APART-GSK

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

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.