Leaflet for international trips financially supported by the TUM-GS In the course of your membership at the TUM-GS, an internationalization phase is higly recommended. This phase can be adduced (also cumulatively) by doing the following: • • • Research stay at a foreign university or similar institution or even in industry, Presentation of own scientific results at conferences with international attendees as the majority, Cooperation work with international guests here at the TUM. These guests can be invited also by a group of doctoral candidates. The internationalization phase is supported financially by the TUM-GS with a maximum of 1,600 EUR that everybody can apply for after a successful interim evaluation. Furthermore, the first academic supervisor must indicate in a formless letter that the trip to a research facility or a conference or the invitation of international guests in the course of a cooperation project is suitable for the doctoral research work of the candidate. The proof of the requirements is conducted by your Faculty Graduate Center before the journey. Please use the application form attached and send it to the Faculty Graduate Center Chemistry. We recommend to send us the application before you start your trip in order to avoid misunderstandings. The reimbursement of the costs has to be initiated after approval by the TUM-GS according to the hints of the TUMGS attached (next page) to this document. For members who hold a position, the Faculty Office of Service (Fakultätsservicebüro, FSB) must be involved in order to guarantee an accounting according to the Bavarian Laws for Business Travel (Bayr. Reisekostengesetz) How to apply for Support for a trip abroad or the invitation of foreign guests? I. Refundable costs for trips and invitations are: For business tips of coworkers with a contract according to the Bavarian Code of Business Travel for Federal Employees (Bayr. Reisekostengesetz, please ask your secretaries of contact Mr Böhme from the FSB) and also for stipend holders and others all the costs for which a bill can be presented and are of the following kind: • Flight costs (Economy Class), travel to and from the airports • Costs for housing (apartment or hotel) to an adequate extent • Visa costs (imbursed either at the consulate, the university or directly at the point of entry into the desired country). • Admission costs for immatriculation at an university if necessary. • Conference Fees. • Fees for health insurance abroad. II. Basically the following documents are always needed: • • • • • • A positive interim evaluation of the doctorate project The letter of recommendation from the first academic supervisor that the trip or the invitation of guests is suitable for your work. All receipts for the expenses listed under I In case of a paid position (III.2): a business trip has to be authorized before. Should the majority of the cost be covered by the TUM-GS, please insert at the authorization form – position 8 – the fond number 5300572. Should the TUM-GS money be only supportive (e.g. flight and housing), a fond number issued for your research group has to be entered (please ask your secretaries or your advisor) in line 8 and additionally “TUM-GS” under position 7. Special regulations apply for money paid in advance (see III, 1.) Please ask before at the TUM-GS financial department (Mr Heuser), if you still have enough fonds for going abroad. This information is only available there. III. What do you want to do? 1. Apply for advance money Please hand over a list of preliminary costs in EUR to the Faculty Graduate Center (Mrs Dietl, room 26508). Present us also invoices and booking documents as far as applicable. Upon approval, we send this application to the TUM-GS. The TUM-GS reserves the right to retain a part of the maximum amount of money during the payment of the advance money (ca. 20%). The whole reimbursement is then paid after your trip. Please obey the section 2 or 3 regarding your personal status at the TUM.. 2. Request financial support as coworker of the TUM (with a TVL contract) All forms and the contact people for calculating the refundable expenses are available via https://portal.mytum.de/kompass/personalwirtschaft/dienstreisen. • Please request an official authorization of the business trip well in advance to the journey (see above) • In case you did not request advance money, please bring the attached form (“TUM-GS form”) to the Faculty Graduate Center (room 26508) after your trip, list all your costs in there and let it be approved by signature by us. • Please hand over the authorization, the request form for reimbursement of the expenses and the form “cash note” (Auszahlanweisung) together with the attached and signed “TUM-GS” form (this is the official release of your TUM-GS money) and signed with your bank account numbers to the responsible person at the Faculty Service Department. You should also add the letter of reference of your advisor to this package, because then the official of your departmental office can send the reimbursement assignment directly to the TUM-GS (Mr Heuser). 3. Support as stipend holder or external doctorate candidate Hand over all the documents mentioned in section II together with a list of all effective expenses to the Faculty Graduate Center (room 26508, Mrs Dietl). Additionally, you have to confirm in a formless written statement that these expenses have not been covered from other money sources. The Faculty Graduate Center hands over upon approval all the documents to the TUM-GS to get the reimbursement to your pocket. IV. Contact Your Faculty Graduate Center and TUM Graduate School Jörg Heuser Email: [email protected], Telefon: 089 289 10605, Fax: 089 289 10606, Boltzmannstraße 17, 85748 Garching In the case of costs already reimbursed by your research group: A subsequent transfer of the cost is also possible. Application for support for international trips Applicant Ms. /Mr. [Doctoral candidate] Application for financial support for the following intent (please tick appropriate and complete): Research stay the institution or company Presentation (oral / poster) / of own scientific results at the following conference: joint research work with internation guests from this institution: Intended period: - (state beginning and end) These requirements have been met: Full membership (valid supervision agreement, entry at the list of doctoral candidates) positive interim evaluation of the project Recommendation from the first scientific supervisor that the intended trip or the invivation of the international guests is suitable for the progress of the doctoral project Estimated refundable expenses: Position Flight (Economy Class), trip to and from the airports Housing costs Visa costs Immatriculation costs Health insurance Amount (!) Sum Signed: Bank account (for the application of advanced reimbursement or the cost sheet of stipend holders): Account number: Bank code number: Name of Bank: IBAN BIC/SWIFT: Please send the completed document to the Faculty Graduate Center Chemistry The application is passed Garching, (date) as requested. with following limitations: This checkup does not prove if the money is still available or has been already spent by the candidate. The exhaustion can be checked directly by Mr. Heuser from the TUM-GS ([email protected]).