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Publication grants Payment procedure and forms

The publication 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 publication 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 publication 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 the publication of your doctoral thesis (e.g. link to the website of the publishing company)
  • If applicable: Proof of external funding for the publishing or proofreading costs

ii. The financial processing of your publication 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 the publication of your doctoral thesis (e.g. link to the website of the publishing company)
  • If applicable: Proof of external funding for the publishing or proofreading costs

Please note:

  • The publication grant can only be transferred to the external service provider within the country. For invoices from abroad, the funding can only be paid out in the form of a reimbursement paid out to you afterwards.
  • Invoices cannot be paid during the 6-8-week assessment period, as grant decisions have not yet been finalized. If the due date of the invoice falls within this assessment period, you will have to pay the invoice yourself and, if the grant is approved, you will only be able to receive the grant in the form of a reimbursement paid to you afterwards.
  • If the invoice amount exceeds the approved funding amount, a partial invoice in the amount of the approved funding amount must be submitted.

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

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