The revised procedure for the last call of February 23rd is decribed in Procedure last Mobility Call 2009 - version 2

Submission of a proposal as described below:

The procedure to be followed by the applicants/traveller and the Mobility Centre (MC) is described in the document "Procedure Proposals" on the Evoltree website ( Procedure proposals). The document gives further information on the steps described below. In order to have the costs of the travel reimbursed, it is MANDATORY to follow all steps and give required information to the MC (emails and documents). If a traveller should fail on one of these instructions, the MC could decide to withdraw the funding!

1. Submission of proposals

• Follow instructions of the Mobility Plan to give all required information in the proposal.
• Inform your Institute’s Evoltree coordinator (or coordinator first party if you are from a third party). It must become clear to the MC that the first partner’s coordinator is informed as well (e.g. by a cc on the email to the MC).
• Proposals can be submitted continuously, but decisions are made 3 times a year after the deadline of a call (see file with appropriate dates in this section of the website)

2. Decision on proposals

• Applicants and Coordinator of the partner are informed about the decision within 4 weeks after de deadline of the call.
• Applicants will receive a letter from the MC with the amount of the grant as proof to the administration of their institute.

3. Instructions to travellers

Please notice that all steps are mandatory!

• People must start their travel within 3 months after the proposal has been granted.
• If there has been no communication from the traveller to the MC 3 months after the decision, the grant will be withdrawn.
• Postponing the travel for good reasons is possible after communication with the Mobility Centre.
• A few days before the start of the travel, the traveller has to inform the MC that the travel is going to take place.
• After the travel has ended, the traveller should inform the MC.
• After the travel the traveller has to hand over a Back-to-Office report (BTO) and the Confirmation Host form ( Form Confirmation Host) signed by the host and sent by normal mail, within 3 months after the end of the travel. If not, reimbursement is impossible!
• After both documents have been handed over to the MC, the MC will arrange the declaration to INRA-Transfert.
• People should keep all bills and ticket in their office until the end of 2010.

4. Instructions to the host of foreign visitors (see Mobility Plan:  Evoltree Mobility)

• The host as member of EVOLTREE is communicating with the MC, not the guest. Neither MC nor INRA-Transfert will communicate with the guest.
• The Host has to keep the guest’s bills and tickets in his/her office.
• The Host will hand over a BTO and the confirmation host form to the MC.
• The reimbursement will be done to the Evoltree partner, who has to arrange the reimbursement with his guest.

PLEASE NOTE that the grants are not personal, but given to the institute to pay the costs of the traveller.

For specific questions and other issues concerning the travel, people can contact the MC (Sandra Clerkx: This e-mail address is being protected from spambots. You need JavaScript enabled to view it ).