procedures for the reporting of HR costs must be followed.
Operating expenses
Travel
- All travel must be necessary and relevant to the implementation of the project.
- Travel bookings: The person who will be travelling must follow the University of Oslo’s procedures and regulations for travel bookings. Documentation is then managed for the University of Oslo’s invoice system.
- After the travel: The person who has travelled must submit travel expenses accounts via the HR portal, including documentation showing that the travel was associated with and necessary for the project. This can be documented through, e.g.:
- (Personal) invitations
- Programmes showing that the researcher will participate in the event
- Other printed materials from the event
- Copy of presentations that have been delivered
- Photos from the event
Organising events on behalf of the project
- All events must generally be described in Grant Agreement Annex B
- The person who organises the event is responsible for following the University of Oslo’s procedures for procurement. The documentation requirement for the University of Oslo’s invoice system is then managed.
- The following documents must be kept:
- Event programme
- Participant lists, preferably signed by participants
- Additionally, copies of presentations, any printed materials from the event and photos from the event may also be beneficial to keep.
Procurement of other goods and services
- Expenses must, as a general rule, be described in Grant Agreement Annex B.
- The person who places the order is responsible for following the University of Oslo’s procedures for procurement. The documentation requirement for the University of Oslo’s invoice system is then managed.
Purchase of services (Subcontracting)
- Expenses must be described in Grant Agreement Annex B and budgeted in a separate budget entry.
- The person who places the order is responsible for following the University of Oslo’s procedures for procurement. The documentation requirement for the University of Oslo’s invoice system is then managed.
Storage of documentation
Archive system
- Application and signed budget
- Allocation letter and assessment
- Signed contract and cooperation agreements
- Documentation of appointments
- Recruitment items and HR folders must be linked to the project folder
- A comment must be added to the item showing that timesheets must be stored in the finance section and in the shared area
- Copy of reports to the EU
- For major clarifications during the project, a copy of the correspondence must be stored by the Project Officer/coordinator
- Documentation of any revisions after the project has been completed.
Folder stored in the finance section
- Folder contents:
- Signed timesheets
- Copy of orders
- If a tender round is carried out, documentation of the tender round must be obtained
- Copy of correspondence with Project Officer/coordinator (applies to major clarifications throughout the project)
- Copy of travel expenses accounts, including vouchers
- The folder must be structured chronologically within project reporting periods.
- The folder must be labelled with the University of Oslo’s project number, ePhorte number and year.
- The research adviser must collect signed timesheets and send these to the project economist.
- Original timesheets and other documents must be stored in the finance section.
Shared area
Copies of the following must be stored in the shared area:
- Timesheets (PDF and Excel)
- Applications and budgets
- Contracts
- Information from partners
- Correspondence with Project Officers/coordinators