Project grants Payment procedure and forms
a) Data acquisition, data sets, project-related materials
The project grant can either be paid out to you in the form of a reimbursement of the expenses you have already covered or it can be paid out from the Graduate Academy directly to the external service provider.
i. You would like to receive the project grant in the form of a reimbursement of the expenses you have already covered
Please submit the following documents to the Graduate Academy:
- Form Application for the reimbursement of project expenses
- Invoice of the service provider (if you have not submitted this proof to the Graduate Academy already during the application process)
- Proofs of payment such as bank account statements or PayPal transfers if the receipts do not show that payment was received or if the expenses are in a currency other than Euro
- if applicable: Proof of external funding for the project costs
ii. The financial processing of your project grant takes place between the Graduate Academy and the external service provider (only for domestic invoices)
Please submit the following documents to the Graduate Academy:
- Invoice of the service provider (if you have not submitted this proof to the Graduate Academy already during the application process)
- if applicable: Proof of external funding for the project costs
Please note:
- The project grant can be paid directly to the external service provider only if they are located within Germany and provide an invoice from Germany. For invoices from outside of Germany, you will need to pay the invoice yourself and the grant will be paid out to you in the form of a reimbursement of these expenses.
- If the due date of the invoice from the external service provider falls in the 8-week assessment period before you receive a decision on your application, it will be your responsibility to pay the invoice yourself. If the grant is then awarded to you, you will receive the grant in the form of a reimbursement of the expenses you have paid, up to the maximum grant amount.
- If the invoice exceeds the approved funding amount, a partial invoice in the amount of the approved funding amount must be submitted.
b) External evaluation
The approved project grant - external evaluation will be paid out to the institute that has agreed to manage the travel and accomodation costs (see the online registration form). The institute can then use this amount to pay the external evaluator's travel and accomodation costs directly (hotel bookings, issuing travel expenses, etc.).
The use of the approved funding for travel and accomodation costs is governed by the rules of Heidelberg University and the guidelines of the heiDOCS funding program. No later than 2 months after the external evaluator's stay, the Graduate Academy requires proof of use (Verwendungsnachweis) of the total costs disbursed:
- If the actual expenses exceed the amount for which you have applied, this difference will not be refunded. You will need to cover the difference yourself.
- If the actual expenses are lower than the approved amount, the difference will be refunded to the Graduate Academy.
After you receive a grant approval, please ask the contact person at your institute named in your application to contact the Graduate Academy in order to initiate the payment of the grant.
Please submit your documents in person or by postal mail to the Graduate Academy at:
Graduate Academy Heidelberg University
heiDOCS program
Im Neuenheimer Feld 370
69120 Heidelberg