The projects within the Impuls- und Vernetzungsfonds of the Helmholtz Association usually consist of several collaborating institutes. Therefore a specific administration is needed.

1. Project Administrator (Projektleiter)

The project administrator (Projektleiter) takes care on the administrative work of the project, communicates with the directorate’s office (DIB) of DESY and the funding office (V32) of DESY and the responsible partners (Partnerinstitute). The project administrator should be located at
DESY.

2. Judicial frame (Rechtlicher Rahmen):

A contract between the Hemholtz Association and DESY (as the leading Helmholtz centre) was entered (Zuwendungsvertrag). A rule how to distribute the funds has to be entered between DESY and its collaborating institutes of the project.

The Rule how to distribute the funds within the project contains:
attachement 1: Contract (Zuwendungsvertrag) between DESY and the Helmholtz Association.
attachement 2: Proposal of the project.
attachement 3: Financial plan.

The cooperation contract between DESY and its partner has to be entered to control the scientific work of the collaboration.

3. Distribution of funds (Zuwendungsverteilung):

The funding office of DESY generates a Kostenstelle, which is related to all costs of the IVF-project.

The project administrator collects the annual funding requests of his partners in time and sends them to the funding office of DESY (V32). The funding office of DESY requests the respective funds from the Helmholtz Association and distributes the funds based on the common rules. Usually the funds are distributed four times per year. The project administrator controls the request and the distribution of the funds.

Precondition for the distribution of funds is a request of the partners in time!

4. Usage list (Verwendungsnachweise)

A short draft report has to be written by DESY and its partner institutes at least after 4 months of the last fiscal year. The project administrator collects the usage list of his partners in time and sends them to the directorates's office of DESY (DIB). The short draft report contains a summary and a usage list of the costs.

At the end of the project a final report has to be written.

5. Correspondence

Negotiations with the Helmholtz-Geschäftsstelle are usually carried out by the directorate's office of DESY (DIB).