about what is eligible, or not eligible:
1. We would like to pay someone to help us with booking travel and accommodations for members of the Edgeryders team:
Are we allowed to do this under the grant agreement, and if so does it fall under direct or indirect costs?
You have two possibilities (this answer will match the previous one I gave to Noemi):
Either you can pay for this service under the indirect cost budget (because there is no mention of such a position in the GA - Description of Action).
Or, if Edgeryders doesn’t plan to use the staff costs reimbursed by the EC to directly pay salaries of the staff working on the project, ER may further use this budget for other purposes.
In that case, the further use of funds will not be taken into consideration by the European Commission for reports nor audits (free of use). The counterpart is that you need to prove the costs related for the staff working on the projects (as you will have to do for all the staff declared for the project), by keeping time-sheets and work contracts.
Example: if you are declared on the project, but paid on other source / already paid by another contract, you can on the one hand use the EU grant Edgeryders received to reimburse your time on the project and to cover for other participants’ expenses. But in order to be able to do this, you will have on the other hand to report to the EC only the time you spent working on the project by providing time sheets and work contracts.
Is this expense to be covered from the budget for travel?
NO - travel budget is only meant to pay for the fares, not for the service
Do you have a model contract and or invoice for this kind of service?
NO - the contract is to be made as Edgeryders’ would usually do, and comply with the British law, since it is registered in the UK. Alberto previously showed me a model which might also be suitable for this purpose. (To be confirmed by a lawyer, in my opinion).
2. We would like to award small grants to some participants who make significant contributions to the project:
Can we run a competition?
This point is still to be confirmed by our project officer.
And give away cash prizes under the grant agreement? If so, what paperwork and information about recipients is needed?
NO - you are not allowed to distribute funds as such to other persons.
If we cannot give away cash prizes, can we pay small amounts of money for specific deliverables to “competition” participants? If yes, do these fall under direct or indirect costs?
NO - you cannot ‘redistribute’ some of your tasks to other persons (if I understood well what you meant by “specific deliverables”). However, you may reward their contribution by buying them goods/services, which could be eligible as the needs listed under the “other goods and services” budget costs. Or by using the indirect costs budget category, which will not be audited.
How can we best go about covering the travel costs for a lot of people not officially on the research team without risking breaching the grant agreement? Is there an upper limit to how many people we can reimburse for their travels to our events? What information/ documents do we need to have prepared before, during and after the event to be on the safe side?
There is no limitation as to covering the travel costs, but we recommend that for each funding you summarize information about the beneficiary, the context, the purpose, the expected impact of the travel (by filling a form). This will be useful in case of justification for reports.