What is a cover sheet and where can I find it?

The cover sheet is used whenever a signature from the rector, vice-rector, or bursar is required. There are three types of cover sheets:

1. Project Cover Sheet – used before submitting a project; it is generated from the OBD-GAP database
2. Contract Cover Sheet – used for documents that require review by the Legal Department
3. Document Cover Sheet – used for cases that do not require Legal Department review

All cover list can be downloaded from Alfresco. The PDF version is intended for electronic signatures.

IMPORTANT: Electronic and physical signatures must not be combined within the same document.

How should I proceed if the University of West Bohemia (UWB) can submit only a limited number of project proposals in one call?

In this case, please contact the relevant administrator of the Project Centre, who will provide you with further information on how to proceed.

How do I determine overhead costs in a project proposal? What is Flat Rate and Full Cost?

Overhead costs in a project must be determined according to the conditions of the funding provider. Most often, they are calculated as a percentage of the project’s eligible direct costs.

At the University of West Bohemia (UWB), overheads must be calculated using the Full Cost method for each unit individually (i.e., the department where the project is implemented).

If anything is unclear, please contact the relevant administrator of the Project Centre.

• Full Cost – a method of applying full indirect costs
• Flat Rate – a simplified method using a fixed or lump-sum rate; easier to apply, but does not allow reporting of actual costs

Where can I find the documents required to be submitted with the project – e.g. the rector’s appointment, account ownership confirmation, debt-free confirmation, etc.?

All necessary documents are stored on the Project Centre SITE / Documents for Download.

Where can I find information to prove the ownership structure of the applicant/recipient/partner and the persons acting on their behalf?

The document is stored on the Project Centre SITE / Documents for Download.

When do I have to enter the project into GAP? What is the approval process in GAP?

Each project submitted at the University of West Bohemia (UWB) must be registered in the OBD-GaP database. Enter the details of your intended project into GaP as early as possible before the provider’s submission deadline. By the time of the submission, the project must have the status "approved by the faculty," meaning the entire approval process has been completed. The approval is carried out electronically in line with a set workflow (in accordance with the organizational position of the project’s initiator). The project is first approved by the supervisor and then by the dean or head of the department.

Can someone help me with the submission systems– e.g. FTOP, e-Dotace, ISTA, ISKP?

The relevant administrator of the Project Centre can assist you with the systems used for submitting grant applications. The contact person is always listed with the published call.

Do I need the statutory representative’s signature on a project proposal?

It always depends on the conditions of the specific provider/program. In case of any uncertainties, please contact the relevant Project Centre administrator.

How long does it take for the rector to sign the documents required for a project proposal?

Usually within 3 days of submitting the documents.

How can I document the amount/calculation of FKSP, social fund, and statutory wage insurance?

Information on the FKSP (or social fund in the case of UWB) can be found in the rector’s decision on Budgetary Rules (always for the specific year). Statutory wage insurance is regulated by the Ministry of Finance Decree No. 125/1993 Coll. According to this decree, education (OKEČ – activity code 80) is subject to a statutory insurance rate of 4.2 per mille of the assessment base for social insurance.

What is the procedure for setting up a project contract?

Please contact the Project Centre administrator. If documents confirming project funding are already available at UWB, the process can be handled easily via email. If the documents are not yet available, a project contract can be set up based on a special request/form even before the official contract or funding decision has been received.

Can I transfer funds between budget items?

Any changes or transfers of funds between budget items must comply with the project implementation rules defined by the call and the relevant legal act. In general, changes must not alter the purpose of the grant and must respect the limits set by the call (e.g. percentage restrictions for certain budget items).

If you are unsure, please contact the relevant Project Centre administrator.

How should I proceed if a control or audit is announced?

Contact the Project Centre administrator and inform them about the announced control or audit. They will then work with you to prepare the required documentation for the review.

What should I do if I need to change project details in OBD-GaP?

If the project in OBD-GaP has the status Approved by Faculty, Submitted, or Accepted, you must contact the relevant Project Centre administrator. If the project has the Draft or Approved by Department status, the data can be edited by the project editor or principal investigator.

What should I do if there is a change in an already established project contract?

Contact the relevant administrator of the Project Centre and ask them to make the necessary changes to the contract.

How is co-financing handled in projects? Is there a methodology at UWB?

The Economic Department of the University of West Bohemia has issued the "Methodology for Co-financing in Projects."  This methodology needs to be followed right from the setup of the project contract, as it determines the setting of eligible co-financing sources.

If a department is required to provide co-financing for a project, it must ensure that sufficient funding sources are secured. In the case of capital expenditures, the co-financing must be accounted for directly on the initial tax document (e.g., request form, purchase order, invoice, etc.).

What happens if I don’t use all the allocated funds and need to return them to the provider?

You must inform the relevant Project Centre administrator and discuss the exact procedure with them. Each provider specifies the rules for the return of unspent funds, for example in General Terms and Conditions or other methodological documents. In such cases, the Request for Return of Funds form must be used.

What should I do with project documents after the project ends?

All project documentation that is not stored at the relevant departments should be archived in paper form at the UWB Records Office.

Who can I contact at the Project Centre?

Staff contact details, including their areas of responsibility, can be found under the “Project Centre Department” tab. The Project Centre management is listed under the “Contact” tab. You can also send your inquiry by email to: pczcu@rek.zcu.cz.

How do I obtain an electronic signature?

The signature installation guide can be found on the user support page under  TCS-P Certificates for Internal Document Circulation.

The signature user guide is available on the user support page unde Electronic Signatures in Acrobat Reader – TCS-P.

How can I find out about open project calls? Where can I find information about programs/calls?

The Project Centre staff monitor funding opportunities and publish them on the Intranet under the "Projects" section, as well as on the Project Centre Facebook page.

Does the Project Centre organize any seminars or events?

Yes, invitations are published on the UWB Intranet under “Projects,” on the Project Centre's Facebook page, and on info.zcu.

Who can I contact with a project idea? Who can help me identify a suitable call?

The relevant administrator from the Project Centre will assist you with your project proposal.

If you have a project idea but are unsure which funding programme (call) to apply for, you can contact the head of the department or send your request via email to: pczcu@rek.zcu.cz.

Is it possible to participate in internal funding schemes at UWB?

Yes, UWB internal competitions are announced regularly and published on the Research and Development website (e.g. SGS, SVK) or on the Project Centre website (e.g. PRVA, GRAS)

How are internal deadlines for project proposal submissions determined?

The Project Center administrator follows Rector’s Directive No. 21R/2013 on Project Management. According to Article 3, paragraph 3, project proposals must be submitted by the principal investigator/co-investigator well in advance of the submission deadline set by the funding provider—at least 7 working days before that date. The internal submission deadline is then set based on this date. 

How long does it take to review a contract at OPR (Legal Department)?

According to Directive No. 20R/2012, Procedure for Contract Conclusion, the Legal Department has 5 working days to review a contract from the date the draft is received

I can’t see Project Centre posts on the UWB Intranet – who should I contact?

You can contact Bc. Markéta Laiblová, who will assist you with the setup.