Are you doing your doctorate and planning to present your research results at an international conference? As a member of the Graduate Academy Leipzig, you can apply for a travel allowance from us!

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If you are giving a lecture at a conference or presenting a poster, we can provide support in the form of a travel allowance. Photo: Christian Hüller

Who and what we support

We subsidise the travel of doctoral researchers to international conferences where they make an active contribution. This can be a lecture or a poster presentation as first author. We fund postdocs for conference participation, short networking and research stays at international research institutions through the Leibniz TRAVEL programme.

We generally only provide travel allowances and do not cover all of the costs. In other words, we cover 50 percent of the total costs, but no more than €500 for travelling inside Europe and €800 for international travel outside Europe. Travel grants are paid retroactively after you have submitted a complete travel expense statement. Membership of the Graduate Academy Leipzig is a prerequisite for submitting an application.

Please note when planning and applying for your trip:

  • In order to be able to settle the travel expenses of your business trip in full, you may only extend your stay on site by a maximum of three days in accordance with the Saxon Travel Expenses Act (Sächsisches Reisekostengesetz). In the event of an extension of your trip, the travel or flight costs will be reimbursed to you if they are at least 20% (at least €50) less than the previous or subsequent weekend.
  • Before your trip begins you must have a request to travel form (Dienstreiseantrag) signed by your supervisor and then submit it to your faculty or institute
  • The expected costs for transport and accommodation listed in the travel expense application must be proportionate to the route and destination.
  • We ask you to act in the spirit of sustainability when choosing your means of transport and travel route.

Please note that applications for travel allowances must be made at least 8 weeks before departure.

Before you can register with us as a member of the Graduate Academy Leipzig from 1 March, you have the following opportunity to submit an application for travel allowances during the transition phase: 

  1. Send a funding request for travel to Viola Gründemann. Include the travel dates as well as the name and location of the conference, whether an abstract has already been accepted and whether other funding opportunities have already been applied for.
  2. After our feedback, please provide evidence that you meet the requirements for membership in the Graduate Academy Leipzig: Existence of a supervision agreement and entry on a doctoral candidate list at one of the faculties of our university.
  3. Send the signed form with the enclosures by post to Viola Gründemann. For fast processing, you can submit the completed application form and scans of the attachments in advance by e-mail.
  4. We will get back to you as soon as possible with the funding decision.

Please send your applications to:

Viola Gründemann

Geschäftsstelle Research Academy Leipzig
internes Postfach 341001
04081 Leipzig

When settling travel expenses, the legal principles of Leipzig University must be followed.

The settlement of your travel allowance can be done in the following ways.

Option 1: Grants from several sources
You receive other grants in addition to the grant via the Graduate Academy (e.g. via the faculty, graduate programme, etc.). If this is the case, please ask the person responsible (secretary's office, responsible administrator) to first settle the account for the business trip as a whole. The Graduate Academy will then transfer the promised funds to the faculty, graduate programme, etc. by means of an internal transfer posting.

Option 2: Subsidy only from the Graduate Academy
You do not receive any other funding for your trip. In this case, we require all original travel documents (e.g. hotel bills, tickets) including your request to travel form and the travel expense report as well as any other forms (e.g. recognition of increased accommodation costs). We send the submitted documents to the central service area for travel expenses at Leipzig University. There, the total costs of the trip are determined. We will then pay the travel allowance directly to you on the basis of this processing.

Please note the cut-off period of six months. Your travel expense report must be submitted to the University's Travel Expenses Service within six months of your trip. Handing it in to the secretariat or the responsible administrator in your faculty/institution is not sufficient to ensure that the deadline is met. In the worst case, your entitlement to reimbursement of travel expenses may be forfeited.

Option 3: Reimbursement of a participation fee without travel expenses

You want to have a reimbursement of a participation fee (without travel expenses), e.g. for digital events. In this case, send us the original invoice, a copy of the proof of payment and the completed application for reimbursement of expenses (Antrag auf Auslagenrückerstattung). We will fill in the fields "Reimbursement via cost centre / project no.:" („Kostenerstattung über Kostenstelle / Projekt-Nr:“) and "Details provided by faculty/institute" („Angaben durch Fakultät/Institut“). 

The participation fee must be settled no later than two months after invoicing.

  • I am a member of a structured doctoral programme that also provides funds for travel to international conferences. Where should I first ask for travel allowances?

Since the Graduate Academy Leipzig has limited funding, members of structured doctoral programmes are encouraged to first check with their programme for financial support. In this way, you enable more doctoral researchers who do not have access to this possibility to also receive travel allowances.

 

  • I receive financial support for my travel from my graduate school or another funding body. Can I still apply to the Graduate Academy for travel expenses?

Yes, as the Graduate Academy will only cover a maximum of half of your travel costs, you can still apply. If you already receive more than half of your travel costs from other funding bodies, it is possible that we cover the remaining costs.

 

  • I would like to travel to the destination already one week before the conference starts. Will I still be funded?

Yes, in this case we will cover all additional costs you incur for the completion of the official business. In concrete terms, this means that travel to and from the conference will not be funded, nor will any costs arising from private travel.

 

  • Will meals be covered during my trip?

No, we do not provide a daily allowance ("Tagegeld").

 

  • Does the Graduate Academy also cover visa application costs?

Yes, if a visa is necessary for your research trip, we will also subsidise the costs by up to 50 %.

 

  • The conference takes place digitally. Can I still apply for participation fees?

Yes, we will also cover up to 50% of the costs if all conditions for funding are met.

 

  • When can I expect reimbursement of my travel expenses after I have correctly accounted for the trip?

Processing times vary and can take one to several months. We kindly ask for your understanding.

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