FAQ Admins

External Participants (PART) without any organic units should be registered as Externals so that the guarantor’s organic unit is automatically assigned to them. The submission of a travel claim will then be possible. 

Please refer to the dedicated KB article

If a Team code is preventing you from closing a team, you should submit a ticket to request its removal (to be assigned to FAP-BC-HR).

The end date of a Team cannot be removed in PIE/PAD. Should you need to request the deletion of an end date or the modification of any non-editable field in PIE/PAD, a request should be submitted via the dedicated Service Now form

It is possible to submit a COLA/Subsistence Allowance request via EDH for a person whose contract has already expired, provided that the person’s contract was active in the 6 months preceding the submission of the request. An orange warning message may in such a case appear under the beneficiary’s name in the EDH document, but it is informative and does not prevent the submission of the request.

N.B.:

  • the person concerned will need to have an actice CERN account for the EDH routing to be successful.
  • The person submitting the claim must check that the beneficiary’s bank details have

Only MPAs are eligible to be appointed as Team Leaders (except in the case of CERN teams, in which the Team Leader is MPE).  

Provided that the institute is the same as for the primary participation, the Experiment Secretariat can add a secondary participation directly in PIE upon request from the Team Leader. Ideally the Team Leader of the primary participation should be informed. In this case, there is also no need for any new HID or EDH Contract Amendment form.

IMPORTANT: should both the primary and secondary experiments concerned be large (LHC) experiments, then the agreement of both Spokespersons will be necessary and should be forwarded to the Users Office (who will record the information in OHR and archive

The minimum duration is 1 month. Please refer to the official recap table.

The minimum duration is 1 day. Please refer to the official recap table

Recap table of conditions and applicable criteria for the categories COAS, USER and VISC.

Recap table of the different categories of personnel.

The Supervisor’s name for Users is, by default, the Head of the EP Department. Should another Supervisor appear in HRT or other applications, this means that the person’s Supervisor role for a previous contract has not been closed by the concerned Department Secretariat. The person able to close the old Supervisor role is the DAO of the Department concerned (via EDH Admin). Once the role is closed, the Head of EP will appear automatically as the User’s supervisor.

It is possible for COAS to fill in an EDH form but it will not be routed. Holidays for Users/COAS/VISCs should be taken as agreed with the Home Institute which remains their employer.

See also Admin e-guide.