The research section of the MH faculty has a dedicated EU projects manager who deals with the administrative functions of coordinated Horizon Europe grants. She is available to advise during the proposal stage and can potentially take the role of project manager in awarded projects.

If you have further questions or wish to consult on a prospective or awarded project, you can contact MH’s EU project manager, Andrea Nilsen.

Yes, progress reporting is required by most funding bodies. However, the specific requirements will vary depending on the funder.

• Most funders require periodic reports on scientific progress, for example updates on progress towards promised milestones and deliverables. Some also require regular financial reports.
• Project reporting is often done electronically. Ensure that all necessary team members have access to the reporting platform well in advance of the deadline.
• Be sure to familiarize yourself with your project contract and your funding agency’s reporting requirements and procedures. Check your contract or grant agreement to confirm the project duration and deadlines for submission of periodic reviews. 

The Norwegian Research Council’s guidelines are available here: Submitting progress and final reports (forskningsradet.no)

Reporting guidelines for EU-funded projects are available here: Scientific reporting | ERC (europa.eu)

If you have a different funder and cannot locate the applicable guidelines, you can contact your project advisor for assistance.

The hiring process for scientific staff, including PhDs and postdoctoral fellows, can be lengthy (up to six months from posting the job advertisement to employment). We advise that you begin the process well in advance of when you want the employment to start. Project staff cannot start working before they have signed a contract.

Hiring Guidelines:

• The revised project budget outlines which positions you will hire for and when employment is anticipated to start.
• Before proceeding with any new hires or contract extensions for ongoing externally funded projects, you must consult with your department head, your project economist, and departmental HR contact.
• As long as the appointment fits within the project budget and complies with the funder’s regulations, your local HR can handle the formalities.
• Project staff are formally appointed by the department that owns the project and responsibility for their employment lies with departmental management.

Make sure to confirm that the purchase has been cleared by a manager with the purchasing allocation authority (BDM) or the project manager.

General Purchasing Procedures:

• Most purchases should go through MH’s Ordering Unit:
• You can contact the Ordering Unit if you need assistance.
• General orders for food and goods are made through the Purchase Requirement Form.

Purchases charged to the project number:

• All purchases (goods and services) charged to your project number must include a purchase order number on the invoice.
• If using your project funds results in an invoice, please contact your purchaser for assistance in creating a purchase order number.
• This applies to such cases as:
  • The purchase of goods and services for laboratory activities
  • Short and long-term costs associated with contracted project partners
  • Conference registration costs
  • Lunch or dinner meetings

Purchasing Services:

• NTNU has binding framework agreements for purchases of services. Where your needs are covered by an existing agreement, these must be used. All employees have access to the contract catalogue and general framework agreements at NTNU.

High Value Purchases

• Purchases over NOK 100 000, excluding VAT that fall outside of NTNU’s framework agreements must usually go through the procurement process. Contact your purchaser to find out if this applies to you.

Other Protocols

• Separate protocols exist for the following types of purchases:
  • Computers
  • Printing services
  • Mobile phones
  • Travel costs.

• ​​​​​​To stay on top of your project’s ongoing incurred costs, please use the project manager portal through Bevisst: Prosjektlederportalen. For a more comprehensive overview and detailed explanation of the project’s finances and/or budget amendments you should contact your project economist.
• Any questions relating to salary payments or travel-related expenses need be directed through the service centre.
• Funding bodies sometimes require periodic financial progress reports. As the project manager, you are responsible for these reports which should be prepared with assistance from the project economist.  

EU Projects:

• For EU projects (ex. Horizon Europe, ERC, etc.) contact yor project economist.  He or she will be able to show you your budget and incurred costs in Euros. 

• NTNU employees register claims through the DFØ self-service portal.
• External users register claims through “Betalmeg”
• The corporate credit card for employees is the recommended method of payment for work-related travel.

Most funding schemes will accept well explained extensions. Make sure that you are familiar with your funder’s guidelines. Please see “I would like to make changes to my project. How do I proceed?” below for more information.

• Most funding sources require you to report any changes to the project.
• If a change requires amendments to the budget or a project extension, you need to apply for a formal amendment. This includes statutory extensions in the event of illness, parental leave, etc. As the project manager, make sure to familiarize yourself with the regulations regarding financing of your project.
• You are also responsible for notifying your project economist of any changes.
• Major changes will require rebudgeting which needs to be done in collaboration with the project economist.

Horizon Europe:

• Large changes usually require ammendements to your grant agreement.
• For Horizon Europe collaborative projects, extensions are dependent on the entire project consortium. If you are a project partner, you should discuss this with the project coordinator. If you are the project coordinator, you need to discuss this with your project officer at the European Commission. 

NTNU’s Technology Transfer Office (TTO) handles all innovations by NTNU’s researchers. Submit your idea through the TTO portal, and they will contact you. You can also find more information about the process here.