Our dedicated EU JRO team manages all queries relating to European Commission matters within the Faculty of Medicine. If you have any queries regarding an ongoing FP7 grant or the costing of an H2020 application to the EU Commission please contact the relevant member of the team.
For funding and contractual issues, please contact our colleagues in the Research Office EU Team.
Certificate on the Financial Statement
EU projects are subject to audits at certain thresholds.
Please click Audit for more information.
As per the Grants (pre-award) section, at the pre-award stage the EU JRO Grants team work with PIs and department administrators to prepare grant applications for submission to the European Commission and/or Coordinator for the project, often against very tight deadlines. The EU JRO team will use a Grant application checklist to ensure all the necessary considerations have been made prior to final submission. The H2020 Common Errors Pre-Award are often spotted on applications and are here to help minimise the errors at application stage.
Some CEC submissions are in two stages; please click on the Two Stage Application Process (pdf) which explains the process.
Golden Rules for FP7 and H2020
H2020 Budget Templates – Costing Spreadsheets
Please contact the EU JRO Team for costing templates.
Project Management of Imperial-led Consortiums (Coordinator)
The college’s stance is that Imperial should only act as Coordinator in exceptional circumstances and where there are strategic research benefits for both the Faculty and the College as a whole. The reason for this is that there are considerable financial & reputational risks and administrative costs to the College associated with coordinating a multi-party project when compared to participating as a partner. Therefore, please read these considerations before making your decision about taking on the role of coordinator:
Departmental approval is also imperative to ensure the project is in line with the college/faculty/dept strategic aims. Therefore, please discuss this with your departmental manager and head of department as early as possible. InfoEd approval will also be required within 5 days of the deadline to confirm the department are happy with the costs being submitted.
It is highly recommended that preparation and contact is made with the appropriate project management team at least 10 weeks prior to the deadline for a truly solid bid (preferably 6 months for really large projects).
Research Project Management (RPM)
The RPM are the College’s preferred option when leading on H2020 projects. To find out more information about the RPM, please click on the following link:
Please follow the PMO guidelines, along with the processes for administering PMO subprojects both at pre- and post-award:
Students on CEC projects
Please consult the Research Office section on staff recruitment and students for information relating to PhD students on European Commission research projects.
Timesheets and EU JRO mailbox
All FP7 & H2020 timesheets to be sent to email@example.com, containing the following in the title:
Acronym, P-number, Period, Name of Person.
Please ensure signed hardcopies are retained by your section admin to ensure integrity in keeping with the CEC audit requirements. Failure to do so will result in costs being rejected by the CEC up to 7 years after the end date of the project.
For information on how, why and when to complete timesheets, please click Timesheet Requirements.
Each month all Section and Dept Admin will receive a Timesheet Due Report (pdf) - 130KB of all funders who require timesheets completed. These should be collated and sent to the JRO on a monthly basis (or at least a quarterly basis as minimum).
To ensure the timesheets are completed correctly first time, please use the Timesheets Checklist (pdf) to minimise errors.
Please also view the list of Timesheet Common Errors (pdf) received in the JRO. Incorrect timesheets will be returned to the department to correct and resubmit. Please be aware of funder reporting deadlines so a speedy return will be very much appreciated.
PLEASE NOTE: If an academic/researcher/technician/clinician etc is working on a CEC project as well as another funder who requires timesheets, please could you ensure their time on the NIH and/or Research Council or Innovate UK award is recorded on separate rows on the timesheet, named under the “Funding Source” and sent to the EU JRO Timesheets mailbox (firstname.lastname@example.org) and cc’d to the Senior Grants Administrator supporting your department.