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FAQ

  • FAQs on the Funding & Tenders Portal

Description

The Marie Skłodowska-Curie Actions – Staff Exchanges (MSCA-SE) promotes international and cross-sector collaboration through exchanging research and innovation staff and sharing knowledge and ideas from research to market (and vice-versa). Support is provided for international, inter-sectoral and interdisciplinary mobility of R&I staff, leading to knowledge transfer between participating organisations. It aims to enhance the skills of researchers or science staff in different stages of their career and the possibility to improve your career in science. The mobility principle is an important requirement, the researchers need to travel towards another country to gain skills and expertise.

Relevant screens in the Grant Management Services

The Mobility tab for Postdoctoral Fellowships contains four tables:

  • Researchers
  • Mobility declarations

(lightbulb)The Mobility tab is part of both continuous and periodic reporting.


Researchers

Actions

The Researchers table allows the introduction of researchers' personal data.  



During continuous reporting, you can add researchers to the table. 

Adding researchers

  • Click Add Researcher 

  • Complete all mandatory data in the 'Add Researcher' pop-up:

(lightbulb)When encoding a new researcher, instead of manually editing the information, you can import the researcher's basic data from the My Person Profile in the F&T Portal. To do so, you need first to complete the researcher's email address and then click the Check for updates button (that will be displayed at the bottom of the pop-up). 

In case the researcher's data cannot be found in My Person Profile, the information needs to be manually encoded and the researcher should be kindly requested to register to My Person Profile (note: to be included in a project, all researchers must have their personal data registered in My Person Profile). 

If the data has been manually completed and, meanwhile, the researcher also encoded/updated the data in My Person Profile, click on the Check for updates button to verify if the information under the Personal Profile Data corresponds to the one made available by the researcher in the F&T Portal. In case of differences, click Overwrite to update the data with the one provided by the researcher in the Portal. 

  • To check if all mandatory fields are completed, click the Validate button. To save your changes, click Save (or Cancel if you do not want them saved).  

Editing researcher data

  • Click on the corresponding row:

  • Complete all mandatory data in the 'Edit Researcher' pop-up:

(lightbulb) Click on the Check for updates button to verify if the information under the Personal Profile Data corresponds to the one made available by the researcher under My Person Profile in the F&T Portal.   

Click Overwrite to update the data with the one provided by the researcher in the Portal. 

  • To check if all mandatory fields are completed, click the Validate button. To save your changes, click Save (or Cancel if you do not want them saved).  

 

Deleting researchers

(lightbulb)Only the newly added researchers, for whom no mobility declaration has been submitted, can be deleted. 

  • Click the Delete button. 

  • Confirm the deletion

Mobility declarations

Actions

The Mobility declarations table allows the introduction and submission of data regarding the exchange periods (continuous periods of time during which the researcher is sent (seconded) to the Destination Organisation under full-time Working Time Commitment). 

A Mobility Declaration can be composed of more than one exchange period, where each period corresponds to ‘Full Time’ for Working Time Commitment. 

(lightbulb)A warning message ("The months of interdisciplinary secondments currently exceed the maximum of 1/3 of the total months funded by EU. If the situation remains at final payment, the months in excess will be rejected.") is displayed in case the limit of 1/3 of Interdisciplinary Secondment out of the total Secondments, as considered in the signed Grant Agreement, is exceeded. 







Initially, the table is empty. The exchange periods (mobility declarations) should be manually encoded for the project (saved / submitted) and should be in line with the estimations foreseen in the signed Grant Agreement under the Exchanges tab.

You are able to add more information to or edit some of the existing data*. You can also add more exchange periods or delete them. 

*For the mobility declarations in the status SUBMITTED, only the start and end dates of the encoded exchange periods can be edited. 

Editing the mobility declaration

  • Click on the row corresponding to the exchange period and edit the data in the 'Edit Mobility Declaration' pop-up:  
  1. Researcher information 
    • Complete all mandatory fields, Validate and Save your data once you finished. 

(lightbulb) Some data is read-only (automatically retrieved from the Researcher table). To change this data, you need to edit the information in the Researcher table. 

2. Exchange Information 

    • Complete all mandatory fields, Validate and Save your data once you finished. 

(lightbulb)Once the partner is selected, some data (such as PIC, country and sector) is read-only (automatically retrieved from partner data known in the project from GAP level) and cannot be edited. 

3. Exchange Periods
    • Edit the exchange period

Use the calendar to edit the start and end date of the exchange period. 

    • Add new exchange period 

Click Add period to add a new exchange period

Edit all mandatory fields. 

 

(warning) The total duration of Interdisciplinary exchanges (exchanges between Organisations from EU/AC or IERO in the same academic/non-academic sector) cannot exceed 1/3 of the total duration of the project’s submitted exchanges, which are funded by the EU. Please note that the costs resulting from exchanges exceeding this one 1/3 limit will be rejected at the end of the project.

  • Delete the exchange period

Click the Delete button to delete the exchange period.

    • Validate and Save your data once you finished. 

Adding a new mobility declaration

  • Click on Add Researcher Exchange to add a new mobility declaration on an exchange. 

For newly added mobility declarations, you are able to choose a researcher that was previously saved for the project and specify whether the researcher is enrolled in a PhD program or not.  

 

Define the data for the exchange period:

   

(warning) If a mobility declaration has been already submitted, check and eventually update the content of the submitted one before defining the data for the new one. Not all data can be updated in a submitted mobility declaration.   

Deleting the mobility declaration 

(lightbulb) Only mobility declarations in status DRAFT can be deleted. To delete a SUBMITTED mobility declaration, you should contact the EC officer and request to re-open the mobility declaration (and thus revert it to the status DRAFT).  

  • Click the Delete button. 

  • Confirm the deletion (deleting a mobility declaration means that all linked secondments (if any) will be deleted as well.

Submitting the mobility declaration 

  • Click the Submit Exchange button 

  • Confirm the submission.

The status of the mobility declaration will change to SUBMITTED. 

After the mobility declaration is submitted, you can still edit some data for the exchange periods (start date and end date).

If you need to update any other information in the SUBMITTED declaration, you must contact the Project Officer and ask to reopen the declaration to revert it to the DRAFT state.

Only SUBMITTED Mobility Declarations will be taken into account for the automatic generation of the Financial Statements. If you need to update any other information in the declaration, you must ask the Project Officer to ‘Reopen’ the declaration. Once reopened, the declaration will revert to the DRAFT state.