- Sympore_timesheets - HHU List Server

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 Mai '25

30 Mai '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 Mai '25

20 Mai '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 Mai '25

19 Mai '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 Mai '25

19 Mai '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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Reminder SymPore Timesheets
by Alena Pauels 09 Mai '25

09 Mai '25

Dear HHU-SymPore-Team, Just a friendly (but firm!) 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. This isn’t just internal housekeeping — it’s mandatory under EU regulations, so it’s non-negotiable. I know it’s not the most glamorous part of our jobs, but it’s essential. 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. So please take a moment to double-check and submit your hours. Let’s keep things compliant and smooth for everyone. 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 SymPore HHU rescheduled to Tuesday, May 20th
by Alena Pauels 06 Mai '25

06 Mai '25

Dear all, I hope this message finds you well. Due to limited availability across both teams, we’ve decided to postpone the upcoming joint meeting by one week to ensure broader participation. The meeting has been rescheduled to Tuesday, May 20th from 12.00 – 1 PM and the room will be announced shortly. The goal of this session is to improve communication between our research teams. Specifically, we’ll be discussing how these meetings should be structured moving forward — so please think about the topics that are specified in the attached pptx. This meeting is meant to be your meeting, it’s an opportunity for the researchers from both teams to take ownership of how we communicate, collaborate, and share ideas going forward. Your involvement is key. This is your chance to shape a format that truly serves your work and builds stronger connections across the teams. Thank you for your flexibility, and we’re looking forward to seeing you on the 20th. Ill again volunteer to bring snacks :) 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: Please submit the timesheets (ERC SymPore)
by Alena Pauels 24 Apr '25

24 Apr '25

Dear HHU-SymPore-Team, This is a friendly reminder to submit your timesheet(s) for March, as well as any previous months if you haven’t done so already. Please ensure you use the correct Excel sheet for the respective month and please make sure the type of personnel (at the top on the right side) is correct. Once you’ve filled it out and gotten it signed by both you and your PI, you can leave the printout on my desk. Thank you for your cooperation and I hope you have a wonderful 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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2025

2024

2023