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.

Resources

Certificate on the Financial Statement

EU projects are subject to audits at certain thresholds.

Please click Audit for more information.

EU Pre-Award

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 EU JRO Grant application checklist May 15 (pdf) to ensure all the necessary considerations have been made prior to final submission. The H2020 Common Errors Pre-Award (pdf) 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

For information on FP7 and H2020 pre-award Golden Rules, please check Golden Rules for main funders (pre-award)

For information on FP7 and H2020 post-award Golden Rules, please check Golden Rules for main funders (post-award)

Programme Management Office (PMO)

The PMO are the College’s preferred option when leading on H2020 projects. To find out more information about the PMO, please click on the following link:

Imperial College Programme Management Office

Please follow the PMO guidelines, along with the processes for administering PMO subprojects both at pre- and post-award:

PMO Guidelines H2020 Projects - Feb 2018 (pdf)

PMO Pre and Post Award Process for adding subproject (pdf)

Summary for administering PMO subprojects (pdf)

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:

Coordinating on H2020 - Project Management Considerations (pdf)

Coordinator Proposal Submission - H2020 notes for Imperial researchers (pdf) 

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).

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 eujrotsheets@imperial.ac.uk, containing the following in the title: 

AcronymP-numberPeriodName 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 Staff Listing Report (pdf) 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).  Please view the Comprehensive and Project-Level Timesheets Table - Jan 19 (pdf)‌ for guidance on which timesheet to complete and who in the JRO to send the timesheets to.

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.