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  6. Internal Procedures I
  7. Orders & Budget

Orders and Project Budget

Project budget

  • each research group has its own project budget at a disposal, according to the original grant application
  • financial resources are divided into the different categories (budget lines) within which they have to be ordered and paid
  • changes between the specific budget lines/creation of a new budget item are possible, however it is necessary to submit a request to the Ministry of Education ex-ante, before the order is made, or more precisely before the non-planned/more expensive item is financed from the project budget
  • the same procedure applies to the use of saved resources (i.e. firstly submit the request and reimburse from the project budget just after the approval)
  • any change request has to be completed by the change justification (e.g. we will not purchase the originally planned equipment due to xy, instead the money will be used for the xy equipment that is needed in the project because xy, thus the change will have a positive effect on the achievement of the project goals and objectives)
  • the researcher proposes the change request content, which s/he consults with the OP VVV office employee, who submits the request to the Ministry of Education
  • financial resources are not obligatory divided into the different years of the project realization, it is possible to use them when needed

Ordering system

The launch of the ordering system is planned from the July 2018.
  1. ORDER CREATION
    • each research group designs in maximum 2 persons responsible for making orders in the Albina ordering system (field “An order via the supply section”)
    • the researcher fills in the specific number created for his research group (linked to the concrete project and group leader, e.g. ChemBioDrug project – Michael Mareš – 6060/23)
    • once the number is filled in, the researcher has to select the right budget line from the rolling list of the possible budget lines planned and approved for the research group in this concrete project
    • in case the researcher is not sure which budget line to choose/does not find the corresponding budget line/identifies any other problem, please contact the OP VVV office
  2. ORDER APPROVAL
    • the research group leader approves the request in the first instance (in case of uncertainty, please contact the OP VVV office)
    • the employee of the OP VVV office approves the request in the second instance (checks the budget line, eligibility of the item and remaining financial resources)