How to Get Started with PRODEX
1. Advance payment
Once the P.E.A has been signed by both parties and returned to the PRODEX Office, the Institute can claim the advance payment as agreed on the P.E.A. Please note that claiming the advance invoice is NOT contractually mandatory.
In order to be able to invoice ESA, the Institute/University must have access to EFIS (ESA Financial and Invoicing System). For more information on EFIS and how to get access see the link on the right-hand menu.
Please note that the advance payment is NOT paid automatically on signature of the P.E.A but must be submitted by means of an invoice.
Please note that paper invoices sent by postal mail are no longer accepted.
2. Invoicing subsequent payments
The first invoice after the advance payment is to be set-off against the advance payment.
All invoices shall have a cost statement attached within EFIS, detailing the cost breakdown of the costs incurred, per calendar year, with a clear indication of the cost categories as defined in the Financial Plan (Appendix 2 of the P.E.A). The cost breakdown can be of any adequate format and shall contain the certification of the administrative responsible of the Institute/University.
3. Invoicing frequency
In order to keep an accurate overview of the financial situation, it is requested that the Institute invoices twice per year.
Costs of more than one calender year in arrears will no longer be eligible to claim.
4. Purchase of equipment
Equipment defined in Table 3 of the Financial Plan is purchased via ESA. The procedure is the following:
The PI shall request 3 offers from different national suppliers and selects the one that is most suitable for his project needs. (Please note that in some specific cases it is understood that it will not be possible to obtain 3 offers, or to find a supplier nationally.)
The PI sends by email to the PRODEX office a request for procurement of the equipment comprising of:
- A cover letter indicating what equipment is to be procured with the total price, name & coordinates of the supplier selected,
- A justification of why this specific supplier was selected,
- The electronic offer of the supplier, clearly mentioning the goods, price without VAT, validity date of the offer (minimum 4 weeks) and the identification of transport costs.
Upon receipt of the complete file, the PRODEX office will initiate the process of procurement via the ESA Procurement office. Please allow about 3 weeks for the order to be sent to the supplier.
Once the equipment is received and fully functional, the PI shall inform the PRODEX office in writing so that the payment to the supplier can be released. In case of malfunction (or missing parts) the payment will be suspended.
||Legal and Contractual Implementation
||Change Notice PRODEX Experiment Arrangement
Last Update: 18 January 2011