DUTIES AND RESPONSIBILITIES IN THE IMPLEMENTATION OF TÜBİTAK PROJECTS
The responsibility of the BAP Unit for TÜBİTAK projects is limited to conducting preliminary review of incoming financial documents and forwarding them to the accounting unit. All other procedures related to the project must be followed by the project investigator through the TÜBİTAK Project Tracking System and in coordination with the assigned TÜBİTAK officer. As stated in the project contract, the project investigator acts as the spending authority and is responsible for the administrative, financial, and legal aspects of the project.
OPENING A PROJECT BANK ACCOUNT
For approved and contracted projects, in order for TÜBİTAK to transfer funds, a bank account (IBAN) must first be opened for the project. The following documents (signed, scanned, and submitted with attachments) must be sent via UBYS through the dean’s/director’s office to the BAP Coordination Unit and the Strategy Development Department via official correspondence:
- Project Acceptance Letter
- Project Contract
- Request for Opening a Bank Account
Based on these documents, the Strategy Development Department opens the project bank account and sends the IBAN to our Unit. The IBAN is then recorded in the TÜBİTAK TTS system, and funds are transferred by TÜBİTAK directly to the designated account.
ASSIGNMENT OF A RESPONSIBLE OFFICER (IMPLEMENTATION OFFICER)
The responsible officer is appointed by the spending authority. This person should primarily be one of the researchers in the project (must be a BANÜ staff member—students excluded). If no eligible researcher exists, a staff member from the department or faculty may be assigned by the project investigator.
The project contract and the appointment letter of the responsible officer must be submitted in one copy to the BAP Unit for project file registration.
LINKS AND GUIDELINES
FELLOWSHIP (BURSİYER) PROCEDURES
All correspondence regarding entry and exit procedures of fellows (bursiyers) is carried out directly by the project investigator with the BAP Coordination Unit. E-signature users submit requests via UBYS with a personal petition; non–e-signature users must apply in person with original signed documents.
SGK Registration Requirements
Once TÜBİTAK officially informs the investigator about fellow assignment, the following documents must be submitted at least 5 working days before the project start date:
- Fellow Information Form (separate forms for undergraduate, master’s, and PhD students)
- TÜBİTAK BİDEB 2244 Fellow Form and Commitment Letter (if applicable)
- Valid Social Security Eligibility Document (from e-Government)
- Copy of ID Card
- TÜBİTAK Fellow Notification Letter (Student Employment Contract)
- Current Student Certificate
- Occupational Health and Safety Training Certificate
Fellowship payments are calculated based on SGK entry date and TÜBİTAK approval letter.
FELLOWSHIP PAYMENT REQUIREMENTS
- Fellow Information Form (PTS Form)
- Copy of ID Card
- Current Student Certificate
- Social Security Eligibility Document (not required for employed fellows)
- TÜBİTAK Fellow Approval Letter (required for first payment)
FELLOWSHIP SGK TERMINATION
In cases such as project suspension, completion, or fellow withdrawal, SGK termination must be reported within 10 days. The university is legally obliged to notify SGK.
Failure to report may result in administrative penalties, and full responsibility lies with the project investigator.
WORK ACCIDENT REPORTING
Any work accident must be reported to SGK within 3 working days. The “Work Accident Notification Form” must be submitted to the BAP Unit immediately, preferably on the same day or the next day.
Failure to report on time makes the project investigator responsible for all consequences.
HEALTH REPORTS
Medical reports due to illness or accident must be submitted to the BAP Unit immediately or no later than the next day by the fellow or project investigator.
PROJECT PERFORMANCE BONUS (PTİ) PAYMENTS
For PTİ payments, the following documents must be prepared separately for each individual:
- TÜBİTAK Project Report Acceptance Letter and payment table
- PTİ Request Letter signed by the project investigator
- Latest salary slip (e-Government approved or official)
- PTİ payment payroll
- Various payments payroll
Taxation is carried out according to Article 103 of the Income Tax Law and General Communiqué No. 284.
PROCUREMENT AND PAYMENT PROCEDURES
Required documents include:
- Market price research report
- Acceptance and inspection report
- Invoice
- Tax clearance certificate (for invoices ≥ 5,000 TL)
- Goods receipt / asset entry report
- Budget allocation sheet (PTS-TTS)
- Supplier blacklist check (EKAP)
Invoices must be issued to the Rectorate of Bandırma Onyedi Eylül University BAP Coordination Unit, and the project number must be included.
ADVANCE PAYMENT PROCEDURES
Advance payments must be closed within:
- 2 months (domestic purchases)
- 6 months (international purchases)
- 30 days after travel completion
Unsettled advances are subject to legal enforcement under Law No. 6183.
Required documents vary depending on domestic, international, or fieldwork expenditures.
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