Travel grants Payment procedure and forms
1) Payment of the travel grant after conclusion of the trip
Please submit the documents listed below by postal mail or in person to the Graduate Academy within one month after the conclusion of your trip in order to receive payment of the travel grant. The reimbursement of travel expenses is then processed through the "Reisekostenstelle" and the department of financial accounting and payment transactions. Both offices are involved in the payment process.
Important: The documents must be signed by hand. Digital signatures are not accepted.
Please be aware that the specific documents that you submit for the payment of the travel grant will depend on whether you have an employment contract with Heidelberg University* or not. The documents needed in each case are outlined clearly below.
* You have an employment contract as wissenschaftliche Hilfskraft or as Mitarbeiter:in nach TV-L (not with University Hospital) and you have an 8 digit LBV personnel number.
a. You have an employment contract as wissenschaftliche Hilfskraft or as Mitarbeiter:in nach TV-L with Heidelberg University
You must submit the following documents to the Graduate Academy:
- Reimbursement form Reisekosten-Abrechnung (Please read the Instructions on submitting the Reisekosten-Abrechnung carefully and also refer to the Sample Reisekosten-Abrechnung for assistance)
- all of the original receipts for the expenses you wish to claim
- if applicable: copy of the approval for external funding and copy of the reimbursement application for the external organization
b. You do not have an employment contract with Heidelberg University
You must submit the following documents to the Graduate Academy:
- Reimbursement form Application for the reimbursement of travel expenses (Please read the Instructions on submitting travel expenses for reimbursement)
- all of the original receipts for the expenses you wish to claim
- if applicable: copy of the approval for external funding and copy of the reimbursement application for the external organization
2) Advance payment
If your trip will cost 200 Euro or more, you can apply for an advance payment on your expenses. If you are awarded the grant, the advance payment in the amount of 80% of the total award will be paid out. The remainder of the expenses up to a maximum of 20% of the total award will be paid out after completion of the trip and submission of the necessary documents.
Please note:
- The advance payment is conditional and can be revoked by the Graduate Academy. If you do not submit the necessary documents within one month after completion of the trip to the Graduate Academy or the trip does not take place, you must repay the advance payment immediately and within one month of the end of the (planned) trip.
- If your actual travel expenses turn out to be less than your advance payment, you must repay the difference to the Graduate Academy.
a. You have an employment contract as wissenschaftliche Hilfskraft or as Mitarbeiter:in nach TV-L with Heidelberg University
Please submit the form Antrag auf Reisekostenvorschuss to the Graduate Academy (Important: please read the Instructions on submitting the Antrag auf Reisekostenvorschuss carefully)
b. You do not have an employment contract with Heidelberg University
Please submit the form Application for the receipt of an advance payment to the Graduate Academy.
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