Fakultätsgraduiertencentrum Ingenieurfakultät Bau Geo Umwelt (FGC-BGU) Information sheet of the FGC-BGU Financial support of a research stay abroad or inviting of international guests I. Conditions Research is more international today than ever before. That is why TUM supports early international and intercultural collaboration in research, and the creation of global networks. In order to offer all doctoral candidates the opportunity to gather and deepen international research experience, TUM-GS funds internationalization measures in the form of reimbursing travel costs, conference/symposium fees, accommodation costs, etc. As a rule, the following measures can be funded with up to 1,600 euros: Research stays at an academic institute or at an research intensive industrial company abroad (in general of at least two weeks), Presenting own academic findings at international conferences and symposia abroad Participating in international specialized Summer/Winter Schools, specialized workshops, etc. Inviting and performing joint research projects with international guest scholars at TUM, as well as travel costs for examiners to take part in the doctoral voce (thesis defense). Doctoral candidates who pursue a doctorate according to the current doctoral regulations (effective as of January 1, 2014) can request another 1,400 euros in addition to the 1,600 euros for: Research stays of at least four weeks at a time at an academic institute or with a company that carries out research in another country. II. Refundable expenses for travel and for the reception of guests are: Flight costs (economy class only), as well as costs of travelling to and from airports. Hotel and rental costs (within reasonable limits) Cost of acquiring visa at consulate, university and in the relevant country. University enrollment costs Cost for conference fees Other costs being refundable in accordance with the Bavarian Travel Expenses Regulation, BayRKG Important note: The reception of a guest is only being supported, if the doctoral candidate and the guest have to work together actually, e.g. in order to prepare a publication.
Fakultätsgraduiertencentrum Ingenieurfakultät Bau Geo Umwelt (FGC-BGU) III. What to do? You re a PhD student with TUM - employment (internal PhD): 1. Application for approval of a business or educational training trip (to be submitted at the responsible travel expenses office) 1) 2. TUM-GS Application for the support of internationalization via DocGS (only visible after the feedback discussion) Special Case If refunding the travel expenses before the trip: Dienstreisegenehmigung oder Fortbildungsreisegenehmigung = approval of a business or educational training trip TUM-GS Application for the support of internationalization, signed both by PhD student and supervisor Statement of already payed costs (Appendix 1) and original receipts (Appendix 1, Word-Document to be asked for at FGC-BGU by mail) Arrangement of installment payments, approved by the Reisekostenstelle (travel expenses office) 3. Implementation of an act of internationalization 4. 5. 6. Application for refund of the travel expenses and handing in of all receipts at the responsible travel expenses office: You ll get back your documents via tum internal mail TUM-GS Application for the support of internationalization, signed both by PhD student and supervisor Approved travel request Payment order of the responsible travel expenses office All original receipts If you which that all documents are being resent to the professorship in order to get an additional refund, you have to leave a note on your application documents 1) All forms and the contact for the calculation of refundable costs, see the service-compass TU Munich: https://portal.mytum.de/kompass/index?keyword=dienstreisen#d You re an external PhD student or scholarship holder 1. Apply for the TUM-GS Application for the financial support of internationalization at FGC-BGU: Written confirmation or proof of the scholarship providers that under the scholarship there is not provided any internationalization support and scholarship funds are not being reduced by the amount of the funding requested. If there is provided any internationalization support, they must be used first. If the provided internationalization support is already used up, an overview over all the acts of internationalization has to be added to the application documents. All documents are to be handed in at the FGC-BGU 2. FGC-BGU unlocks the support of internationalization via DocGS and sends the Word-Document TUM-GS Application for the Refund of Travel Expenses to the PhD student (Appendix 2 (3 pages)) Special Case 3. Staying abroad 4. Apply for funding before the trip: TUM-GS Application for the financial support of internationalization, signed both by PhD student and supervisor List of already payed costs (Appendix 2 (3 pages)) and all the original receipts TUM-GS Application for the support of internationalization, signed both by PhD student and supervisor TUM-GS Application for the Refund of Travel Expenses (Appendix 2 (3 pages)) All the receipts in original 5. Refund of the cost by the TUM-GS within available funds IV. Contact Anschrift: Dr.-Ing. A. Spengler FGC-BGU Lehrstuhl für Werkstoffe und Werkstoffprüfung im Bauwesen Baumbachstraße 7 81245 München TUM HAUSPOST Tel. (089) 289-27102 E-Mail: annette.spengler@tum.de
Appendix 1: only for PhD students with TUM - employment (internal PhD): Funding Table (appendix to the TUM-GS Application for internationalization support) Private address: Bank account holder: IBAN: BIC: Receipt Date Description Costs Currency Exchange ratio EUR No. 1) 1 2 3 4 5 Total (EUR): I herewith confirm that the costs have not been reimbursed elsewhere/by another party (e.g. the host institution, foundations etc.). Place, date Signature applicant: 1) Please note: - all the receipts have to be in original - give the receipts numbers and note them on the bill in order to make it possible to assign them - If the receipts are not in DIN A4, please stick them on a DIN A4 paper
Mr./Ms.: Appendix 2: external PhD student or scholarship holder TUM-GS Application for the Refund of Travel Expenses Based on: TUM-GS Application for Internationalization Support from: Receipt stamp Transportation costs Travel distance Accommoda- I. Arrival a) train/plane tickets b) surcharge c) reservation d) miscellaneous compensation a) number of km b) number of car tion costs; additional costs (to be Start of outward journey on at o clock At: private address other: Transportation means: From: To: II. Stay at the location of the internationalization activity Arrival at the location on at o clock Start of activity on at o clock End of activity on at o clock Transportation costs for the entire duration of the activity at the activity private III. Departure Start of return journey on at o clock From: To: Transportation means: End of the journey on at o clock At: private address other: IV. Journey abroad/overseas Place, date and time of the border crossing or landing at the first airport of the target country Outward journey: Return journey: V. Allowance In connection to the journey I received: refund of travel expenses no yes, in the amount of for: free accommodation no yes free catering (incl. beverages) breakfast* no yes, on lunch no yes, on meal(s) on the airplane breakfast no yes, on (incl. beverages) lunch no yes, on included in the conference fee accommodation no yes, on (incl. beverages) breakfast no yes, on lunch no yes, on only for journeys abroad canteen meals possible no yes
free catering breakfast no yes, on in the canteen/cafeteria lunch no yes, on *Breakfast is also counted as free of charge if included in the accommodation rate. VI. Explanations of any kind: I ve already received a refund/advanced payment: no yes, in the amount of (Euro) I confirm the accuracy of all the information provided and ask for the payment to the bank account mentioned in the funding table (see appendix). Place, date Signature
Appendix 2: external PhD student or scholarship holder Funding Table (appendix to the TUM-GS Application for internationalization support) Private address: Bank account holder: IBAN: BIC: Receipt Date Description Costs Currency Exchange ratio EUR No. 1) 1 2 3 4 5 6 7 8 Total (EUR): I herewith confirm that the costs have not been reimbursed elsewhere/by another party (e.g. the host institution, foundations etc.). I herewith confirm that my scholarship provider does not provide any funding for the applied internationalization activity and/or I have used all possible internationalization support from my scholarship provider prior to this application. Any financial means offered by my scholarship holder will not be reduced of the amount of the TUM-GS financial support I m applying for. Place, date 1) Please note: Signature applicant: - all the receipts have to be in original - give the receipts numbers and note them on the bill in order to make it possible to assign them - If the receipts are not in DIN A4, please stick them on a DIN A4 paper