STSM – Notes for Managers/Coordinators

The guidance provided in this document does not replace or affect any of the administrative requirements and contractual obligations contained in the COST Vademecum and the MI-NET COST Action Grant Agreement.

These notes should be read in conjunction with the Application Guidelines and the ‘process flowchart‘ for STSM.

Background

COST is bound by a set of rules and regulations which require managerial attention so that payments can be processed timely and are audit proof. For STSMs in particular, it is important that the process is followed diligently as shown in this flowchart. In addition, to the steps described in this flowchart there are a set of communications which need to be observed. This document summarises the templates for each stage of the STSM approval process.

Awarding STSMs

Once applications are evaluated and candidates are selected the STSM coordinator will need to issue the following e-mails:

  1. to the successful candidate

Subject: COST-ONLINE_STSM- TD1409-[STSM ref no.]-[surname]
Dear [Title] [Surname]
On behalf of the Management Committee of the COST Action TD1409, MI-NET, ‘Mathematics for Industry Network’, I would like to inform you, after careful evaluation of your application, that:

  1. the attached request for a STSM has been approveda
  2. grant of EUR XXX has been recommended
  3. the Host Institute has accepted this proposal

Best regards
[NAME], STSM Coordinator
attachments: STSM application

  1. to the grant holder

Subject: COST-ONLINE_STSM- TD1409-[STSM ref no.]-[surname]

Dear Grant Holder

On behalf of the Management Committee of the COST Action TD1409, MI-NET, ‘Mathematics for Industry Network’, I would like to inform you, after careful evaluation of the application mentioned above, that:

  1. the attached request for a STSM has been approved
  2. a grant of EUR XXX has been recommended
  3. the Host Institute has accepted this proposal

Please proceed with the communication to the recipient.

Best regards

[NAME], Management Committee Chair/ Vice-Chair or STSM Coordinator

attachments: STSM application

These e-mails will inform the grantee of the status of their application and will allow the grant holder to upload all communication into the COST electronic system so that grant award letters can be raised and sent to the grantee (recipient).

Post-STSM: payment authorization The COST rules state that within 30 days of completing the STSM, the grantee needs to submit a report to be approved by the Host Institution and by the STSM Coordinator. Furthermore, they need to seek confirmation, from the Host Institution, that the report has been approved. All of this information needs to be sent to the STSM Coordinator who will then authorise the grant holder to proceed with the payment by issuing the following e-mail:

Subject: COST-ONLINE_STSM- TD1409-[STSM ref no.]-[surname]

Dear Grant Holder

On behalf of the Management Committee of the COST Action TD1409, MI-NET, ‘Mathematics for Industry Network’, I would like to inform you that:

  1. the above STSM has been completed
  2. the Scientific Report has been approved by the Management Committee and the Host Institution
  3. the amount of EURO XXX can be paid.

Best regards

[NAME], STSM Coordinator

This e-mail will allow the Grant Holder to process payment and upload all of the necessary documents to the COST electronic tool.