EU Grant Management: Harvard’s Approach Harvard Global Research & Support Services Updated January 2020 1
Agenda • Harvard Global overview • Horizon 2020 EU Framework Program • Bonus : Horizon Europe preview • Specific funding opportunities: • European Research Council • MSCA Global Fellowships 2
Harvard Global Overview • 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 overseas 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. 3
Harvard Global Overview 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 4
Harvard Global Basics 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 Overview 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 of 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). 6
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) 7
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 8
Horizon 2020 Project/Legal/Financial Officer The Consortium’s interface with the EC European Commission Coordinator » Consortium’s representative towards the EC » Keeps project on track Partners/Beneficiaries Lead Beneficiary Beneficiary Beneficiary 1 Joint responsibility for the Project 3 (Coordinator) Implementation described in the Grant Agreement Subcontractor(s)/ Beneficiary International Partners 2 • Subcontractor- not typically named in GA, $/legal link to Beneficiary, SOW comes under Beneficiary GRANT AGREEMENT • Int’l Partner: named in GA, legal link to Beneficiary, typically brings own funds/cost Subcontract International Partner share, SOW comes under Beneficiary HG can be a beneficiary, subcontractor or international partner 9
Four ways for US researchers to participate in H2020 RARE 10
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 Grant • Negotiated between EU & Coordinator Agreement • Signed by all beneficiaries (A2.5) • Binds the consortium of all Consortium partners • Signed by all beneficiaries Agreement • EU does not sign
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 14
Important Considerations: Timesheets 15
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 16 submitting the report
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 17
Important Considerations: FINAL POINTS - 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. 18
Specific Funding Opportunities – European Research Council “The European Research Council (ERC) is a funding organisation 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 19
Specific Funding Opportunities – European Research Council Types of ERC Grants: • Starting Grants • Consolidator Grants EU Host Institution only • Advanced Grants • Proof of Concept Grants • SYNERGY GRANTS “For the first time under the 2019 Work Programme, one 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*** 20
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