Effective 1 August 2026:

A notification of third-party funds must be submitted for all projects funded by private third parties and contract research.

This must be performed early on:

• For research projects funded by private third parties (e.g., companies, organizations, or foundations) no later than before submitting a grant application.
• For contract research, no later than before submitting a proposal or signing an R&D contract.
• The notification of third-party funds is launched from the RES project entry (the “Applications” tab).
• This is possible only in the status “Draft” or “Planned.”

AF supports the project setup in RES and the notification of third-party funds as part of its services for these projects (full-cost calculation, bid preparation, contract negotiations, legally binding signature). 

For all projects executed with third-party funds (public and private), an acceptance application must be filed.

• For research projects, this applies as soon as a grant notice is received or a funding agreement has been signed.
• NOT UNTIL 1 August 2026: For contract research or scientific services, this applies as soon as the offer has been accepted by the client or an agreement to this effect has been signed. The condition for this is a notification of third-party funds accepted in advance.
• An application for acceptance is possible in RES only in the “submitted” project status.
• Once the project has been accepted by the university management, the project receives the status “prepared” and a project account (WBS element) for managing the funds.
• The acceptance application in RES does not replace the acceptance authorization when funds are retrieved.

AF2 would be pleased to support you in creating the acceptance application.

Please contact the competence team responsible for funders. 

Starting from the “submitted” project status, some entries or alterations to the project entry require a project alteration application. 

• The entries in the Research tab page can always be altered in the application directly without an application.

• For alterations not involving any further administrative effects, applications are provided which are self-approving. Once the application has been filed, the alteration is made automatically.
• There is an approval process for alterations to the project requiring approval by the university management or of which the central administration need to be notified in other systems.

Altering project information (self-approving):

• Use this application for alterations and additions to the visibility, description, keywords, and classifications in projects starting from the status “submitted.” 

Staffing alteration (self-approving):

• Use this application if there are alterations to the project staff.

Funding rejected (self-approving):

• If the funder rejects your application, this also needs to be entered into RES as quickly as possible.

Procedure if a funding application is rejected: 

• As soon as you receive a rejection notice, you can inform AF (application support contact person) accordingly or file the “support application rejected” project alteration application in RES yourself.

Please then make the following alterations in the application: 

• In the master data, set the status=aborted in the relevant field
• Under “Finances,” please enter the source of the funds (“Edit project funds” window): Project application = Project application rejected
• You can by all means upload rejection notices or further documents in the application under “Accompanying documents.”

Alteration to the financing:

• Use this application if there are alterations to the project staff (topping up or re-allocation of funds, additional sources of funds, etc.)

Alteration to the project term:

• Use this application if a project start date with a fixed planned start date is delayed or if a project is extended on a cost-neutral basis. 
• If you intend to start the project early, please get in touch with your contact person in AF2!

 Project aborted

• Use this application if you need to abort a project at the UHOH (e.g. project transfer to a different higher education institution).