You can join us here: https://www.cost.eu/actions/CA22151/
On the right panel, you have the instructions to join the Action.
The documentation related to COST can be found at https://www.cost.eu/funding/documents-guidelines/
The last version of the COST Annotated Rules can be found here: https://www.cost.eu/uploads/2023/11/COST-094-21-Annotated-Rules-for-COST-Actions-Level-C-V1.4-Final-.pdf
We recommend reading the official documentation, especially COST Annotated Rules.
You should enter your personal bank account information. This information will ONLY be used for COST payment purposes. All expenses paid in advance for assisting at our events (transport, accommodation, etc.) will be reimbursed to this bank account.
Yes, you can.
If you use your institutional bank account, your institution will have to issue an invoice for the value of the COST reimbursement for the reimbursement to be processed since we cannot process it as a personal reimbursement.
Yes, of course. Your bank details will not be made public and will ONLY be used for COST payment purposes.
Please note that when you appoint a substitute, the substitute assumes all the powers and duties of the Action MC Member.
Action MC Members may, but are not required to, designate their alternate for a specific event or period. The Action MC Member shall use the online tool in e-COST dedicated to appointing their Action MC Substitute. The substitute must belong to at least one working group and the same organization. The nomination shall be made through a proxy. A proxy may be limited to a maximum of 6 months.
The proxy shall be brought to the attention of the nominating officer of the COST Member or Specific Organization concerned and of the Chair of the Action.
Of course we can! Just contact us at cypher.costaction@gmail.com and we will get back to you as soon as possible.
Please note that many embassies already have some official documents that need to be used. Check the requirements with the embassy first.
It depends. As you are aware, budgets for activities are often limited, requiring difficult decisions to be made.
Here are some tips that may be helpful in your understanding of whether or not you are eligible for reimbursement:
You must be a member of CYPHER before registering for the event if you want to be considered for a refund.
If an abstract is required, it must be submitted before the deadline. Those who submit an abstract after the deadline will not be considered for reimbursement initially unless some budget becomes available.
If multiple individuals from the same institution or research group apply, only one or two individuals per institution or group will be eligible for reimbursement.
These guidelines are not set in stone, and exceptions may sometimes be made. We ask for your understanding as we make these determinations. If you have any questions or concerns, please do not hesitate to contact us by e-mail. We will get back to you as soon as possible.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
Please note that claims can only be made after the event or your participation in the event has ended.
The claim cannot be processed until you have completed the claim registration. You will have 15 days to upload all necessary documentation and information regarding your claim. After these 15 days, the GHM has 15 days to process the claim, i.e. confirm that all the information is correct.
If the claim is correct, the GHM will forward the claim to the financial department of their institution, which will reimburse you as soon as possible.
If the claim form is not properly completed or is not accompanied by supporting documents, the GHM has the right to reject the claim and will explain the reasons for the rejection. You may be able to resubmit the claim.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
Yes, of course you can!
You have three options:
You can do it by going to the email you received from COST Association Notification.
You can access your invitation when you log into your e-COST profile.
Click on your name on the top, at right, and go to "My Profile". On the left panel, click on "My invitations". Find the invitation you want to modify, click on the eye and update your response.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
First, you need to make sure that you received an invitation from COST and that it was Eligible for Reimbursement.
Second, make sure you sign the attendance list on each day of the event. Only the session you were invited to will be considered for reimbursement.
Third, submit a completed Online Travel Reimbursement Request (OTRR) via e-COST as soon as possible, but no later than 15 calendar days after the end of the event. Upload legible copies of all invoices/receipts and relevant supporting documentation to e-COST.
Double funding is NOT permitted. You shall declare that you will not receive a reimbursement or any allowance from a third party.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
Access your invitation and click on "Go to reimbursement Claim".
If you don't know how to access your claim, go to the FAQ "If I need to change my attendance information, can I update my response?".
Enter the dates and hours of your trip and the dates of the event you attended. From the time you leave home to the time you return. This step is important for calculating the daily allowance. Make sure you have supporting documents to attest to the travel hours.
The amount of the daily allowance is calculated automatically by the system. Participants may claim a lower amount of reimbursement than the entitled amount as per the rules. Never higher.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
You will need to submit the following documentation:
Flight/train/bus ticket + proof of payment.
Accommodation (hotel, Airbnb, etc...) + proof of payment.
These documents must CLEARLY detail:
The name of the service provider.
The mode of transportation used.
The full price was paid for the ticket.
The name of the passenger, if applicable.
The dates of travel.
The departure and arrival times.
The type of extra charges claimed, such as seat reservation, extra legroom, exit row seat, priority boarding, SMS priority boarding fees, baggage charges, sustainable fuel surcharge, and the amount paid for each, if applicable.
Failure to provide the required supporting documents with the information mentioned above may lead to the rejection of the claim.
Please note that some of these required documents are not required by the COST Association but by our institution. You must submit all of them to proceed with reimbursement.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
Car travel is limited to a maximum distance of 2000 km for the entire journey from any point of departure to the event venue and return.
If multiple participants travel together, only one person may claim the reimbursement of the number of km. Other eligible participants traveling in the same car are not eligible for the reimbursement of the car km.
Car travel requires supporting documents (accommodation invoice and proof of payment) which shall CLEARLY detail:
The full price paid for the accommodation.
The name of the participant.
The hotel reservation dates, (departure and arrival). An invoice or a reservation confirmation only showing the amount will not suffice.
Failure to provide the required supporting documents with the information mentioned above may lead to the rejection of the claim.
Please note that some of these required documents are not required by the COST Association but by our institution. You must submit all of them to proceed with reimbursement.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
A Short-Term Scientific Mission involves a researcher or innovator visiting a host organization in a different country than their country of affiliation for a specific project and a set period.
The STSM Grantee receives funding to implement a project with an international team and gain new knowledge or access to equipment or techniques not available in their home institution.
The STSM Host receives an international partner in their institution and can develop long-lasting collaboration.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
Yes, it is!
If you need to modify your STSM dates, please contact the Grant Holder Manager (GHM) and our Grant Awarding Coordinator with the new dates.
You will need to upload the 'Host Institution Agreement' with the new dates to your application.
Once you have completed these two steps, the GHM will send you a new Grant Letter.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
After the activity is complete, the grantee submits a report to the Action MC detailing the work that was done, the main achievements of the STSM, and any planned future follow-up activities.
Submit the report within 30 days after the end of the STSM or 15 days after the end of the Grant Period, whichever date comes first.
The Grant Awarding Coordinator must approve the report.
To claim payment, submit the report via e-COST.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
Yes, you can! However, note that if you attend a meeting or training school while on an STSM, you can claim the daily allowance for that meeting or training school at up to 40% of the daily allowance. You must indicate that you are claiming the daily allowance as a local participant, and only 40% of the daily allowance will be considered.
Should you have any queries, please do not hesitate to contact our GHM.
A Dissemination Conference Grant (DCG) is awarded to CYPHER members to attend and deliver an oral presentation to disseminate the results and the activities of the Action at high-profile conferences in the field on a topic relevant to CYPHER.
Note that the grantee must give the presentation, no matter its position in the authorship list.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
No, you can not. Unfortunately, a poster presentation is not considered an oral presentation.
After the activity is complete, the grantee submits via e-COST the following documents:
A report within 30 days after the end of the event or 15 days after the end of the Grant period, whichever date comes first, detailing the outcome of the presentation, the contacts made, and the potential for future collaborations;
The certificate of attendance;
The program of the conference or book of abstracts/proceedings indicating the oral presentation of the grantee;
Copy of the given presentation.
Then, the Grant Awarding Coordinator must approve the report.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
Please note that your presentation should focus on the Action, the results achieved, and the activities being carried out in the Action.
You can use the provided CYPHER template or use your own. If you choose the latter, please note that you must include the following elements:
CYPHER Logo
COST Logo
Funded by the EU Logo
Acknowledgment:
The support of the COST Action CYPHER CA22151 and the European Cooperation in Science and Technology (COST) association is acknowledged.
COST (European Cooperation in Science and Technology) is a funding agency for research and innovation networks. Our actions help connect research initiatives across Europe and enable scientists to grow their ideas by sharing them with their peers. This boosts their research, career, and innovation.
A ITC Conference Grant (DCG) is awarded to Young Researcher and Innovator members to attend and deliver a poster/oral presentation to disseminate their own work at high-level conferences in the field on a topic relevant to CYPHER.
They support young researchers and innovators in Inclusiveness Target Countries (ITC)/Near Neighbour Countries (NNC) to establish a strong network and increase their visibility in the research community.
Note that the grantee must give the presentation, no matter its position in the authorship list.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
Yes, you can!
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
After the activity is complete, the grantee submits via e-COST the following documents:
A report within 30 days after the end of the event or 15 days after the end of the Grant period, whichever date comes first, detailing the outcome of the presentation, in terms of grantee's visibility, including the establishments of new contacts for future collaborations;
The certificate of attendance;
The program of the conference or book of abstracts/proceedings indicating the oral presentation of the grantee;
Copy of the given presentation (oral or poster).
Then, the Grant Awarding Coordinator must approve the report.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
CYPHER Logo
COST Logo
Funded by the EU Logo
Acknowledgment:
The authors would like to acknowledge the support of CYPHER CA22151 COST Action, which is supported by COST (European Cooperation in Science and Technology).
You can find our Logo here.
This article/publication is based upon work from COST Action CYPHER CA22151, supported by COST (European Cooperation in Science and Technology).
A user guide is available here: https://www.cost.eu/uploads/2023/10/COST_actions-guidelines_adapted_06_10_2023.pdf
Please also refer to the COST Annotated Rules, Annex A3-3.2 ACKNOWLEDGING COST AND EU FUNDING.
