Implementation and Reporting for projects within the 5th and 6th Call

Exact reporting dates are specified in the grant agreement. In general, the following reporting obligations apply:

• Scientific mid-term report: covering project months 1-12, to be submitted at the end of project month 14
• Mid-term financial report: covering project months 1-12, to be submitted at the end of project month 14
• Scientific final report: covering project months 1-24, to be submitted 2 months after project end
• Final financial report: covering project months 12-24, to be submitted 2 months after project end

Together with each scientific report, a financial report must be submitted.
The project-relevant expenses of all partner institutions are submitted in one consolidated financial report by the project coordinator. The expenses submitted in the financial report have to correspond to the Financing Plan of the project application. Any deviations must be justified and approved by the KoEF Office prior to submission.

Only travel, accommodation and subsistence costs, as well as project-relevant equipment and material expenses, are eligible for funding.

The financial report must be submitted as an Excel file using the official KoEF financial reporting template, which can be downloaded from the section on the right.

The Excel file must cover the entire reporting period and includes the following mandatory components:

• Cover Page
• Financial Report (summary of eligible costs)
• List of Receipts (Belegaufstellung) with all expenses listed individually and referenced by receipt number
• SAP Statement or comparable accounting statement 

Proof of the listed expenses (invoices/receipts) must be retained for 10 years and submitted upon request. The OeAD reserves the right to request these supporting documents for verification purposes.

Overhead costs are not eligible for KoEF funding.

The following requirements apply to all modes of mobility:

• Each mobility must utilize the most economical means of transportation
• Travel expenses within Austria are not eligible for funding
• All funded mobilities require thorough documentation in scientific reports
• If any invoice/receipt is not in English (or German), a working translation must be provided additionally
• Foreign currency invoices and receipts must be converted to EUR

Travel to Austria from a partner country of the Global South (Incoming)

The following travel and subsistence costs for KoEF project members travelling to Austria can be refunded: 

Travel costs: max. EUR 2,000 per trip, reimbursement of face value:

• Flight (only economy class tickets): original invoice/receipt, proof of payment, plane ticket and original boarding passes are needed.
• Travel costs to and from the airport (in Austria public transport must be used): original invoices/receipts and proof of payment are needed.

Accommodation and subsistence expenses, EUR 180 per day/max. EUR 2,160 per month:

• For stays of up to 12 days spent actively working on the project: Per diem of EUR 180/day, proof of receipt is needed
• Max. monthly allowance is capped at EUR 2,160 per month (1 month = 30 days): for stays longer than one month the calculation starts again after each full month.

The maximum duration per person per trip per stay is three months. No further costs can be reimbursed.

Travel from Austria to a country of the Global South (Outgoing) and travel within or between partner countries in the Global South (Field research)

The following travel and subsistence costs for KoEF project members travelling from Austria to a partner country of the Global South and KoEF project members travelling within or between partner countries of the Global South can be refunded. 

Travel costs: max. EUR 1,500 per trip, reimbursement of face value:

• Flight (only economy class tickets): original invoice/receipt, proof of payment, plane ticket and original boarding passes are needed.
• Travel costs to and from the airport (in Austria public transport must be used): original invoices/receipts and proof of payment are needed.
• Public transport (only economy class tickets): original invoice/receipt and proof of payment are needed.
• Car (in partner country): original invoices/receipts, proof of payment and a completed vehicle logbook are needed.
• Visa costs: original invoice/receipt and proof of payment are needed.
• Travel insurance: proof of insurance, original invoice/receipt and proof of payment are needed.
• Travel vaccinations and malaria prophylaxis: original invoices/receipts and proof of payment are needed.

Accommodation and subsistence expenses, lump sums depending on qualification of project member and duration of stay:

PhD/doctoral students:

• stays of up to 12 days: EUR 100 / day
• stays of 13 days or more: EUR 1,250 / month 

Scientists (post-doc): 

• stays of up to 14 days: EUR 100 / day
• stays of 15 days or more: EUR 1,400 / month

A confirmation of receipt is required. 

Equipment and material (consumables)

It is assumed that the project partners are already adequately equipped with the basic tools to undertake the envisaged work, therefore, no general infrastructure can be financed. If additional equipment is required for e.g. laboratory or field stations, then it must be project specific and remain with the partners in the respective partner country in the Global South. Full justification must be provided for its purchase and usage during the project period and beyond.

Equipment & material (consumables) specifically relevant for the project can be covered up to a maximum amount of EUR 3,000 for the entire project duration.

• Original invoices/receipts and proof of payment must be submitted.
• A confirmation is needed: justification of the need of the equipment, confirmation that the equipment is project specific and that it remains with the partner institutions in the respective countries in the Global South.
• For procurement of items over 1,000.00 EUR (net value) two offers have to be obtained and documented in the financial report.
• not eligbile: e.g. laptops, telephone or internet costs, catering for workshop participants, honorarium for participants.