What are the next steps after VLAIO decides to support the project?
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1Support agreement
In case of a positive decision, a support agreement is concluded between the ‘Fonds voor Innoveren en Ondernemen’ and the primary applicant (company). The support agreement is a best efforts obligation (It binds the partners to make every effort to achieve the described innovation goal, and it includes a commitment for sufficient valorisation in Flanders in the case of successful results.).
Where relevant, VLAIO will incorporate specific conditions into the agreement, such as the authorisation of ethics committees, ownership of required permits, etc.
The support agreement can only be concluded after reception of the cooperation agreement.
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2Follow-up
The innovation goal is the starting point of a support agreement. Adjustments/ changes within the scope of the innovation goal are possible without the need to adjust the agreement.
Standard project reporting consists of short follow-up report cards for each payment, a mid-term report and a final report when the project is completed. The final report has to include:
- A summary of the scientific results (academic progress);
- Implementation of the innovation goal, including the strategic application;
- Valorisation report;
- Financial report.
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3Interim evaluation
Halfway the project, an interim evaluation is made to evaluate the progress of the project and to monitor whether the mandate is being allocated properly according to the agreed upon objectives.
The interim evaluation is based on a report about the results and the prospects for future applications. The mandate holder is always given the opportunity to have an interview with the external experts, a setting in which various elements can be explained. If deemed relevant, the scientific supervisor and the industrial mentor can also be invited for a discussion.
If during the course of the mandate, the partners wish to significantly change the innovation goal, this may also have to be submitted to the jury of external experts during the interim evaluation. In the case of positive advice, the mandate can progress further with the adjusted innovation goal. With this decision, the jury shall take into account the quality of the proposed change, but also the feasibility of the adjusted innovation goal within the remaining period, including the possibility of completing the doctorate.
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4Publication right
The purpose of a Baekeland mandate is to achieve a doctorate. Publishing is very important for a doctoral candidate. Therefore, as part of the Baekeland mandate, the mandate holder also has the right to publish. Within the agreements about intellectual property, publication might be postponed due to reasons of patent applications. The possibility of the mandate holder to publish cannot be denied without valid reasons.
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5When will the subsidy be granted?
The payment of this subsidy occurs in yearly instalments. The amount of these instalments has been agreed upon at the start of the project.
The first instalment is paid at the start of the project.
The primary applicant is responsible for the timely payment of any partners in instalments. The university is a contractual research partner. The primary applicant is responsible for paying all research partner costs that are part of the eligible costs for which the applicant receives the subsidy.
Payment by VLAIO is conditional on the proper implementation of the project and on compliance with the reporting and notification requirements.
At the end of the project, a final verification of the real costs is made. Based on the accepted costs and the applied support percentages, the total support is determined and the final instalment is paid, whereas the instalments already paid are taken into account.
Payment of the final instalment
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1Prepare the final financial report
The lead applicant and any partners each separately draw up the financial report using the Excel cost template.
In the final settlement, VLAIO only accepts costs that:- fall within the project period
- are attributable to the project
- are demonstrable with supporting documents
The project accounting is fully closed upon submission of the final financial report. This implies that each project partner can submit the project costs incurred during the project period no later than 3 months after the end of the project.
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2Upload the required supporting documents
The actual costs included in the final financial report must be substantiated with documentary evidence. This can include staff costs, operating costs, costs for external services and investment costs.
The documents to be provided depend on the type of cost:
STAFF COSTS
If you use code w (*), you must upload the following:- individual accounts
- pay slips
(*) code w is used for project members with employee status who are on the payroll.
OPERATING COSTS
If you exceptionally breach the operating cost ceiling (*) at project approval and in the final financial report, then:- you must complete the 'operating costs breakdown' tab in the final financial report (Excel cost template)
- you must upload the associated invoices with corresponding receipts bundled by supplier/provider and any other supporting documents with the digital submission.
(*) the ceiling on operating costs is the maximum amount of operating costs that you can charge. The amount is calculated based on the number of man-months for your project and a fixed amount per man-month and is not a flat rate.
COSTS FOR EXTERNAL SERVICES
If you have incurred costs for external services, then:- you must complete the 'external services breakdown' tab in the final financial report (Excel cost template)
- you must upload the associated invoices with corresponding receipts bundled by supplier/provider with the digital submission;
INVESTMENT COSTS
If you have incurred investment costs, you must upload the following:- depreciation tables
- a summary of the class 2 balance sheet accounts;
Questions about this flow, please email: verificatie@vlaio.be