Travel Grant
![[Translate to Englisch:] Ein Student zeigt im Vordergrund einer Studentin etwas in einem Buch. Im Hintergrund sieht man ein Universitätsgebäude und zwei sich miteinander unterhaltende Studierende.](/fileadmin/_processed_/9/a/csm_AdobeStock_221800662_4fddb78434.jpeg "[Translate to Englisch:]")
What is the Graduate Center Travel Grant and who is it for?
Exchange is of central importance for young scientists. On this page we inform you about the possibilities to receive support for travel and research stays.
The University of Passau supports, by means of a travel allowance of maximum 2/3 of the costs incurred (if the requirements of the guidelines on the granting of travel allowances are met), junior researchers of the university who make an active contribution (e.g. lecture, poster or presentation) at a scientific event in Germany or abroad.
As the payment of travel expense reimbursement is in some cases associated with a waiting period of several months, we recommend that you apply for an advance payment.
Based on which criteria will the travel grants be awarded?
Due to limited budgetary resources, the Graduate Center's travel funding is awarded according to the following criteria:
- Applications for Initial grants will be prioritized for funding.
- For subsequent grants, the following indicators will be considered in the decision:
- Previous approved funding amount of the applicant: per year at most 1.500-2.000 €
- Qualification of the applicants:
- Scientific curriculum vitae (publications, conference attendance, third-party funding and awards).
- The application for subsequent grants should demonstrate a progress in the doctoral process, e.g. the publication of a new paper.
- A maximum of one person per conference contribution can be funded. Group presentations will not be approved!
- Amount of funding requested: In accordance with the Bavarian Travel Expenses Act, as a public organisation we are obliged to be economical (Art. 3 Para. 2) when awarding travel expense funding. Disproportionately high travel expenses cannot be reimbursed by the travel expenses subsidy.
We also recommend to book early offers that can be cancelled in order to reduce the overall travel expenses.
Please contact us in advance to discuss your funding opportunities!
Who is eligible for the travel grants?
Funding for travel expenses serves to qualify young researchers. Therefore, within the limited budget funds available, priority is given to funding doctoral candidates and postdocs. According to the current guidelines, postdocs can be funded for up to 24 months after their doctorate. Doctoral candidates should therefore enclose a copy of their doctoral certificate with their application.
Habilitation candidates are requested to use their habilitation fund for travelling expenses and can only be considered in exceptional cases.
Habilitation candidates and junior professors are generally not eligible for funding.
Please note:
Travel funding from the University of Passau should only serve as subordinate funding. The availability of chair funds and external funding should be checked in advance. Please make sure you are informed about current eligibility critera.
For habilitation students, the funds from their own habilitation fund should also be exhausted first.
Only active participation in an event of an internationally recognized scientific institution with a contribution representing an independent scientific achievement can be funded.
The following forms of participation
are therefore unfortunately not eligible for funding:
Participation in teaching events such as courses, seminars and colloquia or organizational functions such as moderation, introductions and greetings.
The following presentation is optimized for desktop view, please understand that there may be display restrictions in mobile view.
A note in advance:
A complete application must be received in the Graduate Center office prior to travel.
Step 1
Eligibility criteria
First look carefully
the eligibility criteria. With the help of the
next steps we will try to
to make you aware of all relevant requirements, aspects
and considerations as possible.
Please read our travel grant guidelines carefully. Only these are binding. All information on our website is for simplified presentation and summary purposes only.
(Attention: Unfortunately, our guidelines are currently only available in German.)
Step 2
Guidelines
Step 3
Eligibility to apply
To apply for a travel grant, you must belong to one of the following status groups.
Before applying, please plan how you will fund your trip. Please keep the following points in mind:
Step 4
Financing Considerations
- The grant from the Graduate Center is generally to be used on a subordinate basis; first of all, other grants are to be used for financing, e.g. cost absorption by a doctoral college.
- The travel allowance of the Graduate Center can only cover up to 2/3 of the incurred travel costs.
- The remaining 1/3 of the travel expenses can only be increased with special third-party funds acquired for this purpose (e.g. DAAD funds). An increase by other budget funds, e.g. by chair or professorship funds, is not possible. In particular, funds from the University Women's Representative cannot be combined with travel funding from the Graduate Center.
Please note:
Consequently, in the absence of other financing options, you must expect to finance the remaining 1/3 of the travel costs incurred, which cannot be covered by the Graduate Center, from private funds.
Note: However, private expenses within the scope of the personal contribution may be tax deductible.
Step 5
Decisive eligibility criterion
This is evidenced by a statement from your caregiver (see the next step for more information).
Only active participation in an event of an internationally recognized scientific institution with a contribution representing an independent scientific achievement can be funded. Therefore, please check if you meet this criterion.
The following forms of participation are therefore unfortunately not eligible for funding:
Participation in courses such as seminars and colloquia or organizational functions such as moderation, introductions and greetings.
As early as possible, ask your supervisor to complete our statement form outlining independent scholarly achievement as well as the significance of the event. Please keep in mind that the risk of not receiving the statement in time lies with you in any case: Your application must be received in its entirety by the Graduate Center office prior to travel.
![[Translate to Englisch:] Ein junge Frau mit einer weißen Tasche über der Schulter steht lächelnd in einer Bibliothek mit Studierenden im Hintergrund und zeigt der Betrachterin bzw. dem Betrachter ihren Daumen.](/fileadmin/_processed_/e/5/csm_AdobeStock_177757699_4835d32809.jpeg)
Step 6
Statement of the supervisor
Tip 1:
If you submit your proposal through the online form, you may also request the statement from your supervisor through the Graduate Center.
Tip 2:
If you simply do not have the statement completed at the time of your application, you can submit it later (at the latest!) until the start of your trip.
Step 7
Appendices
Set up the necessary facilities:
- Create a scientific curriculum vitae. This should clearly show which publications you have published so far, which conferences you have attended so far, which third-party funding or grants you have obtained so far and which awards you have won so far.
- Provide a brief description of the independent scientific achievement that makes participation in the event meaningful (abstract/exposé). In the case of an application via the online form, this statement must be inserted in a text field as text with a length of 1500 to a maximum of 1800 characters including spaces. In the case of an application by mail, the presentation will be attached to the application, but you can still use this length as a guideline.
- Take care of a proof of conference participation (e.g. a letter of invitation).
Step 8
Application
An application is possible as an online application or by mail and must be received by the Graduate Center office no later than the start of the trip.
If you would like to submit your application directly as an online application:
Clicking the button will automatically take you to the online application form on this page. As part of the online application, you will then be asked to enter your details and upload your attachments at the relevant points.
We wish you
a successful trip!
If you would like to submit your application by mail:
At best, fill it out directly on your PC as a PDF form and please print it out on one side.
If it is not possible to fill out the PDF form, please print it out on one side and fill it out legibly. Please sign your printed application.
Please attach to your application all the attachments prepared in the previous step as well as the statement of your supervisor and send your application to:
Das Graduiertenzentrum
Universität Passau
94030 Passau
Please note:
As an employee of the University of Passau, you must submit an application for approval of a business/training trip to the Human Resources Department and check the box "Fortbildungsreise".
Documents:
In particular, you must fulfill the following four criteria in order to be able to apply in principle for a travel grant from the Graduate Center:
1. you are a member of the University of Passau and belong to one of the following status groups:
- Doctoral students who have received a written confirmation of acceptance as a doctoral student from their faculty or are enrolled as a doctoral student.
- Habilitation students who have received written confirmation of acceptance as a habilitation student from their faculty.
- Postdoctoral students who are seeking further academic qualification or the ability to be appointed to a post within the framework of obtaining habilitation-equivalent achievements
- doctoral and post-doctoral students who completed their doctorate less than 24 months ago.
2. the event is organized by a recognized scientific institution.
3. you actively participate in the event with a contribution (e.g. presentation, lecture) that represents an independent scientific achievement (not: participation in courses such as courses, seminars and colloquia or organizational functions such as moderations, introductions and greetings).
4. you submit your application before you begin your travel.
Please note the following:
- Guest lectures are not eligible for funding.
- It is possible to combine the trip with a private stay if this does not result in additional costs for the university. Appropriate supporting documents (e.g. comparison of flight costs) must be attached to the application and, at the latest, to the statement of account. Please indicate on the application which days you spent privately.
Please submit your application for reimbursement of travel expenses directly to the Human Resources Department, Unit VIII/4, Dienst- und Fortbildungsreisen (Business and Training Travel Division), no later than six months after the event
Please submit the request for reimbursement of travel expenses (settlement) no later than six months after the event directly to the Human Resources Department, Unit VIII/4:
Please submit the following documents:
- Request for reimbursement of travel expenses
- original letter of approval from the Graduate Center
- all receipts for all expenses you wish to claim, including boarding passes for flights and stamped tickets for train rides
- Certificate of participation or equivalent confirmation from the organizer proving that you actually participated actively in the event, i.e. that you gave the lecture or presented the poster, for example.
- For employees of the University of Passau: Application for approval of a training trip (original version approved by the Human Resources Department).
- If you extended your trip privately: Evidence that your private stay did not result in additional costs for the university.
We are happy to support you with our travel funding also for the participation in virtual conferences where participation fees apply.
If you are an employee of the University of Passau, please also submit an application for approval of a business trip to the Human Resources Department (Ref. VIII/4) before attending virtual conferences and note there that the conference will take place virtually.
In case of cancellation costs, these can be claimed using the settlement form with a brief explanation. You can settle the unavoidable cancellation costs with the usual settlement form. Under "Reasons of any kind" please enter the reasons for the cancellation of the trip. As usual, attach the approval of the business or training trip and the various receipts to the settlement.
In this case, the preclusion period of six months begins from the time you become aware of the fact that the business or training trip cannot be carried out.
For relevant questions, please contact our colleagues from the HR department, unit VIII/4.
Please, pay attention to the currently valid guidelines of the State Ministry of Finance and Home Affairs with regard to official travel:Vorgaben des Staatsministeriums für Finanzen und Heimat im Hinblick auf dienstliche Reisen.
Share this page
