EU and Other Externally Funded Projects

Procedures Relating to EU and International Projects

For accepted projects, the project manager submits the account opening petition to the BAP office. The Strategy Development Department (SGDB) opens a special project account and notifies the institution financing the project. The funds are then transferred and the project becomes active. Once the project is active, the password commitment letters and signature circulars for the Accounting Management System (MYS) under the Ministry of Finance are sent to the project manager for signature. Following the receipt of the petitions, an official letter is sent to the Strategy Development Department via the EBYS system to assign the MYS password and role to the project manager and their designated "Implementation Officer." After these procedures, expenditures and other transactions can begin.

Procurement of goods and services within the scope of the project will be made within the framework of the budget items included in the project contract. If the goods or services to be purchased for these expenditures are up to €150,000, they can be made through Direct Procurement or advance payment. If the expenditures will be made through the direct procurement method, the Approval Certificate, Market Price Research Report, Invoice, and Inspection Acceptance Commission Report must be completed and submitted to the SGDB along with the executor's instruction letter. The amount to be paid to the company from which the goods or services were purchased will be sent to the bank account of the company specified in the executor's instruction letter. For expenditures exceeding €150,000, the Council of Ministers decision numbered 2003/6554 dated 01/12/2003 regarding tenders to be held within the scope of Article 3, paragraph (f) of the Public Procurement Law No. 4734 shall apply.

Advance payments: Advances granted and payments to be made within the scope of the project are made without any limitations, as directed by the project manager. Advances are given to the project manager or a permanent trustee appointed by the manager via a spending order. The order specifies the timeframe for receiving the goods and services and the timeframe for offsetting (paying off). Advance requests can be made for goods/services or domestic or international assignments. A second advance cannot be granted to a person with an open advance.

Advance offsets: Advances received are forwarded to the BAP Coordination Office without waiting for the end of the advance period, along with expenditure documentation, and any remaining advances, if any, must be refunded. Advances must be offset within the specified timeframe and the account closed. Failure to do so will result in penalties pursuant to Law No. 6183.

The travel allowance for temporary assignments varies depending on the country of travel and the traveler's position level. Appointment approval must be obtained from the Rectorate (Personnel Department) before travel. Daily allowances for travel under the project are paid in accordance with the provisions of the project contract, if any. If no provision is included in the project contract, the procedure is carried out in accordance with Law No. 6245 on Per Diem.

As part of the project, project personnel are paid for their work. For personnel payments, following the work schedule and the issuance of spending instructions by the spending authority, the gross salary is transferred to the relevant individuals' bank accounts after any necessary deductions (income tax, stamp duty) are made from the gross salary. Additionally, an official letter detailing the payment received is sent to the personnel's units via the EBYS system.