Experts roles and tasks
The POSIDON PCP partnership, depending on which kind of particular expertise are required to the technical awarding commission in the three different PCP-phases and/or to the technical monitoring supervisor/monitoring team for supporting in the evaluation and/or monitoring of the of interim milestone(s)/deliverable(s) will select, time by time, from the POSIDON experts database, the most suitable expert profile according to his/her skills and expertise. Experts can be selected for more than one POSIDON PCP phase and assignment.
The selected expert will be contacted by email in due course to let him/her know he/she has been selected for a specific POSIDON phase.
Roles and Tasks Assigned to Experts
As an expert, you can perform the following roles and tasks:
- Experts who support POSIDON partnership in monitoring the reports and/or deliverables developed/presented by the awardees in POSIDON PCP Phase 1,2,3.
- support the technical awarding commission in the evaluation of R&D proposals through written technical advice by specific request;
The first tasks may involve attending meetings of groups of experts and remote working, as specified in the contract.
All experts' tasks are laid down in their contract and its annexes. See the model contract for independent experts for further details. (link al pdf)
For each task and for each POSIDON phase, registered experts will be asked by email to confirm their availability to be a POSIDON expert. The selected expert will be asked to accept or decline the assignment within 5 working days.
Monitoring deliverables/reports (Technical Review)
Monitoring may cover scientific, technological and other aspects of the deliverables/reports developed by the Posidon PCP awardees.
The monitoring expert's task is to support the POSIDON technical monitoring supervisor/monitoring team in phase 1, 2, 3 in the monitoring of
- interim milestone(s)/deliverable(s);
- Phase 2 lab prototype demonstration
- Phase 3 field testing activities
- deliverables scientific and industrial quality
- the expected potential impact in scientific, technological, economic, competitive terms
The POSIDON partnership may require the expert to carry out on-site technical visits to verify whether critical milestones are being met, or to assist in carrying out analysis during implementation.
Signing a contract and payment
If you are selected as an expert, you will be offered a contract through direct contact with POSIDON partnership. This contract (including its annexes) defines all the rights, obligations, terms and conditions applicable to you. It is not an employment contract or agreement.
Your contract will be based on the POSIDON model contract for experts. Some of the terms and conditions in your contract will vary, depending on the type of expert activity that you are asked to carry out. The contract will indicate
- whether or not your work will involve travel,
- the maximum number of days of work that you will be paid for and
- the planned calendar for your work.
Your correspondence with POSIDON partnership
All your correspondence with POSIDON partnership will be electronic by e-mail: firstname.lastname@example.org ; email@example.com . You should communicate by e-mail to trasmit your contract, e.g.
- submitting your identity/bank account details
- signing your contract (electronic-signature)
- making requests for payment and providing related supporting documents.
Signing the contract
You must sign the contract electronically.
The contract enters into force only once it has been signed by both parties. The contract must be signed by both yourself and POSIDON partners by the day on which you start working as an expert. Please do not forget to obtain permission from your employer to carry out your expert activities if your employer requires this for outside activities – this is your responsibility.
You may start work as soon as the contract has entered into force.
Code of conduct
You need to adhere to the code of conduct in Annex 1 of the model contract model contract , which includes rules on the performance of the contract and obligations of impartiality and confidentiality. It is important that you read Annex 1 carefully before signing the contract. See also "conflicts of interest and confidentiality" below.
CONFLICTS OF INTEREST AND CONFIDENTIALITY
Conflicts of interest
When contracting independent experts, POSIDON partnership ensures - to the best of its knowledge - that you, as an expert, do not have any conflicts of interest on the activity that you are being asked to undertake and, in particular, any enterprise deliverable or proposal you are called upon to support in assessing .
You should be independent, impartial and objective, and behave professionally at all times.
The contract you sign before starting work includes a declaration that you accept and will abide by the Code of Conduct (Annex 1 of the contract). This means, amongst other things, that
- you declare that no conflict of interest exists and
- you will inform POSIDON partnership if you should discover that any such conflict arises in the course of your duties.
- If, at the time that you sign the contract, you are already aware that you may be in a position of conflict of interest, you are required to declare this.
Consequences of a Conflict of Interest?
To avoid situations of conflicts of interest, POSIDON partnership may withdraw experts from supporting in technical evaluation and technical monitoring duties if it deems that this is necessary. You will be informed if this happens to you and advised as to what to do if you need to take action.
If you knowingly conceal a conflict of interest and this is discovered during your activities as an expert, you will be dismissed with immediate effect, your contract will be terminated, and the measures laid down in the contract will be taken.
We strongly advise you make sure that you have properly understood the provisions laid down in the Code of Conduct, especially which situations are automatically considered to be a conflict of interest.
If your role involves handling classified information, you will need security clearance before entering into a contract.
Requests for payment
Once your work is completed, you will receive an e-mail inviting you to submit your request for payment by e-mail.
When you claim your travel expenses, you should upload scanned copies of all the original supporting documents as requested.
You must keep records and other supporting documents for at least two years after the payment is made to show that you have complied in full with the terms of your contract.
Deadline: You should submit your request for payment within 30 days of receiving the e-mail invitation.
Bank account: You should request payment on one of the bank accounts which you have communicated by email.
Amount of the payment
You will be paid €450 for each full day of work calculated to the nearest half day except in the following two cases:
- for remote work carried out by evaluators, any work that you are specifically asked to carry out remotely will be paid in accordance with Article 4.1 of your contract.
The contract sets out the maximum total number of days of work that you can be paid for. This is an upper ceiling. The number of working days that you will be paid for is based on the actual task assigned and worked; this may be less than the maximum number of working days.
- Please note that you will not receive payment for tasks that are not covered by the contract and which are not specifically assigned to you in writing by POSIDON partnership.
The reimbursement of travel expenses and payments of accommodation allowance and daily allowance (see below) are made on request and in accordance with the Commission Rules on the reimbursement of expenses of experts (see the annex of Commission Decision C(2007)5858).
If your contract includes activities involving travel, expenses are refunded for this travel - normally between the address indicated in the contract (the address registered in your expert profile) and the meeting venue indicated in Article 3.1 of the contract. If you exceptionally need to travel to or from a different location than the address in the contract, you need the POSIDON partnership's explicit agreement prior to purchasing your tickets.
You should book your travel as soon as possible to keep costs reasonable, but you should NOT book your travel before your contract has been signed by both Parties.
Accommodation and daily allowances
POSIDON project also pays accommodation allowances and daily allowances to experts who are entitled to receive them:
- accommodation allowance is €100 per night
- daily allowance is a flat rate of €92 to cover all expenditure at the place where the meeting/work is held, including meals and local transport (bus, tram, metro, taxi, parking, motorway tolls, etc.) as well as travel and accident insurance
- experts who live less than 100km from the meeting venue receive a daily allowance of €46, and are not eligible to receive the accommodation allowance
- allowances may be increased for disabled experts, see below.
Expenses that you incur as a result of special instructions received in writing from POSIDON partnership, different from the contract terms, may be reimbursed in justified cases on presentation of supporting documents. Please note that no other expenses will be reimbursed.
You are obliged to ensure compliance with your national legislation on taxes and social security law – this is your responsibility. Any payment you receive is not exempted from national taxes.
Disabled experts - If an expert's disability requires that a person accompany him/her when travelling, then the travel expenses of that person will also be refunded upon prior request. The POSIDON Consortium will also pay accommodation allowances and daily allowances to the accompanying person.
You must send all original documentation related to expenses in order to have the reimbursement.
 Do you have a conflict of interest and consequently cannot ask for ‘working as an expert’ in POSODON PCP, if you have collaborated for presenting an offer to participate in POSIDON PCP.