DOCUMENTS UPON RECEIPT OF A FELLOWSHIP

The currenct guidelines (note: these guidelines only apply to those who have already received a Fellowship!) on the legal aspects of the APART-GSK Fellowship Programme.

Form for reports

• Interim report
• Final report

Here you can find information on submitting reports

TRAVEL COSTS

Accounting (annual and final billing)

New self-employed:

• Travel costs billing form (retrievable at Link zum Formular)
• 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
• Confirmation of payment

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)

Can not be financed:

• Per diems
• business lunch/dinner
• self-organised workshops/invitations or rather travel costs for guests speaker(s)

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

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

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.