heiDOCS Travel Grants – Apply now!
Purpose
Prerequisites for an application
Application deadlines
Amount
Good to know
FAQs/ Guidelines for applying for a travel grant
Application Procedure and Forms
Payment Procedure and Forms
- Are you a doctoral candidate at Heidelberg University and would like to present your research at a conference? Or perhaps you would like to dive deeper into your research field at a summer or winter school?
- Are you planning a research visit to work on your project at an external library, archive or another academic institution?
If so, why not apply for a travel grant from the Graduate Academy heiDOCS funding program for doctoral candidates at Heidelberg University?
Purpose
- attend a conference with direct relevance for your doctoral project. In general, applicants are expected to actively participate (through a poster presentation, talk or leading a panel). Please indicate the form of participation clearly on your application.
- attend a summer or winter school with direct relevance to your doctoral project.
- carry out a research trip of up to 3 months for the purpose of research, gathering data, refinement of methods, networking etc. The research trip must have direct relevance to your doctoral project.
Prerequisites for an application
You are eligible to apply for a travel grant, if you
-
have successfully completed a university degree that entitles you to pursue a doctoral degree (In Germany, this is usually a Diplom, Magister or master's degree) and
-
have been officially admitted to one of the 13 Faculties at Heidelberg University*
*Medical students who are writing their doctoral thesis during their medical studies, before completing their degree (studienbegleitende Promotion) are not eligible to apply.
Eligibility for funding ends at the end of the month in which you take your final examination (Diputation/ Rigorosum) or at the end of the month in which your doctoral studies at Heidelberg University end for other reasons (e.g. termination of your doctoral studies, transfer to another university to pursue doctoral studies).
Application deadlines
When planning your trip and preparing your application, please take the following additional deadlines into careful consideration:
- The travel cannot take place during the evaluation period, i.e. in the time period between the application deadline and earliest travel date as shown above.
- For each application deadline, the travel must take place after the earliest travel date as given above.
- The travel should take place within 1 year of the date of the grant award.
- The grant cannot be awarded retroactively for a trip that has already taken place.
- We will not consider applications submitted after the deadline or incomplete applications. An application is incomplete if documents are missing or if significant information is missing from the application form.
Amount
The amount awarded for a travel grant will be based on the expenses that you list on your application form.
If your actual expenses exceed the maximum grant amount that was approved, the difference will not be covered by the grant.
If your actual expenses are less than the maximum grant amount that was approved, only the actual expenses will be reimbursed.
The following expenses can be covered:
- return travel as well as local public transportation (airfare, train fair, tickets for public transportation etc.)
- accommodations excluding meals (hotel, private room rental, guesthouse apartment)
Please note that accommodations can be covered at the most from one day before to one day after the event - conference fees (registration / participation fees)
- if applicable, visa fees
- if applicable, mandatory climate taxes (not voluntary climate taxes)
The grant does not cover:
- meals, i.e. conference dinners, breakfast packages
- books, photocopying, bench fees and entertainment
- expenses related to private travel or to fellow travellers
- trip cancellation insurance, travel health insurance etc.
- extra or overweight luggage fees
- childcare expenses
- daily allowances ("Tagegelder")
- voluntary climate taxes
- scientific or academic memberships
Good to know
- You are not legally entitled to funding.
- The awards notifications are sent out via postal mail after the entire evaluation process is completed; this process takes about 8 weeks after each application deadline.
- We will not consider applications submitted after the deadline or incomplete applications.
- If you are unable to carry out your planned trip, you will automatically forfeit your award.
- If you have to postpone your research trip, please contact our office as soon as possible in order to notify us of the new dates. The travel grant will apply to the postponed trip only if the purpose and destination of the trip remains unchanged.
- Applicants must ensure that their projects are carried out in accordance with the mission statement and principles of Heidelberg University.
- Please note that you must comply with regulations for export control when travelling outside Europe.
FAQs/ Guidelines for applying for a travel grant
GENERAL QUESTIONS ABOUT THE APPLICATION PROCESS
When should I apply?
Application deadlines are February 15, June 15 and October 15 of every year. You must submit a complete application by the relevant deadline in order to be considered for funding. Please note that this also applies if the deadline falls on the weekend or a public holiday.
Please take the dates outlined above into careful consideration when planning your trip/your application because:
- the travel cannot take place during the evaluation period, i.e. in the time period between the application deadline and earliest travel date as shown above.
- for each application deadline, the travel must take place after the earliest travel date as given above.
- the travel should take place within 1 year of the date of the grant award.
- the grant cannot be awarded retroactively for a trip that has already taken place.
- we will not consider applications submitted after the deadline or incomplete applications. An application is incomplete if documents are missing or if significant information is missing from the application form.
The awards notifications will be sent out about 8 weeks after the deadlines.
Example:
You would like to attend a conference that takes place from June 30 to July 2. Your applications must be submitted at the latest by the deadline on February 15.
What is considered in the selection process and who awards the funding?
The following criteria are decisive for the selection process:
- academic qualification of the applicant
- quality of the research project
- relevance and necessity of the trip
- supervisors' evaluation
The grants will be awarded by a selection committee of the Council for Graduate Studies (CfGS). If necessary, the faculty will be consulted.
How high is the grant?
The amount awarded for a travel grant will be based on the expenses that you list on your application form.
See the following maximum grant amounts:
The following expenses can be covered:
- return travel as well as local public transportation (airfare, train fair, tickets for public transportation etc.)
- accommodations excluding meals (hotel, private room rental, guesthouse apartment)
Please note that accommodations can be covered at the most from one day before to one day after the event - conference fees (registration / participation fees)
- if applicable, visa fees
- if applicable, mandatory climate taxes (not voluntary climate taxes)
The grant does not cover:
- meals, i.e. conference dinners, breakfast packages
- books, photocopying, bench fees and entertainment
- expenses related to private travel or to fellow travellers
- trip cancellation insurance, travel health insurance etc.
- extra or overweight luggage fees
- childcare expenses
- daily allowances ("Tagegelder")
- voluntary climate taxes
- scientific or academic memberships
Can I apply for a travel grant before I have received the acceptance confirmation (from the organizers) or invitation letter (from the research institute)?
Yes. In such cases, the award of a travel grant is conditional upon the receipt of the acceptance confirmation/invitation letter. Please indicate on the online registration form when you expect to hear from the organizer/research institute etc. and submit the acceptance letter as soon as you receive it via email to: ga-docs@uni-heidelberg.de.
Can I apply for more than one grant simultaneously?
Yes, as long as the trips are not taking place at the same time. Please make sure to plan your trips/your applications according to the deadlines and accompanying travel periods as outlined above and take into consideration the maximum funding amounts for your destinations.
If you apply for more than one travel grant at the same time, you need to submit a complete and separate application for each.
Is there a maximum amount that can be awarded within the entire heiDOCS program?
Yes. Every doctoral candidate may receive grants within the heiDOCS program amounting to a maximum total of 2,500 Euro over the course of his/her/their entire doctoral studies. This limit applies to the heiDOCS funding lines "travel grants", "publication grants" and "project grants".
How do I know if the Graduate Academy has received my application?
Unfortunately, it is not possible for us to automatically notify each applicant that their application has been received. If you want to check on the status of your application, please send an email to: ga-docs@uni-heidelberg.
Please note that we will not consider incomplete applications.
When will I be notified of the decision regarding my application?
The awards notifications are sent out after the entire evaluation process is completed; this process takes about 8 weeks after each application deadline. It is not possible to inform you about the results of your application before all evaluations are completed.
QUESTIONS ABOUT THE APPLICATION FORM
Who is going to read my application?
Your application will be reviewed by evaluators who are both from your research field as well as outside your field. Therefore, it is important to present your project in a way that can be understood by experts who are unfamiliar with your field.
What do I need to consider when filling out the application form?
Please fill out the application form electronically; do not handwrite your application. In order to ensure that the electronic forms work with all versions of the Adobe software, we strongly recommend that you first download and save the empty application form on your computer and then fill the form out and save it again.
Please use an Apple or Windows operating system to fill out the forms. The forms are not compatible with a Linux system.
Please use only the space provided in the existing fields on the application forms. The evaluators will not be able to read any text that extends beyond the existing limits of the fields.
Please do not change the formatting of the fields on the application forms.
Please send the application documents as separate attachments in your email. You do not need to merge the various documents into one PDF-file.
Why do doctoral candidates who are employed at the university* have to submit additional documents?
If you have an employment contract with Heidelberg University either as wissenschaftliche Hilfskraft or as Mitarbeiter:in nach TV-L and you have an 8 digit LBV personnel number, the reimbursement of travel expenses is administered by the travel expenses section of the personnel department (Personalabteilung der Universitätsverwaltung). This is the case even if your trip has no connection with your employment at the university. Because of this, you must submit the "Antrag auf Genehmigung einer Dienstreise" with your travel grant application. The relevant "Dienststelle" is the Graduate Academy. Please refer to the instructions for filling out the application for assistance (see: application documents).
* You have an employment contract as wissenschaftliche Hilfskraft or as Mitarbeiter:in nach TV-L and you have an 8 digit LBV personnel number.
Do I need to submit any additional documents (e.g. publication lists, CV, etc.)?
The application procedure and required application documents are indicated in detail here. Additional documents that are not listed on the website such as publication lists, literature lists, or CVs will not be sent to the evaluators.
I do not know exactly how much the trip will cost. Which expenses do I enter on the application form?
If you do not yet know your exact expenses, enter your best estimate on the application form. Please be aware that if you receive a travel grant, the amount awarded in the grant will be based on these expenses and the maximum grant amount. It will not be possible to claim more than the amount you enter on the application form.
What is meant by "external funding" and why am I asked about it?
"External funding" refers to funds that you have received from an external funding organization (e.g. DAAD, Begabtenförderungswerke, other funding organizations) for your planned trip. The fact that you have been awarded external funding can be of advantage to you in the evaluation process. For example, the receipt of an external grant or fellowship will be treated as a prize or distinction on your part.
If you will receive or have received funding from an external source (to cover your registration fees, transport or accommodations), the external funding amount will be offset against the amount approved for this travel grant and/or against the actual expenses you incur on your trip.
Who can issue the evaluation form for my application?
The evaluation form for your application must be issued and submitted to the Graduate Academy by your doctoral supervisor. Please note that the evaluation is to be treated confidentially and must be sent by your supervisor directly to the Graduate Academy: ga-docs@uni-heidelberg.de.
Please be aware that the application deadlines also pertain to the receipt of the evaluation form.
If it is not possible for your first supervisor to fill out the evaluation form for you (e.g. due to illness, parental leave etc.), you can ask another professor in your subject area who is familiar with your project to evaluate your application and complete the form for you.
QUESTIONS ON THE PROCEDURE AFTER APPROVAL OF THE TRAVEL GRANT
What do I have to submit to have the travel grant paid out?
Please submit the documents listed here 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.
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 and you have an 8 digit LBV personnel number.
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
When will I receive my travel grant?
If you are awarded a travel grant, your expenses will be reimbursed only after you have completed your trip and submitted the necessary documents to the Graduate Academy. Please note that the documents required for the payment of the travel grant need to be submitted no later than one month after the trip has taken place.
Can I apply for an advance payment on my travel expenses?
Yes. If your trip will cost 200 Euro or more, you can apply for an advance payment on your expenses here. 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.
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
What happens to my travel grant if I cannot go on my planned trip?
The travel grant is not transferable to another person or to a different event. Therefore, if you are unable to carry out your planned trip, you will automatically forfeit your award. Because of this, we recommend that you take out trip cancellation insurance. Please note that these costs are not covered by the travel grant.
What happens if my research visit has to be postponed?
It is possible to postpone a research visit; however, in this case you must contact the Graduate Academy (ga-docs@uni-heidelberg.de) as soon as possible in order to notify us of the new dates. The travel grant will apply to the postponed trip if the purpose and destination of it remains unchanged.
Application Procedure and Forms
The application deadlines are February 15, June 15 and October 15 of every year. Please complete the following three steps to apply for a travel grant within the heiDOCS program of the Graduate Academy:
1. Fill out and submit the ONLINE REGISTRATION FORM
2. Submit the APPLICATION FORM (PDF) and TRAVEL AUTHORIZATION FORM (PDF) and accompanying documents to the Graduate Academy: ga-docs@uni-heidelberg.de
To be submitted:
- Application form
- "Antrag auf Genehmigung einer Dienstreise"
(only for applicants with an employment contract with Heidelberg Uni)
Important information about filling out the "Antrag auf Genehmigung einer Dienstreise"
- A copy of the letter of admission as a doctoral candidate to your faculty (Annahme als Doktorand:in) or your enrollment certificate (with the intended degree "Promotion m. Abschlusspfrg.") to Heidelberg University.
- A copy of the university degree that qualifies you for your doctoral training (i.e. master's degree). This document must indicate your final grade.
- If applicable, please submit a copy of the acceptance confirmation (by the vent organizers) or invitation letter (by the research institute). If you have not yet received a confirmation, please indicate on the application form when you expect it.
- If applicable, please submit a copy of the approval letter for external funding
Please attach your documents separately to the email; it is not necessary to combine them into one PDF.
3. Ask your supervisor to submit the EVALUATION FORM (PDF)
Your supervisor must submit the evaluation form directly to the Graduate Academy via email by the same deadline that applies to your application: ga-docs@uni-heidelberg.de
If it is not possible for your first supervisor to fill out the evaluation form for you (e.g. due to illness, parental leave etc.), you can ask another professor in your subject area who is familiar with your project to evaluate your application and complete the form for you.
Please note: The evaluation is to be treated confidentially by your supervisor.
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.
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 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 Abrechnung von Dienstreisen
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
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
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
