The IPO can help you with your externally funded project throughout every stage, from planning to closing. The following is some general information on the services we provide throughout each phase:
-
Planning:
If you have a project concept and are currently in the early planning stage, the IPO can advise on the regulations for various funding agencies and guide you through the proposal application process.
Make sure to contact us early in the planning phase, to allow for enough time to provide the best and most efficient advice and to assess any further requirements and communications required for your project.
- Budget Planning:
As all projects require formulating a budget plan, the individual cost items for each budget category should be calculated as accurately as possible, and as relevant to your project activities. In that regard, the IPO is happy to advise you throughout this process, and to that end, the following document has been prepared to provide insights on some General Guidelines for Budget Planning, particularly with regard to the following non-exhaustive list of major cost categories:
- Staff Costs (In line with GJU's daily rates)
- Travel & Transportation Costs (In line with Funding agency's guidelines and/or local regulations on international travel and local travel)
- Equipment, Materials, and Services
- Indirect Administrative Costs/ Overhead
Kindly send us your draft calculations so we may check them and provide suggestions for optimal budget planning based on accurate data and in coordination with the Finance and any other relevant departments.
If the funding agency doesn’t have its own budget template, you may develop your own, or ask the IPO or the Finance Department to help provide one. For assistance, here is a link to a basic draft budget template to be used for reference.
- Proposal Application:
When submitting your proposal application, it is important to consider the specific regulations for each funding agency, particularly concerning the call’s eligibility criteria, and the documents/ information that may be required for any legal or financial assessment check. For this purpose, the IPO can advise on such requirements and provide the necessary information.
Make sure to contact us in advance to allow for enough time to compile the required documents and sign the necessary support letters, if any.
- Agreement Signature:
As all international projects require signing a contract of some kind with the funding agency/ main partner, the IPO can help complete the signing procedures after completing the necessary legal and financial checks.
Make sure to send us the contract(s) as soon as possible to complete the process and start your project implementation.
- Implementation:
Once the project is approved and the contract is signed, you may start with the project activities.
Throughout the implementation, the IPO can assist in many administrative and financial aspects, including but not limited to:
- Assigning project team members
- Processing project staff members’ payments
- Procurement of any required equipment, materials, and services
- Business travels for project activities
- Local transportation for project activities
- Budget monitoring assistance
- Providing financial reports in coordination with the Finance Department
Make sure to calculate enough time for internal processing and send your requests in advance, in order to complete them on time according to the relevant deadlines/ project plans.
All IPO forms can be found on our Forms Page. For further guidance on the required supporting documents, please refer to the following checklist.
- Closing the Project:
During the closing phase of the project, the IPO can assist in finalizing the final financial report and any required documentation in coordination with the Finance Department.
The IPO and Finance Department will also be present during any final audits to ensure a smooth closure process.