Table of contents
1. From when on can costs be claimed?
2. Do fellows have to be employed for the entire duration of the project?
3. Can the project be extended at no extra cost?
4. Do time records have to be kept? What needs to be taken into account?
5. Can costs be reallocated within the various cost categories?
6. What happens if the company is founded during the project period?
7. How are prototypes treated that have been developed during the fellowship project? What happens to the prototype after the end of the project?
8. Can a prototype remain at the university/research institution or be transferred to the newly founded company? Can the prototype be sold?
9. Does the prototype have to be dismantled or scrapped at the end of the project?
10. Are there any exceptions with regard to publication? For example, at conferences or congresses?
11. Is it mandatory for all fellows to establish a company together at the end of the fellowship?
1. From when on can costs be claimed?
Fellowship costs can only be recognised within the project period.
2. Do fellows have to be employed for the entire project period?
Yes, fellows must be verifiably employed by the host organisation for the entire duration of the project, at the latest when the project starts.
3. Can the project be extended at no additional cost?
The funding period can be extended by a maximum of one year at no additional cost if the project objectives have not yet been achieved and the approved budget has not been exceeded. The requirements are as follows:
- Delay through no fault of the funding recipient
- Project is still eligible for funding
- Application for extension via eCall message within the approved project duration
4. Do time records have to be kept? What needs to be taken into account?
Yes, keeping time records is mandatory for all project staff (even if they are employed full-time).
The activity descriptions must be made on a daily basis! The minimum requirements for time records:
- name of the project/project number/cost unit
- name of employee
- records must be done on a daily basis
- meaningful description of activities, no general descriptions (e.g. literature, writing reports, etc.)
- assignment to the project can be made on the basis of the activity description
- assignment according to work packages
- number of hours per day and total for the month or billing period
- use of a uniform recording system for all funded projects throughout the company
5. Can costs be reallocated within the various cost categories?
Yes, costs can be reallocated in accordance with the provisions of the >FFG Cost Guidelines 2.1.
Please also note any optional project requirements. These may mean that certain cost categories cannot be reallocated (travel expenses, training costs).
6. What happens if the company is founded during the project period?
In this case, the fellowship will be automatically terminated. The costs incurred up to that point will be funded by the FFG, provided they have been used in accordance with the guidelines. In any case, the FFG must be notified of the establishment of a company as soon as possible.
7. How are prototypes treated that have been developed during the fellowship project? What happens to the prototype after the end of the project?
In principle, the provisions of the >Cost Guidelines 2.1, Chapter 2.3 Material Costs – Excursus Prototype apply here.
8. Can a prototype remain at the university/research institution or be transferred to the newly founded company? Can the prototype be sold?
As the university/research institution is the recipient of the funding, the prototype therefore belongs to the university/research institution. The prototype can remain at the university/research institution. It can be sold to the newly founded company. The proceeds must then be deducted from the invoiced costs. A donation is not possible under state aid law.
9. Does the prototype have to be dismantled or scrapped at the end of the project?
No, the prototype does not have to be dismantled or scrapped. It can be scrapped if it cannot be put to good use. If the prototype continues to be used by the university/research institution (funding recipient), only the depreciation can be invoiced.
10. Are there any exceptions with regard to publication? For example, at conferences or congresses?
Yes, publication is permitted in these cases if it serves the project and does not jeopardise commercial exploitation; this must be demonstrated plausibly. The circumstances and purpose of the spin-off fellowship must be explained in the report.
11. Do all fellows have to start a company together at the end of the fellowship?
No, although this is the objective of the Spin-off Fellowship Programme.
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