1. Actual allocated amounts
The exact amount allocated to your Interdisciplinary Grant group will be based on a realistic assessment of necessary costs and their documentation such as receipts and detailed breakdowns of subtasks and related work hours for RAs. Please see below for general information on reimbursement procedures.
2. Money transfer and advance payments
The granting of advance payments is subject to sufficient documentation of estimated costs. We will grant estimated amounts a maximum of 3 months ahead of the event/travel. We suggest that one person of your group acts as treasurer who receives an advance payment or reimbursement after providing information on the effectively required amounts. This person will also be responsible for collecting all necessary documentation for the expenses of the group. See below for a detailed list of required documents.
3. Documentation of costs
All expenses have to be documented with the original receipts and be submitted to the GYA office. If you receive GYA funding for the organization of an event please also submit a list of participants with their full names and signatures.
a) Travel funding
For travel (co-)funding we need the usual documents (receipt, price on ticket, boarding pass at least of the outbound flight) for the reimbursement of a low-cost economy flight between the place of residence and the event. The office will agree beforehand on a maximum amount based on a price research with those who travel (the GYA cannot be held financially responsible for late booking). The group member acting as treasurer is in charge of organizing the flight booking and reimbursement process, collecting all mentioned documents from group members and forwarding them to the GYA office. Please contact the office for more information.
b) Research Assistants and other temporary staff support
Please send us a document from the institution the RA is affiliated to that mentions the usual RA salary per hour, the GYA related general tasks and work hours as well as the total duration of the project. Please also provide a breakdown of subtasks and related work hours in the tab “Tasks Research Assistant” in the financial plan we are sending you with these guidelines.
4. Non-reimbursable expenses
The following expenses are non-reimpursable:
- Travel/ Flight insurances
- Per diems (Exceptions may apply if travel would otherwise not be affordable, e.g. for a member from an LLDC. In this case we have to apply rates applicable under German public regulations.)
- Gifts or incentives as sometimes provided in the context of surveys or for trainers/ speakers at meetings. These cannot be reimbursed.
5. Combination of GYA travel with private stay
Please note that your flight cannot be reimbursed if your “business travel” (in this case travel for GYA) is combined with more than five weekdays of private stay or stay for another purpose or if the private stay is longer than the business part of your trip.
6. Deadlines for reimbursement procedures, financial updates and activity report.
Reimbursement should be requested as soon as possible but not later than 8 weeks after the end of an event or flight. Reimbursement for Research Assistants can be requested per semester or term. Funded activities for 2022 can begin soon after grant confirmation. Not later than four weeks after the conclusion of the Interdisciplinary Grant, the group must report back to the EC (through the Office) on their activities and outcomes and submit a final report and a financial report. An interim report is requested after about 6 months of the grant period.