APART-GSK Documents

DOCUMENTS UPON RECEIPT OF A FELLOWSHIP

Form for reports

Here you can find information on submitting reports


Information and forms for the accounting of travel, material, and material costs

TRAVEL COSTS

Accounting (annual and final billing)

New self-employed:

  • Travel costs billing form
  • A listing of costs (e.g. an Excel table) with exact indication of date and description of the expense and amount (in the relevant currency); signed and checked by the fellowship holder for substantive and mathematical correctness
  • Invoices in the original (numbered like in the travel costs billing!)
  • Confirmation of payment (numbered after invoices in travel costs billing!)

Can be financed:

  • Air tickets, boarding passes, bus and railway tickets in the original
  • Seminar or conference fees
  • Hotel bills (up to 120 euro/per night)
  • For travel by private car, costs equivalent to a second-class rail ticket are accepted (please enclose an excerpt from the homepage of the railway company)
  • Taxi bills will only be accepted if justified (e.g. heavy luggage)
  • self-organised workshops/invitations or rather travel costs for guest speaker(s) and participants (NOT financed will be: conference dinner, reception and conference kit as well as bookings for conference rooms)

Can not be financed:

  • Per diems
  • business lunch/dinner

Employees:

The travel costs are to be billed with the relevant university or research institution according to the guidelines in effect there.

At the termination of the fellowship a billing of all travel costs over the entire course of the fellowship (e.g. as a SAP cost centre list) must be sent by email to the Department for Fellowships and Awards. Therein contained are: copies of invoices over 5.000 Euro AND copies of work contracts and fee invoices.

MATERIAL COSTS

Accounting (annual and final billing)

New self-employed:

  • A listing of costs (e.g. an Excel table) with exact indication of date and description of the expense and amount (in the relevant currency); signed and checked by the fellowship holder for substantive and mathematical correctness
  • Invoices in the original (numbered like in listing of costs!)
  • Confirmation of payment (numbered after invoices in listing of costs!)

Can be financed:

  • Consumables
  • Books
  • IT accessories and small equipment (up to 400 Euro)
  • Notebook or Laptop (up to EUR 3.000)

Cannot be financed:

  • Cell phones
  • Postages, telephone and/or internet invoices

Employees:

The material costs are to be billed with the relevant university or research institution according to the guidelines in effect there.

OTHER COSTS

Accounting (annual and final billing)

New self-employed:

  • A listing of costs (e.g. an Excel table) with exact indication of date and description of the expense and amount (in the relevant currency); signed and checked by the fellowship holder for substantive and mathematical correctness
  • Invoices in the original (numbered like in listing of costs!)
  • Confirmation of payment (numbered after invoices in listing of costs!)

Can be financed:

  • work contracts and fee invoices
  • costs for open access publishing
  • costs for external conducting of project-specific work
  • costs for project-specific required software
  • costs for coaching and personnel development measures

Employees:

The material costs are to be billed with the relevant university or research institution according to the guidelines in effect there.

UPON RECEIPT OF A FELLOWSHIP

APART-GSK DOCUMENTS