TUM-GS and financial support for trips abroad
One of the duties of the TUM-GS is to enhance international exchange of our doctorate candidates. For this purpose, it is possible to get financial support for the attendance of conferences or researchs stays abroad.
Für our volontary members, this support is 1,600 EUR in the maximum. For the obligatory members, the same amount applies for conference trips, but it can be topped up to a maximum of 3,000 EUR for longer research stays of 1 month and longer.
How to apply
Important: Only these following new rules apply for everybody who want to have international support from the TUM-GS.
The basic prerequisite is the interim evaluation (in the 2nd year) that has to be conducted way before the trip (use this form => volontary members send it to the graduate center, obligatory members use Doc-GS and its upload function). In the rare cases, when a trip should be scheduled for the first year, please ask the graduate center for an exception from this rule. Usually, these exemptions need an explanatroy letter from your supervisor. For all other cases, this letter is not necessary anymore!
The steps of application are very much dependent on your personal work situation within the doctorate phase. Basically, there is a distinction between stipend owners and position holders.
1) Getting the permission for the business trip and/or the support money
The simplest case is the stipend holder. These cases do not need to offically ask for permission for a trip. What you do need is to apply for the money. Here you need the form "International Support" (Download here for volontary members of the TUM-GS. Candidates with an obligatory membership (since 2014) find their form in the Doc-GS system. Ask your Graduate Center for creation of the form. Additionally, you need a quote from your stipend donator that no other money source is available for you for the relevant trip. Please bring all necessary documents to your Graduate Center for approval!
More complicated is the case of a candidate who is empolyed by the university (even in low percentage!). The Bavarian law for business trips has to be obeyed. As first step, the business trip needs a permission. This is achieved by filling out the relevant form (Dienstreiseantrag) - the financing of the trip has to be described. Therefore under 8 (Financing) or 7 (Support from a Third Party) the TUM-GS with its fonds number 5300572 has to be mentioned. Additionally, you have to get the approval that you can use the TUM-GS support. This is achieved by filling out the form "International Support" (Download here for volontary members of the TUM-GS). Candidates with an obligatory membership (since 2014) find their form in the Doc-GS system. Usually, this form appears in Doc-GS after the "interim evaluation / feedback talk" has been stored by you in Doc-GS. If you would like to use the money already in the first year, ask your Graduate Center for creation of the form without having the feedback talk. Bring this form to your Graduate Center. The final permission of the trip will be acquired at the Personell Office of the Faculty - travel cost department. In some cases, when the 1.600 EUR or the 3.000 EUR are not sufficient enough, a financial source from the research group can be added on the "Dienstreiseantrag". In case of longer trips, a delegation can be useful (the travel cost department can give you advice on this).
2) Possible steps for getting money reimbursment in advance
Only after the permission of the business trip and/or approval of the Graduate Center, money can be requested. It is possible to get "advance money", this means getting a reimbursement of payments occuring before the trip - a final reimbursement has to follow in any case after the trip. It is also possible to get the reimbursement for everything afterwards.
Stipend holders: You need the approved form "International support" from step 1 and all receipts and proof of payments that you paid before going abroad. Please send everything via inhouse mail to Mr Jörg Heuser, TUM-GS, Boltzmannstr. 17, Garching.
Doctorate candidates on house positions: Necessary are the forms "Abrechnung einer Dienstreise", "Auszahlanordnung" and the approved form "Dienstreiseantrag" and the approved from "International support" from step 1. Send everything to the Personell Office of the Faculty (Travel costs) - it will also be forwarded to the TUM-GS.
3) Final reimbursement after the trip
Regardless if somebody had claimed money in advance, in the end after every trip with international support, a final reimbursement has to be initiated.
Stipend holders: You need the approved form "International support" from step 1 and the form "TUM-GS application for reimbursement of travel costs" together with all relevant receipts and proof of payments. In cases where you claimed money in advance, please mention the total sum as well. Please send everything to Mr Heuser (address: see above) in the TUM-GS!
Doctorate candidates on house positions: Necessary are the forms "Abrechnung einer Dienstreise", "Auszahlanordnung" the approved "Dienstreiseantrag" and the approved form "International support" from step 1. Please do not use the from "TUM-GS application for reimbursement of travel costs", because it is only valid for stipend holders! If you recieved money in advance, please mention it on the form "Abrechnung einer Dienstreise". Send everything to the Personell Office of the Faculty (Travel costs) - it will also be forwarded to the TUM-GS.