TÜBİTAK Projects

Procedures Regarding TUBITAK Projects

When the account opening link for the relevant project is reflected in the Transfer Tracking System (TTS), the project manager is asked to submit an account opening petition. Following the petition, our unit sends a formal letter to the Strategy Development Department via the Electronic Document Management System (EBYS) to open an account specific to that project. Once the account is opened, the IBAN is entered into the TTS, and the project is expected to be activated and funds transferred. Once the project is activated, the first steps are to submit the password commitment form (MYS) and the signature circular petition (Signature Circular) from the Ministry of Finance 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 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.

Domestic and International Purchases: The purchasing process is conducted in accordance with Article 22 of the "TÜBİTAK R&D Projects Tender Regulation." Following review of the request form and technical specifications received from the project managers, a "Spending Instruction" is entered into the MYS system, and the spending authority is notified for approval. Following approval, the market price research process can begin. The project manager and designated personnel conduct the market price research and submit the received offers to our unit. Based on the offers received from the companies, a "Market Price Research Report" and an "Order Form" are prepared and sent to the project manager for signature. Once signed, the order form is sent to the company(ies) via email for stamping and signature. The order form includes technical details, information about the delivery process, and invoice information. After confirming the delivery of the goods/materials/services with our relevant unit, the company delivers the invoice and its contents to the project manager. A report is kept during the inspection and acceptance process, and any fixed assets are recorded in the faculty's movable property records the same day. Once the invoice, inspection and acceptance report, and any Movable Transaction Receipt (TIF), are received by our unit, payment documents are prepared. Following approval and signature, the document is sent to accounting for payment.

After the project managers request an advance payment, advance payment procedures are initiated. Advance payment documents are prepared, and after the necessary approvals and signatures, the advance amount is sent to accounting for transfer to the project manager's account. This process is independent of Article 22 of the "TÜBİTAK R&D Projects Tender Regulation." Project managers may procure the goods/materials/services they will purchase from companies they deem appropriate. TÜBİTAK has given the initiative in this regard to the project managers. At this stage, for the convenience of project managers, they can utilize the "Information on Advance Payment Transaction Stages" form previously sent to them and manage their expenditures according to the explanations provided herein, ensuring a smooth and smooth operation. Upon completion of the advance payment process, the received invoices are delivered to our unit. Invoices are reviewed, and after the necessary advance payment closing documents are prepared, they are sent to accounting for closing after approvals and signatures. All of these transactions are as follows: The period from the time the advance payment is deposited into the project manager's account until the advance payment is paid is two months. Otherwise, penalties are imposed pursuant to Law No. 6183.

Within the scope of the project, project personnel and/or personnel from outside the project may participate in events and activities such as congresses, meetings, seminars, fieldwork, etc., if approved by the project manager. After we receive the assignment documents, the "Domestic/International Temporary Duty Travel Information Form" will be emailed to the person(s) attending the event. The information form details the required documents for return from the event. The required documents will be delivered to our unit as requested upon return from the event. After verification, payment documents are prepared and, after the necessary approvals and signatures, sent to accounting for payment.

Project incentive bonuses (PTI) are paid to project personnel periodically and based on report acceptance letters, in proportion to the amounts previously determined at the time the project contract was signed. Following verification of budget allocation based on the report acceptance letter and the attached "Payments List," the project manager is asked to submit a "PTI Request Petition." Payment documents are prepared and sent to the project manager, calculating the income tax withholding. Following approval and signature, they are sent to accounting for payment. Furthermore, an official letter detailing the payment received is sent to the units of the individuals receiving the PTI payments via the EBYS system.

The institutional share allocation is specific to TÜBİTAK projects, and the spending criterion is that it be used for R&D purposes. The institutional share is divided into three separate parts: 1- Rectorate Share, 2- Dean's Share, and 3- Department/Executive Share. Tracking and appropriation controls are carried out separately in this context. The relevant unit authorized to make the expenditure submits the written notice regarding the usage and the list of goods/materials/services to our unit via the EBYS. After assessing whether the request falls within the scope of R&D, the relevant unit can begin purchasing. Purchasing operations are carried out in accordance with Article 22 of the "TÜBİTAK R&D Projects Tender Regulation."

Scholarship fees are paid between the 1st and 10th of each month. Scholarship recipients are sent a "Scholarship Payment Procedures Form" after they join the project. The form details the scholarship payment deadline, required documents, and more. Scholarship recipients are required to submit the required documents for the month in which they will receive scholarship payments to our unit by the last week of the relevant month. Those who fail to submit their documents by the specified date will not receive their scholarship fees for that month; payment will be made at the beginning of the following month, provided they submit their documents.

Following receipt of a letter from TÜBİTAK regarding the closure of the relevant project, the remaining amount in the project account (if any) is transferred to TÜBİTAK's account via the MYS and submitted to the project manager for approval. After the necessary approvals and signatures, the remaining amount in the project account is sent to accounting for refund to TÜBİTAK. Once the amount is transferred, the relevant documents are sent to TÜBİTAK via the EBYS, finalizing the project closure process.
 

Scholars working in projects (except those within the scope of 5510 SK. 4/c) are employed within the scope of SGK 5510 SK. 4/a. SGK transactions are carried out in two separate categories: 1- SGK Entry-Exit Transactions 2- SGK Monthly Service Notification Transactions.

A) Social Security Institution Entry and Exit Procedures

Scholars working on projects (except those covered by 5510 SK. 4/c) are employed under SGK 5510 SK. 4/a. SGK procedures are carried out in two separate categories: 1- SGK Entry and Exit Procedures and 2- SGK Monthly Service Notification.

Due to the penalties involved, information on this matter is provided during the project's activity. Project managers are sent an Information Form covering these matters for them to sign. The Information Form includes information such as SGK entry and exit dates. The project manager declares and undertakes to comply with these requirements.

When the manager wants to add a scholarship holder to the project, they contact our unit, which then sends the previously prepared documents and forms (Scholar SGK Entry Petition, Scholarship Acceptance Petition, and Scholarship Information Form) to the manager. After the forms and petitions are signed and received by our unit, the TTS checks whether the scholarship holder has been added to the relevant project's "Project Employees" section. If so, the SGK registration process is completed, and their participation in the project becomes official, and they are subject to payment as of that date.

Withdrawal procedures must be completed within 10 days of the scholarship holder's removal from the project or termination. The project manager is obligated to notify our unit of the necessary information no later than two business days after the scholarship holder's withdrawal date. Otherwise, the project managers will be held liable for penalties, as per the "SGK Information Form" we received when the project was activated.

B) SGK Monthly Service Notification Procedures

In this context, our unit handles the "Monthly Service Notifications" of scholarship holders. Service notifications for scholarship holders employed under SGK are submitted and approved through the Revenue Administration's e-declaration page. Payments are made from the institution's share of an eligible project.