Annotated Rules FAQ

Yes, if they are legally established as an independent professional in their own country.

No. The affiliation of a participant should reflect the real professional situation of the participant.

Any individual, who does not have any affiliation to a legal entity such as an Institution/University or does not have a work contract in a private company, for example, is not eligible for travel reimbursement and/or to receive a grant.

Individuals affiliated to an IPC institution can be reimbursed for their attendance to a meeting only once throughout the lifetime of the Action.

Individuals affiliated to an IPC institution can claim the reimbursement of their travel expenses when attending a Training School as trainer more than once.

The grantee must be enrolled in a research performing study programme. For example, research master (where the candidate focuses on a particular topic in-depth and independently, to complete a significant research project).

Master students enrolled in an undergraduate degree remain not eligible.

The Daily Allowance rate intends to cover expenses related to accommodation, meals, and/or short distance travel (defined as less or equal to 100 km one way) and other incidental costs (eg. taxi or parking expenses, fuel costs, carbon tax, toll charges, car rental expenses linked to car travel, tips, etc).

The Daily Allowance is calculated automatically in e-COST against the participant’s travel start- and end dates and hours.

In order to find the list of DA per country please consult the rate list here.

Yes, local participants can claim the full Daily Allowance. However, if they claim the Daily Allowance for the day before and the day after the meeting, they must submit supporting documents attesting for the travel dates and hours (e.g. accommodation or meal receipts). Participants also have the option  to claim only for a part of the Daily Allowance as a local (50%) or claim a lower amount. These  options can be selected when completing the Online Travel Reimbursement claim in e-COST.

No, this is included in the Daily Allowance.

No, Expenses reimbursed as part of the Daily Allowance do not require supporting documents to be uploaded in e-COST except for the cases when the travel start date and end dates and hours cannot be verified: (i) The participant travels by car; (ii) cannot provide proof of the travelling date and hours; (iii) does not submit long distance travel request.

The participant must choose a lower Daily Allowance if a third party is paying part of the expenses including some aspects of the Daily Allowance (example Accommodation). Double funding is strictly prohibited.

Yes, the Grant Holder Manager must check the actual number of days of attendance to the approved activity against the signatures on the official attendance list for each day of the event, and the participant’s travel start- and end dates and hours based on the travel documents submitted. When the travel dates and hours cannot be determined, the participant shall provide travel documents or accommodation and meal invoice attesting their travel dates so that the Daily Allowance can be correctly calculated.

While both participants are allowed to claim the Daily Allowance, they are invited to consider the full Daily Allowance of only one of them and the other participant to claim 50% of the Daily Allowance or claim a lower amount.

No, these are considered ‘Incidental Costs’, and are included in the Daily Allowance.

The Daily Allowance applies to all participants. Only in case of cancellations/changes due to Force Majeure, eligible expenses can be reimbursed against face-value, with a ceiling for accommodation and short-distance transport expenses. For these exceptional cases, COST prior approval is mandatory.

The participant is permitted a maximum layover time of 24 hours in a connecting city, which may be necessary to facilitate changes in flights or modes of transport. Any layover exceeding 24 hours is considered a stopover, defined as an intentional break in the journey, and will affect the reimbursement.

Yes. Participants can start their travel other than their country of affiliation to go to the meeting venue location.  Participants can also proceed to another location other than their country of affiliation after the meeting. The long distance travel is reimbursed respecting the limit of maximum 1500 EUR for total long distance travel.

In such cases, 30% must be deducted from the total price of the ticket, while respecting the limit of maximum 1500 EUR for total long distance travel.

Yes. The travel cancellation insurance should be claimed together with the related insured train/bus/ferry or flight supported by the ticket and amount paid. In the event of force majeure, please file a claim directly to the service provider/insurer and contact them for any further information.

Yes, if there is no detailed breakdown of the costs on the invoice provided, the price of the complete pack maybe reimbursed.

No. The same Daily Allowance and the same maximum amount for long-distance travel shall be applicable to all eligible participants attending a given event.

In a Training School however, trainers can have a different Daily Allowance amount than trainees.

Yes, if the Management Committee (or the Core Group, if delegated with this authority) decides so and informs the participants in advance. However, the same maximum amount shall be applicable to all eligible participants attending a given event.

Long distance car travel is limited to a maximum distance of 1000 km for the entire journey from any point of departure to the event venue and return to the point of arrival.

You will need:

• A parking receipt showing the parking date(s). If parking is paid by SMS, a print screen of the SMS shall be uploaded on e-COST. If you stayed in a hotel with free parking, ask for a declaration that you used the parking from the reception desk;
• The distance declaration in km from the point of departure and the event venue, automatically calculated with the distance calculator on e-COST.

No other form of proof (e.g., tolls, fuel) is accepted to claim Long Distance Car Travel.

If the parking is included in the accommodation price, the participant must ask the accommodation provider to mention this on the accommodation invoice. The participant then submits the invoice showing the use of parking and can claim the car reimbursement.

If the participant parks for free at the train station/airport before continuing their journey to the meeting city, a ticket is still required for the reimbursement of the car travel.  Without a parking ticket or proof of parking (whether free or paid), the use of Long Distance Car Travel cannot be reimbursed.

No. COST’s reimbursement policy covers the Daily Allowance, any long–distance travel related to the meeting, travelling cancellation insurance and when applicable parts of  travel visa fees. Any expenses not explicitly mentioned are not eligible for reimbursement and no derogation to the rule can be requested.

Yes, provided that the layover does not exceed 24 hours, and the maximum limit allowed for long-distance travel is up to 1500 EUR in total (that includes train, bus, car or ferry).

Yes, participants can stay longer at the meeting venue location, and their long distance travel may be reimbursed. However, the Daily Allowance will be automatically calculated based on the signed attendance list and their travel start date and time,  and travel end date and time. No extra days nor meals can be afforded to the participant. Only the long-distance travel expenses related to the participation in the event will be eligible for reimbursement.

Ensure you use a meeting provider which allows you to extract the attendance log. Each  communication tool has its own way of downloading the attendance log (e.g., Zoom, Webex). For example, when using Microsoft Teams, meeting organisers can view and download a meeting attendance report. Find this report in the ‘Participants’ pane of the meeting by clicking the download arrow. You can download the report as a .CSV file (text format) and upload it in e-COST.

Online events that require encoding in e-COST are:

• When funding for ‘virtual communication license’ is claimed, at least one event needs to be encoded in e-COST;
• Meetings where decisions are involved, such Management Committee or Core Group meetings;
• Meetings or Training Schools involving Local Organiser Support (LOS).

The LOS is paid as a grant and is calculated based on the duration of the event, the type of event (online or face-to-face), and the number of unique participants invited via e-COST and who signed the attendance list /or appear on the online attendance log.

Yes, the same eligible expenses as for a face-to-face and virtual event can be claimed.

No. The LOS grant may not be used to cover expenses related to lunches and / or dinner. Only refreshments (light edible items and beverages not intended to substitute meals) may be covered from the LOS grant. The Local Organiser is invited to make suitable arrangements so that participants can pay for their meals during the event. The participants receive a Daily Allowance which is intended to also cover for meals expenses.

No. Consumables for Training Schools must be claimed under the ‘Other Expenses Related To Scientific Activities’ (OERSA) budget line against invoices.

If more than 200 unique participants attended a face-to-face or hybrid meeting, the maximum LOS grant is still 10,000 EUR. For an online meeting the maximum LOS grant is 7000 EUR.

The LOS grant amount which is paid, is based on the number of unique participants who signed the attendance list and/or appear on the online log.

The participants who could not travel may attend the meeting online. The LOS grant is the same for face-to-face or hybrid meetings.

If the LOS grant is not sufficient, the Local Organiser should seek other funding sources.

Yes. The same applies to meetings.

No. In case the Action organises a Training School in a Third State (IPC), the Local Organiser needs to be a legal entity in a COST Full/Cooperating Member, in a Near Neighbour Country (NNC) or an EU RTD (European Policy for Research and Technological Development).

No. All videos produced which are intended for use to disseminate and communicate the work or results of the Action, must be claimed in Dissemination and Communication Products under Multimedia.

Please note that the COST branding and visual identity must be respected as described here in order to correctly acknowledge COST funding.

The LOS grant paid to the Local Organiser does not need to match perfectly the amount spent (e.g., grant: 4000 EUR – actual expenses: 3789.56 EUR).

The difference does not need to be reimbursed to the Grant Holder institution.

Please note that the LO must be able to evidence how the grant was spent and may not pay VAT with the COST Grant.

The signed attendance lists and copies of attendance logs in the case of online or hybrid events. The Grant Holder must also follow their institutional and national rules.

The signed attendance list and attendance logs in case of online or hybrid events. However, the Local Organiser may be asked to submit invoices and receipts to comply with the institutional and national rules of the Grant Holder Institution. In addition, the LO must be able to evidence how the LOS grant was spent in case of an audit. The awarded LOS grant can only be used to cover a limited category of expenses as listed in the Annotated Rules. The LOS grant may not be used to cover any VAT.

This item is eligible. There is no minimum required number of the participants to claim it. Please consult the LOS section of the Annotated Rules.

Yes, cancellation insurance for organising a COST event is eligible.

The following networking activities are organised through a Grant Awarding Process:

• Short Term Scientific Missions (STSM)
• Virtual Mobility (VM)
• ITC Conference
• Young Research Innovators (YRI) Conference Grants
• Dissemination Conference Grants
• Virtual Networking Support (under OERSA)

The Management Committee may set up a:

• Grant Awarding Coordinator who serves the community by coordinating the Calls and awarding of Grants by the COST Action

Or

• Grant Evaluation Committee(s) for evaluating the applications received for proposal to the Action MC.

Yes, provided that the dates are not overlapping with each other to avoid double funding.

Yes, provided that they do not submit the same scientific report.

Please consult our Am I eligible tool.

All applications for COST grants must be submitted via e-COST through the applicant’s profile before the mission started. The Grant Awarding Coordinator and the Grant Holder Manager use the e-COST tool to manage all the applications and grants awarded.

The application templates for grants can be found on the COST website: www.cost.eu/grants_userguide

The e-COST section for grant applications is accessible only when the Action Grant Agreement is signed by the Grant Holder Institution and COST.

The Grant Awarding Coordinator will have full access to the grant management tool as soon as this role is assigned to them in e-COST.

Yes, the Grant Awarding Coordinator is a mandatory leadership position. The Grant Awarding Coordinator is responsible for coordinating the evaluation and approval of all grant awarding processes (STSM, Virtual Mobility, ITC Conference, and Dissemination Conference Grants).

Yes. Please see the table on Eligibility to Receive Funding in Article 6.4 of the Annotated Rules for COST Actions.

Yes, as long as a conflict of interest is avoided and the Grant Awarding Coordinator is not part of the selection process.

COST does not require receipts for the reimbursement of the grant which is awarded against the submission of a successful application and the approval of the report.

The report must be submitted within 30 days after the end date of the STSM or 15 days after the end of the Grant Period (whichever date comes first).

No, there are no minimum or maximal number of days required to perform a VM Grant or an STSM. Please note that any activity must be carried out within a given Grant Period.

The host institution must be a legal entity located anywhere in the world*, however, the said institution should be able to provide the necessary training and resources to achieve the objectives of the STSM. The Host can be from any relevant sector, including industry. The Host does not have to be a Management Committee or Working Group member.

*Please note that following the EU Council Decision (CFSP) 2022/52 of 13 January 2022, amending Decision 2014/512/CFSP, activities located in Russia are currently not eligible and as such the Host institution cannot be located in Russia.

No. A STSM must be performed in another country other than the applicant’s home country.

Yes

Yes. as long as a conflict of interest is avoided and the MC Chair is not part of the selection process.

STSMs 4000 EUR

ITC Grants 2500 EUR

Dissemination Conference Grant 2500EUR/or 500EUR for online conferences

Virtual Mobility Grant 1500EUR

YR and Innovators Conference Grants 2500 EUR

No. There is no minimum amount per day nor maximum amount for flight. However, the maximum amount that can be applied for is 4000 EUR. The person/s responsible for assessing each grant application should take into consideration if the amount applied for fits the purpose of the STSM, the length of stay as well as the destination country.

Yes, this is possible if the Core Group is given a mandate by the Management Committee to make such decisions.

Virtual Mobility Grants are awarded for the collaboration in a virtual setting among researchers or innovators within the COST Action to exchange knowledge, learn new techniques, etc.

More information about VM Grants can be found in Annex 2 Section 1.1.2 of the Annotated Rules for COST Actions.

There is no limit to the number of VM Grants awarded per Grant Period. This is to be decided according to the Work & Budget plan and the Action’s Management Committee.

COST does not require receipts for the reimbursement of grants. The person/s responsible for assessing each grant application should take into consideration if the amount applied for fits the purpose.

Yes, the conference fee in an online setting is eligible to be reimbursed with a limit of up to 500 EUR. This applies to ITC and Dissemination Conferences.

ITC Conference Grants are limited to individuals affiliated to a legal entity located in COST Inclusiveness Target Countries and Near Neighbour Countries (NNC).

Please note that following the EU Council Decision (CFSP) 2022/52 of 13 January 2022, amending Decision 2014/512/CFSP, activities located in Russia are currently not eligible and as such the Host institution cannot be located in Russia.

It is recommended that only one presenter can be funded per presentation given. However, if the MC decides that having more than one person present at the conference meets the Action objectives, then the grantees must each submit an application and produce 2 different scientific reports.

YRI Conference grant funds a presentation (poster/oral presentation) of their own work by a Young Researcher and Innovator (YRI) in a high-level conference fully organized by a third party, i.e. not organised nor co-organised by the COST Action. More information about VM Grants can be found in Annex 2 Section 1.1.2 of the Annotated Rules for COST Actions.

No, YRI Conference Grants are limited to Young Researchers and Innovators. The person’s age on the date of the application is the one that will be considered. Dissemination and Communication Products and other Expenses Incurred for the Benefit of the Action.

Please visit https://www.cost.eu/about/visual-identity/ for a complete guide on how to acknowledge COST and download the correct logos.

Yes, if the publication is Open Access then Open Access fees are eligible for payment as well as publication in a journal related expense.

Please note that VAT remains non-eligible, and that the product must be delivered during the Grant Period. If the final product cannot be delivered by the deadline, this expense will not be considered as eligible.

Any type of scientific publication is eligible as long as it is published in Open Access. Proof reading, editing, translation and layout are also eligible for payment against invoices.

Book and e-books are eligible to be reimbursed under Dissemination materials. Design, production, proof-reading, editing, translation, layout and printing are all eligible expenses.

Pre-publication can be accepted as proof of delivery. For example: having a DOI implies that the publication has been accepted and is going to be published in a very short period of time. An invoice dated within the Grant Period should be provided as well.

All running Actions may assign a website budget of up to 12,000 EUR for the entire lifetime of the Action.

Action website eligible expenses include design, production, maintenance, and hosting of the website.

There is no funding beyond the Action lifetime. However, the Action can continue to maintain their website even after the end date, if they wish to do so.

A COST Action should develop their own logo and own visual identity. However, the Action website must respect the COST acknowledgement as per the visual identity guidelines.

Yes. The claim for a logo design is not limited to the first Grant Period. The logo and the invoice must fall within the same Grant Period.

Materials to be used in MOOCs can fall under Dissemination Materials as training materials or as multimedia content. Eligible expenses are design & production and proof reading, editing, translation and layout expenses.

Yes, videos and other multimedia are eligible in Dissemination and Communication Products.. Costs related to posting the videos on YouTube are not eligible. Please note that COST branding and visual identity is a requirement and must be respected as defined here to be considered as eligible.

This is considered part of production costs under Multimedia content and thus, is eligible.

The Action is free to select the provider of any dissemination and communication product as along as it respects the procurement rules of the Grant Holder, and is supported by invoices, where VAT is not eligible.

Yes, these are considered Information Materials for external events, and should be distributed in the frame of an external event that is open to a high number of externals stakeholder and not Action events. Note that these are not Dissemination materials.

Bank statements for bank charges, receipts and invoices for consumables in a Training School, renting of equipment and short-term use software and database licenses, shipping costs, and virtual communication tools, must be uploaded in e-COST. VAT is not eligible, and must be deducted from the total price  in  the invoice. The Grant Holder Institution can pay the service providers directly.

No. The costs related to cloud-based software/cloud storage are not eligible.

No, because these are not considered as Virtual Communication Tools.

Invoices that go across different Grant Periods can be claimed as a pro-rata.

No, as long as the expenses fit the Action allocated budget and are approved by the Management Committee and the Science Officer of the Action. These expenses are reimbursed based on invoices where VAT is ineligible.

Only virtual communication and collaboration tools are limited to 500 EUR per Grant Period.

Yes, the grantee can apply for VNS grant in more than 1 Grant Period.