ࡱ> bjbj?H?H;]"c]"c3nll86P #"###%j%4%5555555$ :<5%$"%%%5##Gu6N(N(N(%R##5N(%5N(N(0*2#@w|t81*&z156061c=&rc= *2c=*2`%%N(%%%%%55N(%%%6%%%%c=%%%%%%%%%l :Forbeholdt administrationen:Ansgning modtaget  Application to the STUDY TRAVEL FUND The application should be sent to the Departments finance employee per e-mail. Please read the guidelines before filling out the form. Remember to enclose any relevant documentation. 1. Personal dataName:  FORMTEXT      E-mail:  FORMTEXT      Department:  FORMTEXT      PhD programme started (MM/YY):  FORMTEXT       Supervisor:  FORMTEXT       Expected submission date (MM/YY):  FORMTEXT      2. Purpose of the trip: (tick the relevant) FORMCHECKBOX Participation at an international symposium/congress or the like  FORMCHECKBOX International research work / study trips (other than change of environment) FORMCHECKBOX Change of study environment FORMCHECKBOX Courses abroad  FORMCHECKBOX Courses awarding ECTS as part of the approx. 30 ECTS PhD courses (enclose the approval from the PhD Committee)  FORMCHECKBOX Others (describe): Trip destination:  FORMTEXT      Name of event:  FORMTEXT      Time frame for the trip:  FORMTEXT      3. Activities: (tick the relevant) FORMCHECKBOX Invited as a speaker. Enclose an abstract, and if relevant the program and registration. FORMCHECKBOX Lecture/poster has been submitted. Enclose abstract, and if relevant the program and registration. FORMCHECKBOX Others (describe): FORMTEXT       4. Budget:Travel expenses: Flight: DKK  FORMTEXT      Train: DKK  FORMTEXT       Car: DKK  FORMTEXT       (Explain why its neccessary to use a car.)Subsistence expenses that are not otherwise covered for example through the course fee:Meals:  FORMTEXT       DKK per day  FORMTEXT      Total:DKK  FORMTEXT      Hotel:  FORMTEXT       DKK per day  FORMTEXT      Total:DKK  FORMTEXT      Congres fee/Course fee: DKK  FORMTEXT      Others: DKK  FORMTEXT      Amount applied for: Total:DKK  FORMTEXT      Financial support from other sources (enclose documentation):Support from the host (amount):DKK  FORMTEXT      Other support (amount):DKK  FORMTEXT      Comments on the budget (for example an explanation if wish to use your own car):  FORMTEXT       Which sources (webpages) have you used in order to find the most affordable  reasonable travel option (Flights must be orders through Via Egencia):  FORMTEXT       Describe the trips importance for your PhD Study (describe the project which the trip is relevant for):  FORMTEXT       Enclosures:  FORMTEXT       5. Signatures Applicant: Date:  FORMTEXT       Block letters /stamp SignatureMain supervisor Dato:  FORMTEXT       Block letters /stamp Signature 6. Reserved for the department s finance employee:Spent in year:Spent in year:Spent in year:Travel expenses for change of environment:Finance employee:  Date: Signature Amount granted: Head of Department: Date:  FORMTEXT       Block letters /stamp Signature Comments:  Enclose the following documents: Change of environment: Academic approval by the Head of the PhD school PhD courses granting ECTS credits: Academic approval by the PhD Committee Congress travels: Official information on the congress (including programme and information on participation fee and subsistence expenses), title and abstract of the PhD fellows contribution (if applicable) and a statement by the supervisor. Study trips: Invitation or approval from the host institution and a statement by the supervisor.  The Head of Department decides whether funding from the Study Travel Fund is granted. The PhD student and supervisor are responsible for raising funding for the desired study trips and courses. The Study Travel Fund is one of several possible funding sources. Other sources could be foundations. In some cases, external funding granted to the supervisor will cover the expenses. In case the PhD student is not able to raise enough funding for an external research experience or course which has already been academically approved, the PhD student and supervisor must find an alternate external experience or course. NOTE: The grant must be given before expenses are paid. Guidelines for the granting of funds The Head of Department decides whether funding from the Study Travel Fund is granted on the basis of these guidelines and an individual assessment of the application. The PhD student and their supervisor are responsible for raising funds for the desired study trips. The Study Travel Fund is one of several possible funding sources. Other sources could be foundations. In some cases the supervisor will cover the expenses from external grants. In case the PhD student is not able to raise necessary funding for the chosen and academically approved change of study environment or course, the PhD student and supervisor must find an alternate study trip. Funding from the Study Travel Fund must always be applied for prior to the paying any expenses. A PhD student applying for funding after having paid for expenses cannot expect to have the costs covered by the Study Travel Fund. What can you apply for? The department can provide financial support to PhD students in connection with Trips to congresses abroad Study trips abroad Change of study environment Course fees for courses abroad The Head of Department may only grant funding for change of study environment if the Head of the PhD School has given an academic approval. An academic approval does, however, not guarantee that funding will be granted from the Study Travel Fund. When applying for funding to cover fees for foreign courses, the applicant must state whether the course is included in the approx. 30 ECTS required by the PhD programme. If so, documentation of the academic approval by the PhD Committee must be enclosed. Please find the rules for academic approval of change of environment and PhD courses in the PhD guidelines. The PhD secretariat is responsible for the administrative work related to the academic approval. Unless the applicant is contributing with a lecture, poster or the like, financial support for participation in congresses et al. will only be granted if special reasons call for it, e.g. networking. Who may apply? All employed PhD students at the Faculty of Science may apply for funding from the Study Travel Fund. Externally financed PhD students may apply unless their employment contract or letter of enrolment states otherwise. How much may you apply for? NB! In addition to applying for funds that cover travel expenses, PhD students may also apply for funds to cover subsistence expenses during change of study environment. The maximum amount which can be granted to cover travel expenses during the entire period of enrolment is DKK 37,500 (Maximum Grant Amount). Grants will usually not exceed DKK 12,500 per year (Maximum Annual Amount). If the PhD student spends less than DKK 12,500 in a particular year, any unspent funds from one year are transferred to the following year. This increases the amount that the PhD student can apply for the following year. From the Maximum Grant Amount of DKK 37,500, DKK 10,000 is earmarked for travelling expenses related to the PhD students change of environment. If a PhD student applies for funds exceeding the Maximum Grant Amount or the Maximum Annual Amount, the PhD student must enclose an explanation written by their supervisor describing how expenses for the change of environment and any other study trips will be covered. Maximum grants for specific trips The maximum grant available to cover board and lodging is DKK 1,000 per day, with a monthly maximum amount of DKK 5,000 per started month. A maximum of DKK 12,500 may be granted for trips within the EU whereas a maximum grant of DKK 15,000 may be granted for overseas trips. Applicants are requested to travel as inexpensively as possible, in consideration of travel times, comfort et al. To the greatest extent possible, applicants should make use of any discounts to which they are entitled, including group travel discounts. According to the Guidelines for travels at ǹɶ, travels financially supported by the Study Travel Fund must be purchased through Via Egencia. Read more at  HYPERLINK "http://sdunet.dk/Vaerktoejer/NytomVaerktoejer/Nyheder/Via-Travel.aspx" http://sdunet.dk/Vaerktoejer/NytomVaerktoejer/Nyheder/Via-Travel.aspx. If the PhD student has received funds from other sources or if it is assessed that similar benefits can be achieved through significantly less expensive arrangements, the Study Travel Fund may only provide partial financial support. This assessment is made by the Head of Department, if necessary with guidance from the departmental PhD Committee. Please remember to apply for grants in good time. According to general practice at the Faculty of Science, PhD students travelling expenses are reimbursed as per account rendered, with reference to the grant. Change of environment PhD fellows can apply for financial support for their change of environment at foreign universities or foreign university-level research institutions. The Study Travel Fund does not cover travel expenses for accompanying family members. The Study Travel Fund does not provide financial support for tuition fees. Applicants are requested to look into the possibilities for avoiding tuition fees at the specific university e.g. acquiring guest status. PhD fellows can apply for financial support for visa expenses. Subsistence expenses during change of environment Apart from funds covering travelling expenses, PhD fellows can apply for funds that cover subsistence expenses. The grant will be based on an individual assessment and may not exceed DKK 6,000 per month. Funding granted to cover subsistence expenses are given independently from the Maximum Grant Amount. Expenses for spouses or other family members are not covered. Any funding granted to cover travelling or subsistence expenses is always reimbursed as per account rendered. All requests for travel reimbursement should be filed electronically via ǹɶԒs Travel Expense Management system. 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Accompanying family members are not covered by the insurance. PhD students who are not employed with ǹɶ or do not receive SU-PhD stipendium are not covered by the universitys travel insurance and are strongly urged to take out their own travel insurance Industrial PhD students should enquire their place of employment about insurance coverage during work-related trips. Residency permit, taxes, et al. It is the PhD students responsibility to contact any relevant authorities in connection to stays abroad (SKAT, the national register, the universitys travel office, insurance companies et al.). Please also be aware that PhD students may have the possibility to claim a tax free allowance to cover certain expenses in connection with work-related travels. More information is available at the  HYPERLINK "http://www.sdu.dk/en/Forskning/PhD/Phd_skoler/Naturvidenskabelig_phd_uddannelse/Philos/Nyttig_info/Udlandsophold" Philos website. Please contact SKAT for any further guidance on tax-related matters. Application procedure PhD students may apply for funding from the Study Travel Fund by filling out an application form and sending it to their departments finance employee. The following must be enclosed: Change of environment: Academic approval by the Head of the PhD school PhD courses granting ECTS credits: Academic approval by the PhD Committee Congress travels: Official information on the congress (including programme and information on participation fee and subsistence expenses), title and abstract of the PhD fellows contribution (if applicable) and a statement by the supervisor. Study trips: Invitation or approval from the host institution and a statement by the supervisor. The application should be sent by e-mail to the departments finance employee. The finance employee will verify the PhD students spending from the Study Travel Fund and note it down on the application form. The finance employee will subsequently send the application and any enclosures to the Head of Department. The Head of Department decides whether any funding is to be granted and, if so, notifies the finance employee of the granted amount. The finance employee will notify the PhD student of the decision.     UNIVERSITY OF SOUTHERN DENMARK Versionsdato: 04/12 Faculty of Science PAGE  PAGE 1 )*89OPd$-6uuubuO$h3h/WCJOJQJaJmH sH $hVh/WCJOJQJaJmH sH 'h3h/W6CJOJQJaJmH sH *h3h/W56CJOJQJaJmH sH %jhVh/W0JOJQJUaJhVh/W0JOJQJaJ!jhVh/WOJQJUaJ *hVh/WOJQJaJ$hVh/WCJOJQJaJmH sH hVh/WOJQJaJO6r:;=>@ACDFGz R 'gdI/gd/Wgd/W$ & Fgd/W 9:;<>?ABDEGefyz˸uhYNhVGyhYmHsHh}IhYOJQJmHsHhak5OJQJmHsH h%hYCJOJQJmHsHhnCJOJQJmHsHhYOJQJmHsHhakOJQJmHsHhjhU$hVho,eCJOJQJaJmH sH  *hVh/WOJQJaJhVh/WhlNOJQJaJhVh/WOJQJaJh3OJQJaJzgd/W &`#$gdK* & R H >4!gd $hVho,eCJOJQJaJmH sH hhgxG0JmHnHu hY0JjhY0JUhY90/R :p BP. 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