EU Grant Management: Harvards Approach Harvard Global Research & - - PowerPoint PPT Presentation

EU Grant Management: Harvard’s Approach

Harvard Global Research & Support Services

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Updated January 2020

Agenda

• Harvard Global overview
• Horizon 2020 EU Framework

Program

• Bonus: Horizon Europe preview
• Specific funding opportunities:
• European Research Council
• MSCA Global Fellowships

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Harvard Global Overview

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• A Massachusetts 501(c)(3) corporation committed to

providing operational support for Harvard’s international activities.

• Services include grant administration for awards

both managed in the US and in support of certain

• verseas activities (e.g., through Harvard Global

India)

• While Harvard Global serves as the direct awardee

under such grants, the subject activity is performed by Harvard researchers using University resources, under contract to Harvard Global by way of intercompany agreements.

Harvard Global Overview

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Why are certain awards routed through Harvard Global?

In certain cases, the University may not be able to accept the terms of a particular grant (e.g. indemnification) due to the potential liabilities posed, yet there remains a compelling reason to move forward with the research. Upon review by Harvard Global and University leadership, the decision may be made to route such awards through Harvard Global as the direct awardee.

Current Sponsors:

• European Union/European Commission

(except for MSCA)

• European Research Council
• Flight Attendant Medical Research Institute
• Department for Int’l Development- UK (DfID)
• Certain other foundations/foreign

governments, as approved by HG

HG core functions:

• 1. Global operations infrastructure
• Overseen by Harvard University’s Department of Global Support

Services

• Includes overseas payroll, disbursements, accounting, taxes,

business registrations and filings

• Harvard departments contract with HG for this work
• Fully deployed in 2013

2. Grants management

• Overseen by Harvard University’s Office for Sponsored Programs
• HG applies for and receives grants directly from certain funders
• Grants may be for domestic projects
• Harvard researchers are seconded to HG via contracts between

HG and Harvard University

Harvard Global Basics

Harvard Global Overview

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Important Considerations

• Harvard Global (HG) awards follow a unique Grant

Flow Process to facilitate appropriate review by both School and HG administration.

• HG should be consulted as early as possible in the

grant process, to ensure sponsor approval and use

• f appropriate institutional information (e.g. PIC

number)

• Proposal submission, award negotiation and setup,

and post award management are handled by the Office for Sponsored Programs in consultation with HG/Dept/PI.

• HG requires entry into School-level Services

Agreements and project-specific Secondment Agreements stipulating associated obligations/costs.

• Projects remain subject to University and School-

level policies applicable to sponsored research (e.g. Publication, IP, IRB).

Horizon 2020 EU Framework Programme

Horizon 2020 = EU Research and Innovation Framework Programme 8

€80 billion in funding available over 7 years (2014 to 2020)

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Horizon 2020

Award terminology varies between the US and the

• EU. Key differences to keep in mind:
• Subcontractor = service agreement/vendor
• Coordinator= prime awardee
• Beneficiary = consortium member
• Work package = specific aim
• Receipts = project income
• Contribution in-kind = cost share
• Description of action = statement of work

For an updated glossary, and synonyms, please see the BILAT website: https://bilat-wiki.ethz.ch/wiki/Glossary

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Horizon 2020

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HG can be a beneficiary, subcontractor or international partner

Lead Beneficiary (Coordinator) European Commission Beneficiary 3 Beneficiary 2 Beneficiary 1 Subcontract International Partner

GRANT AGREEMENT Project/Legal/Financial Officer The Consortium’s interface with the EC Coordinator » Consortium’s representative towards the EC » Keeps project on track Partners/Beneficiaries Joint responsibility for the Project Implementation described in the Grant Agreement Subcontractor(s)/ International Partners

• Subcontractor- not typically named in GA,

$/legal link to Beneficiary, SOW comes under Beneficiary

• Int’l Partner: named in GA, legal link to

Beneficiary, typically brings own funds/cost share, SOW comes under Beneficiary

Four ways for US researchers to participate in H2020

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RARE

US participation – Call specific

• Please read the call thoroughly! Sample

US participation language (from H2020- WP1820-Health):

H2020: At the proposal stage

• Let your grants administrator know asap!
• As a beneficiary, typical documents required:
• Budget – in Euro and USD (use monthly/yearly

average exchange rate)

• Partner description and details
• PIC number

If you are only cost sharing on behalf of Harvard University (e.g. no $ coming from the EU to Harvard), it’s best to be named as an international partner to the consortium. International partners do not require:

• entry into GMAS
• cost share approval
• effort – no timesheets required (!!!)

Make sure you contact Peggy Darnowsky for H2020 proposal assistance!

EU Grants: Award Documentation

• Standard Forum
• Negotiated between EU &

Coordinator

• Signed by all beneficiaries

(A2.5)

Grant Agreement

• Binds the consortium of all

partners

• Signed by all beneficiaries
• EU does not sign

Consortium Agreement

Important Considerations: Timesheets

When Harvard University/HG is listed as a beneficiary (funded or non-funded):

• All working time must be recorded at all times

for EVERYONE on a monthly basis by an appropriate time-sheet system in order to justify the DIRECT relation between salaries/fringe and the project.

• Most impacted population is Faculty
• Time sheet data requirements:
• Hours need to be broken out by:

 Work Package  Cost Category  Non-productive or non-EU work hours

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Important Considerations: Timesheets

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Important Considerations: Reporting Requirements

Most reporting conducted through Participant Portal

• Instructions & Guidance provided by lead collaborator

(Coordinator)

• Reporting period interval is 12-18 months, defined in grant

agreement

• Due within 60 days of reporting period end

Reporting Requirements Includes:

• Technical Report: Descriptions of deliverables and milestones

per Work Package

• Financial:

 Form C  Must include EU funded and non-funded portion of expenditures in Euros  Must convert USD-Euros – typically based on the average monthly exchange rate of the month that you are submitting the report

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Important Considerations: Allowable Costs

• All beneficiaries who spend over €325,000 in direct costs must

perform a project audit and submit a Certified Financial Statement (CFS).

• External Audit Firm, typically in the EU
• Remotely done; extensive documentation, communication

and man-hours

• Cost $10K-$13K; allowable direct cost
• VAT, when not included on an invoice or receipt for purchased

services, is unallowable.

• Loss of currency often not identified until end of award and

closeout.

• Receipts are needed for all amounts

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Important Considerations: FINAL POINTS

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• HG is at high-risk for EU audit. Stick to your budgets and stay in

contact with OSP for changes.

• Document, document, document – e.g., timesheets are not

submitted to the EU but will be required during a audit. Fill them out REGULARLY. Keep all other documentation locally (ALL receipts – under $75 as well, invoices, etc.)

• Use companion accounts for cost share tracking – must prove

to EU the “cost share.”

• Harvard Global responsible for accepting grants and schools

are responsible for project management and financial administration

• Services/Secondment Agreements between Harvard Global

and School to be signed, ideally prior to project commencement.

Specific Funding Opportunities – European Research Council

“The European Research Council (ERC) is a funding

• rganisation for frontier research. It aims to stimulate

scientific excellence in Europe by funding the very best, creative researchers of any nationality and age, and supporting their innovative ideas. Researchers from anywhere in the world can apply for ERC grants provided the research they undertake will be carried out in an EU Member State or Associated Country.”

https://erc.europa.eu/funding/non-european-researchers

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Specific Funding Opportunities – European Research Council Types of ERC Grants:

• Starting Grants
• Consolidator Grants
• Advanced Grants
• Proof of Concept Grants
• SYNERGY GRANTS

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“For the first time under the 2019 Work Programme,

• ne Principal Investigator per Synergy Grant group at

any one time can be hosted or engaged by an institution outside of the EU or Associated Countries.”

https://erc.europa.eu/funding/synergy-grants

***IT IS IMPORTANT THAT SUBMISSION OF ERC PROPOSALS FOLLOW THE SAME PROCESS AS OTHER EU AWARDS AT HARVARD*** EU Host Institution only

Specific Funding Opportunities – European Research Council ERC Synergy Grant Specifics

• Synergy Grants can be up to a maximum of € 10

million for a period of 6 years.

• Deadline is in November
• An additional € 4 million can be requested in the

proposal in total to cover, in relevant part:

• the purchase of major equipment
• access to large facilities.

An ERC grant can cover up to 100% of the total eligible direct costs of the research plus a contribution of 25%

• f the total eligible costs towards indirect costs.

PI must commit 30% of total working time to Synergy Grant, regardless of location of institution

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Specific Funding Opportunities – European Research Council

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Minimum Effort commitment per ERC grant

“Principal Investigators funded through an ERC Synergy Grant shall spend a minimum of 30% of their working time on the ERC

• project. Principal Investigators funded through an ERC Synergy

Grant shall spend a minimum of 50% of their working time in an EU Member State or Associated Country, except for a Principal Investigator hosted or engaged by an institution outside of the EU or Associated Countries” from ERC 2020 Guide

Specific Funding Opportunities – European Research Council REQUIRED DOCUMENTATION

Proposal/Application Stage: From Harvard Global/Harvard Medical School

• Host Institution Letter of Commitment (uses ERC template)
• Budget/SOW (in USD and Euro)
• If submitting as a PI, 2-page CV is required in addition to a list
• f current and pending grants. If submitting as a Team

member, no CV required.

• Inclusion of the appropriate PIC for Harvard Global Research

and Support Services, Inc. (953720200).

• Budget in Euros uploaded to the EU’s portal

Lead PI will have to submit at minimum: extended synopsis, CVs, track records, scientific proposal, signed statement of support from Host Institutions, ethics review table

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Specific Funding Opportunities – European Research Council REQUIRED DOCUMENTATION

Award Stage:

• Harvard Global is required to sign onto the Grant Agreement

as a Beneficiary.

• A Supplementary Agreement must be executed between

Harvard Global and the PI (uses ERC template).

• Collaboration Agreement – not sent to ERC but signed

between institutions (beneficiaries).

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Specific Funding Opportunities – MSCA Marie Skłodowska-Curie Actions (“MSCA”)

• Thematic area of funding under the European

Union’s seven-year (2014-2020) Horizon 2020 Research and Innovation program.

• MSCA offer five types of funding mechanisms

aimed at “provid(ing) grants for all stages of researchers’ careers … and encourage(ing) transnational, intersectoral and interdisciplinary mobility.” For our purposes, the Individual Global Fellowships are most relevant.

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Specific Funding Opportunities – MSCA Global Fellowships

• Two to three year commitment; 12 – 24 months can

be outside of the EU (“Outgoing Phase”)

• In serving as the host institution during the

Outgoing Phase, Harvard agrees to provide “quality supervision and support,” including:

• Hosting the MSCA fellow and providing same resources

available to other fellows within the host department

• Providing assigned faculty/PI mentorship

Researchers must go back to their Home Institution in the EU for the final 12 months of the fellowship.

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Specific Funding Opportunities – MSCA

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Specific Funding Opportunities – MSCA

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REQUIRED DOCUMENTATION

Proposal/ Application Stage:

• Letter of Commitment demonstrating “real and active participation

in the proposed action.” (OSP maintains template)

• Harvard requires both institutional (OSP) and host-Principal

Investigator signature on all Letters of Commitment

• Inclusion of the appropriate PIC for President and Fellows of

Harvard College (992204077) Award Stage:

• Entry into a Collaboration/Partnership Agreement with Home

Institution delineating responsibilities, funding. As Harvard is not required to sign onto the Grant Agreement with the EC, MSCA fellowships should be routed through P&F instead of Harvard Global.

Coming Soon- Horizon Europe

Period: 2021-2027 Proposed budget: €97.6 billion Estimated start: 1 January 2021 Main Features:

• Strengthen EU science and technology
• Foster the EU’s industrial competitiveness and innovation
• Deliver on EU’s strategic priorities, such as the Paris Agreement
• n climate change

Harvard Global Overview

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Key Contacts:

• Peggy Darnowsky, International Programs Officer

(peggy_Darnowsky@Harvard.edu)

• Megan Moore, Harvard Global Grants and Contracts

Officer (megan_moore@harvardglobal.org)

• Kaelen Kennedy, Senior International Program

Consultant, Harvard Global, HMS representative (kaelan_kennedy@harvard.edu)

• HG Sponsored Inbox (sponsord@harvardglobal.org)

EU Grant Management: Harvard’s Approach

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Questions?