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 the 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 training at Heidelberg University ends for other reasons (e.g. termination of your doctoral training, transfer to another university to pursue doctoral training).
Application deadlines
When planning your trip and preparing your application, please take the following additional deadlines into careful consideration:
- The travel cannot take place, either partially or completely, during the evaluation period, i.e. in the time period between the application deadline and earliest travel date as shown above. It is not possible to receive a grant during this period.
- For each application deadline, the travel must start after the earliest travel date as given above. If you plan to begin your trip before the earliest travel date as inidicated above, it will not be possible to receive the travel grnt. This is due to university budgetary limitations that are outside our control. Please do not ask us about individual exceptions, as we are not able to be flexible on this point.
- 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 amount for which you have applied or the maximum grant amount that was approved, the difference will not be covered by the grant. You will be responsible for covering the difference.
If your actual expenses are lower than the maximum grant amount that was approved, only the actual expenses will be covered.
The following expenses can be covered:
- return travel as well as local public transportation (airfare, train tickets, 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 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. You cannot receive a grant for travel during this period.
- 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 take part in a conference that takes place between June 30th and July 2nd. You must submit your application at the latest for the February 15th deadline.
An application for the June 15th deadline is too late because the trip would take place during the 8-week evaluation period, making it impossible for us to fund this trip due to university budgtary limitations.
My trip would begin before the earliest travel date assigned to the application deadline. Can I still apply for a travel grant?
As a central funding program at Heidelberg University, the heiDOCS Program is subject to the central budgetary regulations of the university. These stipulate that funding approval must be granted before a trip begins in order for a travel grant to be paid out. Therefore, in order to apply for a travel grant, your trip must begin after the conclusion of the 8-week evaluation period, i.e. on or after the earliest travel date indicated for each application deadline.
We have no flexibility regarding these deadlines; therefore, we ask that you do not inquire about exceptions in individual cases.
What is considered in the selection process and who makes the awards decisions?
The following criteria are decisive in the selection of successful applications:
- Academic qualification of the applicants
- Academic quality of the research projects
- Relevance and necessity of the trips
- Supervisors' evaluations
The grants will be awarded by the Council for Graduate Studies (CfGS)/ a selection committee appointed by the Council for Graduate Studies (CfGS). If necessary, the faculty will be consulted.
How much funding can I receive?
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 tickets, 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 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 training. 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 by postal mail immediately after the entire evaluation process is completed; this process takes about 8 weeks after each application deadline.
It is not possible to notify you of the results of your application before the evaluation process has been completed.
QUESTIONS ABOUT THE APPLICATION FORM
What should I consider when writing 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. The description of your research should be understandable without the need to consult additional supporting literature.
What do I need to consider when filling out the application form?
Please fill out the application form electronically; Save the form on your computer first before beginning to fill it out in order to ensure that the information you enter will be transmitted. Then save the form again after completing it.
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 and do not change the formatting of the fields. The evaluators will not be able to read any text that extends beyond the existing limits of the fields.
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 with employment contracts at Heidelberg University* have to submit additional documents?
If you have an employment contract as a wissenschaftliche Hilfskraft (HiWi) or a Mitarbeiter:in nach TV-L at Heidelberg University, the Reisekostenstelle of the personnel department will be involved in the reimbursement of your travel expenses. This is the case even if your trip is not taking place within the context of your employment. Because of this, you need to submit the "Antrag auf Genehmigung einer Dienstreise" along with your application. For this specific case, your "Dienststelle/place of work " is the Graduate Academy. It is essential that you read through the important information about filling out the "Antrag auf Genehmigung einer Dienstreise" before filling out this documents (see: application documents).
Please note: You are an employee of Heidelberg University if you have an employment contract as a wissenschaftliche Hilfskraft or as a Mitarbeiter:in nach TV-L with the university, regardless of how many hours per month you work.
* You have an employment contract as "wissenschaftliche Hilfskraft" (HiWi) or as a "Mitarbeiter:in nach TV-L" with Heidelberg University (not with the University Hospital - Universitätsklinikum) and 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 a partial reimbursement of your travel expenses through your employment at the university or at an external institution, please provide details of this reimbursement in the section for external funding.
If you will receive or have received any external funding as described here (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. If this external funding is provided through your employment at the University or with an external employer, please contact the Graduate Academy as early as possible to discuss the procedure for the payment of your travel grant.
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 do to have the travel grant paid out?
After your trip but at the latest one month after the end of your trip, please send the documents listed here to the Graduate Academy in order to receive your grant. You can submit the documents by postal mail or drop them by in person.
Please note that doctoral candidates with an employment contract at Heidelberg University* have to submit different documents from doctoral candidates who do not have an employment contract at the university.
* You have an employment contract as a wissenschaftliche Hilfskraft (HiWi) or as a Mitarbeiter:in nach TV-L with Heidelberg University (not with the University Hospital - Universitätsklinikum) and you have an 8 digit LBV personnel number.
If you will receive or have received any external funding as described here (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. If this external funding is provided through your employment at the University or with an external employer, please contact the Graduate Academy as early as possible to discuss the procedures for the payment of your travel 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
When will I receive my travel grant?
If you are awarded a travel grant, your approved expenses (based on the information you provide in the application and the maximum grant amounts) 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 end of your trip.
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 grant amount 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.
I would like to combine my Summer/Winter school, conference or research trip with another trip. What do I need to consider?
If the actual travel dates deviate from the approved travel period (1 day before and 1 day after the conference, research trip os summer/winter school) you must submit, at least three comparison quotes for flight and transportation costs for the approved travel period in order to demonstrate that travel on your desired dates is not more expensive. Camparison quotes are also necessary if your departure or arrival place differs from your place of work or living or if a private trip is planned either before or after the conference/research trip/summer or winter school. The comparison quotes must be obtained for the same airline and at the same time as the actual travel booking. Please inform the Graduate Academy as early as possible about deviating travel plans. Reimbursement of expenses cannot be quaranteed in advance in these cases.
Application Procedure and Forms
The application deadlines are February 15, June 15 and October 15 of every year. Please complete the following three steps by the relevant deadline to apply for a travel grant:
1. Fill out and submit the ONLINE REGISTRATION FORM
2. Fill out the APPLICATION FORM (PDF) and the DIENSTREISEANTRAG (PDF) and submit all of the necessary application documents to the Graduate Academy by email: ga-docs@uni-heidelberg.de
Necessary application documents:
- 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"
- Copy of the letter of admission as a doctoral candidate to your faculty (Annahme als Doktorand:in) or your current enrollment certificate (with the intended degree "Promotion m. Abschlusspfrg.") to Heidelberg University.
- Copy of the university degree that qualifies you for your doctoral training (usually master's degree). This must include a final grade for your degree program.
- If applicable, 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, a copy of the approval letter for external funding
Please attach the individual application documents to your email separately. There is no need to merge the documents 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 (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 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