GIF Young Scientists’ Program-Financial Administration And Reports
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Financial administration and reports (GIF Young Scientists’ Program)
  1. Payments
    The payments will be made to the P.I.'s institution (or in certain cases to the P.I.).
    The schedule of payments, based on the percentages listed in the table below, is as follows
    • The first (advance) payment for the one-year grant will be made after return of the original Research Grant Agreement to the GIF signed by all parties as required, 14 days before the start of the grant period.
    • The second payment for the first grant year will be made six months later.
    • The final payment will be made only submission of the final scientific and financial reports and after visiting the partner country
    • Sequence of payments in one-year Young Scientists’ project
    First Payment
    50%
    Second Payment
    25%
    Third Payment
    25%
    • Note
      If the budget contains an allocation for non-expendable, the first payment includes the full amount required for the purchase of this equipment.
  2. Financial Report
    The P.I.s (or their institutions) are responsible for preparing a final financial report. The last payment is subject to the proper preparation and submission of the required financial reports.
    The financial report should reach GIF no later than three months after the project period.
    The financial report should be prepared on a special financial declaration form supplied by GIF
    Page 1 of the form, which shows the approved budget items of a the grant for the report year, can be obtained from the GIF offices. Page 2, which is identical for all grants, can be downloaded from the website.
    The financial report must bear the signature of the PIs and stamp and signature of the institutional administration.
    Expenditures are reported according to the GIF budget codes in the table below.
    The budget items relevant and chargeable to your GIF grant are specified in the approved grant budget.
    For changes in the approved grant budget, please see section 2.2.
     
    01
    Senior Academic Staff*
    03
    Junior Academic Staff / Research Fellows*
    11
    Technical and Auxiliary Staff*
    19
    Help on Hourly Basis*
    21
    Non-Expendable Equipment (> EURO 3000 per item)
    Please note
    The budget is restricted to use of non-expendable equipment as specified in the original application and approved in the funding decision.
    Computers always count as non-expendable equipment, even if the price is less than EUR 3,000.
    The equipment must be purchased in the beginning of the grant period. Photocopies of the invoices of non-expendable equipment purchased from grant funds must be attached to the report.
    For changes in use of the budget for non-expendable equipment, prior approval must be obtained from GIF.
    All non-expendable equipment purchased with grant funds shall be the property of GIF At the termination of the Agreement, GIF donates the equipment to the institution where the research was conducted.
    23 
    Maintenance and Insurance of non-expendable equipment
    31
    Disposable Materials; optical and electronic devices; spare parts; lab animals
    41
    Computer Time
    42
    Repairs
    43
    Subcontracting and Consultation Fees*
    51
    Books, Reports, Photocopies, Publications
    61
    Foreign Travel
    Please note
    Foreign travels charged to the GIF grant budget are restricted to travels between Germany and Israel only, unless specified otherwise in the original proposal and approved by the funding decision.
    The extended visit to the partner country is an integral part of the Young Scientists’ Program, and receipt of the last payment is conditional upon such a visit.
    Photocopies of flight tickets and hotel bills of foreign travel must be included in the report. If the price does not appear on the ticket, the invoice from the travel agency must be attached, or GIF will not be obliged to reimburse. Grantees should also attach a copy of the internal form on which they report the visit to their university administration.
    The maximum rate for accommodation (with receipts) should be EURO 175.- per night. If it is impossible to find accommodation at this price, GIF approval for using a more expensive hotel should be obtained in advance.
    In cases where no hotel bill is included, the daily allowance for accommodation and meals is limited to EURO 100.- per day.
    62
    Domestic Travel
    71
    Project-Related Symposia
    Please note
    Expenditures for symposia charged to the GIF grant budget are restricted to events in Germany and Israel only, unless specified otherwise in the original proposal and approved by the funding decision. For exceptions, approval must be obtained from GIF prior to the event.
    A program of the symposium indicating its relevance to the GIF grant and, possibly, presentation of grant work in the symposium, should be attached to the report.
    81
    Others
    * Legal note
    Persons employed in connection with the research project, as well as subcontractors, are considered sole employees of the PIs, and no relationship exists between them and the Foundation.
    The total for each relevant budget code in the report year must be stated on page 1 of the report.
    Expenditures for Salaries (budget codes 01, 03, 11, 19); Non-Expendable Equipment (budget code 21; Subcontracting and Consultation Fees (budget code 43); and Foreign Travel (budget code 61) need to be specified in detail on page 2 (Breakdown of Expenses) of the report.
    Reports can be sent by mail to: The German-Israeli Foundation for Scientific Research and Development (GIF), P.O.Box 7008, Jerusalem 91070, Israel, OR scanned and emailed to finance@gif.org.il.
    After receipt of the Final Financial Report, GIF will send the Grantee a Final Statement of Payments and Expenditures.
    Unexpended balances remaining after completion of the research project must be returned to GIF.
    Budget Changes
    • Within their approved budgets, grantees are allowed to shift funds between budget items up to 50%.
    • For greater flexibility, or transfer to a new budget item not included in the originally approved budget, grantees should approach the GIF main office in writing.
     
  3. Extension of Grants
    GIF may approve the extension of a project by up to six months, on the condition that no further funds are needed in addition to the originally approved budget. Any surplus funds still remaining after this period must be returned to GIF.
     
  4. Records and Inspection
    The Grantee must keep complete records of expenditures relating to the research project in a separate bookkeeping account. These records must be preserved for five years after completion of the research project. GIF reserves the right to: examine all books, original documents, records and accounts relating to the research project while it is in progress and for five years after its completion; make inspections at all locations where the research is being conducted, and receive full information regarding these activities from the investigators.
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