- Sympore_timesheets - HHU List Server

Template Timesheets Reporting Period 4 (Oct25-Mar27)
by Alena Pauels 23 Oct '25

23 Oct '25

Dear SymPore-HHU Team, I attached the Template for the timesheets of the new Reporting Period to this mail :) For the newer people, heres what you have to do: Timesheets must be signed at the end of each month by both the employee and the supervisor. During an audit, times of sick leave and vacation may be cross-checked with HR, and these must match the hours recorded in the timesheet. Please fill in type of personnel, sick leave, vacation days and your working hours. Once you’ve entered your monthly hours, you can either: *Sign it by hand and drop it in your PIs signature folder, or *Sign it digitally and email it back to me. Let me know if you run into any issues or need a hand, Ill be happy to help (ﾉ◕ヮ◕)ﾉ*:・ﾟ✧ Have a nice day ☀ Best wishes, Alena __________________________________ Alena Pauels (she/her) Project Coordinator SymPore Working days: Monday – Thursday Heinrich–Heine–Universität Düsseldorf Institute for Molecular Physiology Universitätsstraße 1 Building: 26.14 Floor 00 Room 27 40225 Düsseldorf, Germany Email: alena.pauels(a)hhu.de <mailto:alena.pauels@hhu.de> Phone +49 211 81–14623

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Reporting period ended: Timely Submission of Timesheets Important
by Alena Pauels 02 Oct '25

02 Oct '25

Dear HHU-SymPore-Team, This is a reminder that the reporting period for our financial report officially ended on 30th September 2025. In order to finalize everything and forward the necessary data to Accounting, I kindly ask that all outstanding timesheets for this period be submitted no later than mid-October. Please note that this deadline is important, as the reporting period has now closed, and I need a complete set of timesheets to ensure accurate and timely reporting. If you’re unsure whether you have any timesheets missing or have questions, feel free to reach out to me directly. Thank you all for your cooperation and timely attention to this matter. Have a nice day ☀ Best wishes, Alena __________________________________ Alena Pauels (she/her) Project Coordinator SymPore Working days: Tuesday – Friday Heinrich–Heine–Universität Düsseldorf Institute for Molecular Physiology Universitätsstraße 1 Building: 26.14 Floor 00 Room 27 40225 Düsseldorf, Germany Email: alena.pauels(a)hhu.de <mailto:alena.pauels@hhu.de> Phone +49 211 81–14623

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Reminder Timesheets ERC SymPore August 2025
by Alena Pauels 09 Sep '25

09 Sep '25

Dear HHU-SymPore-Team, Just a friendly reminder to submit your monthly timesheets if you haven’t done so already — including any from previous months that might have slipped through the cracks. If timesheets aren’t submitted, unfortunately, I’ll have to escalate and inform your supervisor as we need them for the next financial report to the ERC. Time sheets must be signed at the end of each month by both the employee and the supervisor. During an audit, times of sick leave and vacation may be cross-checked with HR, and these must match the hours recorded in the timesheet. Please fill in type of personnel, sick leave, vacation days and your working hours. Once you’ve entered your monthly hours, you can either: *Sign it by hand and drop it in your PIs signature folder, or *Sign it digitally and email it back to me. Let me know if you run into any issues or need a hand, Ill be happy to help (ﾉ◕ヮ◕)ﾉ*:・ﾟ✧ Have a nice day ☀ Best wishes, Alena __________________________________ Alena Pauels (she/her) Project Coordinator SymPore Working days: Tuesday – Friday Heinrich–Heine–Universität Düsseldorf Institute for Molecular Physiology Universitätsstraße 1 Building: 26.14 Floor 00 Room 27 40225 Düsseldorf, Germany Email: alena.pauels(a)hhu.de <mailto:alena.pauels@hhu.de> Phone +49 211 81–14623

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Heads-up: SymPore Financial Audit Coming – What I Need from You
by Alena Pauels 15 Aug '25

15 Aug '25

Dear SymPore HHU Team, The current reporting period (04/2024 – 09/2025) for the Financial Report is coming to a close, and I’d like to share a few important updates and requests with you. This Financial Report ensures that the funds we received from the ERC have been spent according to their guidelines. To verify this, an external auditor will visit HHU for two days to review our records. Part of this review includes calculating the average hourly rates (which is why timesheets are so important), as well as evaluating business trips, conference participation, and similar activities for their relevance to the SymPore project. To prepare for this, I need the following from you: Timesheets: Please make sure your timesheets are up to date. I’ll need all timesheets (04/2024 – 09/2025) from you by the beginning of October 2025 so I can forward them to the accounting team. Project-Relevant Travel & Events (Ongoing): Whenever you attend a conference, visit another lab, or participate in a workshop as part of SymPore, please keep documentation like attendance lists, flyers, agendas, or write a short statement explaining how the activity relates to the project. The auditor will request proof that travel and other activities are directly linked to the SymPore project. Since the entries in MACH (HHU’s accounting system) are often unclear or abbreviated (e.g. “ABR. RK FRANKREICH 05/25”), we’ll need to provide supporting documentation separately. —> For this reason, I’ll be reaching out to some of you in the coming weeks to collect additional materials for the accounting team. Please try to provide this information quickly when requested. Since the auditor’s visit is limited to two days, any delays could create unnecessary time pressure for everyone. If you have any questions, feel free to reach out. Wishing you a nice and sunny weekend! Kind regards, Alena __________________________________ Alena Pauels (she/her) Project Coordinator SymPore Working days: Tuesday – Friday Heinrich–Heine–Universität Düsseldorf Institute for Molecular Physiology Universitätsstraße 1 Building: 26.14 Floor 00 Room 27 40225 Düsseldorf, Germany Email: alena.pauels(a)hhu.de <mailto:alena.pauels@hhu.de> Phone +49 211 81–14623

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Reminder Timesheets ERC Sympore July 2025
by Alena Pauels 05 Aug '25

05 Aug '25

Dear HHU-SymPore-Team, Just a friendly reminder to submit your monthly timesheets if you haven’t done so already — including any from previous months that might have slipped through the cracks. If timesheets aren’t submitted, unfortunately, I’ll have to escalate and inform your supervisor as we need them for the next financial report to the ERC. Time sheets must be signed at the end of each month by both the employee and the supervisor. During an audit, times of sick leave and vacation may be cross-checked with HR, and these must match the hours recorded in the timesheet. Please fill in type of personnel, sick leave, vacation days and your working hours. Once you’ve entered your monthly hours, you can either: Sign it by hand and drop it in your PIs signature folder, or Sign it digitally and email it back to me. Let me know if you run into any issues or need a hand, Ill be happy to help (ﾉ◕ヮ◕)ﾉ*:・ﾟ✧ Have a nice day ☀ Best wishes, Alena __________________________________ Alena Pauels (she/her) Project Coordinator SymPore Working days: Tuesday – Friday Heinrich–Heine–Universität Düsseldorf Institute for Molecular Physiology Universitätsstraße 1 Building: 26.14 Floor 00 Room 27 40225 Düsseldorf, Germany Email: alena.pauels(a)hhu.de <mailto:alena.pauels@hhu.de> Phone +49 211 81–14623

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Reminder Timesheets ERC Sympore June 2025
by Alena Pauels 08 Jul '25

08 Jul '25

Dear HHU-SymPore-Team, Just a friendly reminder to submit your monthly timesheets if you haven’t done so already — including any from previous months that might have slipped through the cracks. If timesheets aren’t submitted, unfortunately, I’ll have to escalate and inform your supervisor as we need them for the next financial report to the ERC. Time sheets must be signed at the end of each month by both the employee and the supervisor. During an audit, times of sick leave and vacation may be cross-checked with HR, and these must match the hours recorded in the timesheet. Please fill in national holidays, sick leave, vacation days and your working hours. Once you’ve entered your monthly hours, you can either: Sign it by hand and drop it in your PIs signature folder, or Sign it digitally and email it back to me. Let me know if you run into any issues or need a hand, Ill be happy to help (ﾉ◕ヮ◕)ﾉ*:・ﾟ✧ Have a nice day ☀ Best wishes, Alena __________________________________ Alena Pauels (she/her) Project Coordinator SymPore Working days: Tuesday – Friday Heinrich–Heine–Universität Düsseldorf Institute for Molecular Physiology Universitätsstraße 1 Building: 26.14 Floor 00 Room 27 40225 Düsseldorf, Germany Email: alena.pauels(a)hhu.de <mailto:alena.pauels@hhu.de> Phone +49 211 81–14623

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Reminder SymPore timesheets May 2025
by Alena Pauels 30 May '25

30 May '25

Dear HHU-SymPore-Team, Just a friendly reminder to submit your monthly timesheets if you haven’t done so already — including any from previous months that might have slipped through the cracks. If timesheets aren’t submitted, unfortunately, I’ll have to escalate and inform your supervisor as we need them for the next financial report to the ERC. Time sheets must be signed at the end of each month by both the employee and the supervisor. During an audit, times of sick leave and vacation may be cross-checked with HR, and these must match the hours recorded in the timesheet. Please fill in national holidays, sick leave, vacation days and your working hours. Once you’ve filled it out and gotten it signed by both you and your PI, you can leave the printout on my desk. Let me know if you run into any issues or need a hand, Ill be happy to help (ﾉ◕ヮ◕)ﾉ*:・ﾟ✧ Have a sunny weekend ☀ Best wishes, Alena __________________________________ Alena Pauels (she/her) Project Coordinator SymPore Working days: Tuesday – Friday Heinrich–Heine–Universität Düsseldorf Institute for Molecular Physiology Universitätsstraße 1 Building: 26.14 Floor 00 Room 27 40225 Düsseldorf, Germany Email: alena.pauels(a)hhu.de <mailto:alena.pauels@hhu.de> Phone +49 211 81–14623

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Joint meeting HHU SymPore cancelled
by Alena Pauels 20 May '25

20 May '25

Dear all, Today’s joint meeting has been cancelled due to a low number of expected participants. While a few team members notified me of their absence, several did not communicate in advance, which made it impossible to plan effectively. Given the continued lack of availability and communication, it’s unlikely that this series of meetings will continue as originally intended. We will reassess whether a different format or approach makes more sense moving forward. If there are important points you were planning to raise or discuss, please feel free to reach out directly. Thank you for your understanding. Best regards, Alena __________________________________ Alena Pauels (she/her) Project Coordinator SymPore Working days: Tuesday – Friday Heinrich–Heine–Universität Düsseldorf Institute for Molecular Physiology Universitätsstraße 1 Building: 26.14 Floor 00 Room 27 40225 Düsseldorf, Germany Email: alena.pauels(a)hhu.de <mailto:alena.pauels@hhu.de> Phone +49 211 81–14623

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Reminder Joint Meeting HHU SymPore Team on Tuesday, May 20th
by Alena Pauels 19 May '25

19 May '25

Dear SymPore-HHU Team, this is a reminder for the joint HHU SymPore meeting on Tuesday, May 20th from 12 - 1 PM in room 26.14.00.016 The goal of this session is to improve communication and collaboration between our research teams. Specifically, we’ll be discussing how these meetings should be structured moving forward, I attached the pptx with the topics to this email too. Ill again volunteer to bring snacks. Have a nice day and enjoy the sunshine! Best wishes, Alena __________________________________ Alena Pauels (she/her) Project Coordinator SymPore Working days: Tuesday – Friday Heinrich–Heine–Universität Düsseldorf Institute for Molecular Physiology Universitätsstraße 1 Building: 26.14 Floor 00 Room 27 40225 Düsseldorf, Germany Email: alena.pauels(a)hhu.de <mailto:alena.pauels@hhu.de> Phone +49 211 81–14623

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Monthly Team Meeting for Team HHU SymPore – Starting Tuesday, April 15
by Alena Pauels 19 May '25

19 May '25

Dear Team SymPore HHU, I hope this email finds you well. We are organizing a new monthly team meeting, which will take place every month on the Tuesday following the first regular ERC Sympore meeting, from 10:00 to 11:00 AM. The goal of this meeting is to foster greater collaboration and exchange between our teams so that we work more closely together moving forward. The dates for the meetings in 2025 are: 15.04. 13.05. 10.06. 08.07. 19.08. 16.09. 14.10. 11.11. 09.12. For our first meeting, we will gather in room 26.24.U1.014, as the seminar room is blocked due to the master module. The first meeting, scheduled for this upcoming Tuesday, will focus on how we can conceptually approach this collaboration. Please come prepared to share a brief (1-minute) update on the current status of your research without slides. Additionally, consider what you would like to gain from these meetings and what kind of support would be helpful to you. I encourage you to discuss these points with your supervisors beforehand and think about any challenges or issues you're facing that could be addressed in our meetings. This will be a space for open discussion and the exchange of ideas. Looking forward to our first meeting and to seeing how we can work together more effectively! To fuel our brains, I’ll bring some snacks. :) Best regards, Alena P.S.: I used the emailist for the timesheets so that I dont forget someone, but of course the student helpers are not required to come to the meeting. __________________________________ Alena Pauels (she/her) Project Coordinator SymPore Working days: Tuesday – Friday Heinrich–Heine–Universität Düsseldorf Institute for Molecular Physiology Universitätsstraße 1 Building: 26.14 Floor 00 Room 27 40225 Düsseldorf, Germany Email: alena.pauels(a)hhu.de <mailto:alena.pauels@hhu.de> Phone +49 211 81–14623

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