The project manager whose project has been approved and whose contract has been signed submits the Project Information Form
and a copy of the project contract, along with the (Account Opening Petition), to the BAP Coordination Unit with wet signatures. After the Strategy Directorate opens a special project account at the bank, the BAP Coordination Unit staff reports all expenditures made in TÜBİTAK projects to the TTS (Transfer Tracking System).
2) Determination of the Implementation Officer and Data
Determination and HYS Registration
In order for the expenses incurred in the project to be sent for payment, a Payment Order Document must be prepared through the HYS (Expenditure Management System). The project coordinator acts as the Expenditure Authorizer to log into the HYS and, in this context, determines the Implementation Officer and Data Entry Officer and submits the HYS Formto the BAP Coordination Unit. The Implementation Officer can be any person working as a researcher on the project or a member of Artuklu University staff (excluding scholarship recipients).
Note: The appointment of the Data Entry Officer is at the discretion of the project coordinator. If they wish, they may not appoint anyone to this role. The Data Entry Officer can only create records on the system and cannot approve them. Anyone working as a researcher on the project or any Artuklu University staff member can be the data entry officer (including scholarship recipients). Executives can also assign themselves to this role. With this role, project leaders who only have approval authority in the system and no authority to create records as Spending Authorizers will also gain the authority to create records. After the wet-signed HYS Form is submitted, an activation email is sent to the persons assigned to the relevant roles so that they can access the HYS. After logging into the system by setting a password, the relevant persons must send an email to the BAP Coordination Unit staff to inform them.
3) SGK Procedures (For projects with scholarship recipients)
For project leaders employing scholarship recipients, if the scholarship recipient is not working in any other job, SGK employment registration is mandatory. Scholarship recipients without SGK registration cannot receive scholarship payments, even if they are defined in the TÜBİTAK system. To prevent the scholarship recipient from losing their rights, SGK Employment Registration documents must be submitted to the BAP Coordination Unit a few days before they are defined in the TÜBİTAK system.
4) Project Expenditures
During the project period, only expenditures specified in the project contract may be made. The Expenditure Authorizer is responsible for the content of all documents and records related to expenditures made within the scope of the project.
