University partnerships: grants for TUW staff
TU Wien has concluded bilateral agreements on cooperation in research and education with universities from different countries. Under these agreements, TU Wien will bear the relevant travel costs for TU Wien staff. The costs of stay should be covered by the host university (see Guidelines).
GUIDELINES for the use of the grant financed from "Funds for University Partnerships"
1. Eligible beneficiaries
The travel grant for a stay abroad from the “Funds for University Partnerships” can only be applied for by TU Wien staff with a valid employment contract (except for project assistants/lectors)!
There is no legal entitlement to this funding.
2. Eligible activities
The funding is primarily foreseen for the initiation and realisation of research and academic cooperation with partner universities of TU Wien.
The travel request must be submitted through ESS Travel Management at least 3 weeks prior to departure. Please break down the estimated cost comprehensibly and justify your application.
In the cost allocation field, the internal order (“Innenauftrag“) GEV063010PAR must be entered!
The submitted travel request will be subsequently processed by the International Office of TU Wien being the responsible financial department.
4. Eligible costs
√ up to 400 km distance: 2nd class train fare;
√ more than 400 km distance: 1st class train fare, sleeping car compartment (double) if necessary;
√ more than 800 km distance: airfare (economy fare);
√ Travel to and from the airport (only if using public transport);
! If using your own car, a transport subsidy will be reimbursed.
¤ NO mileage allowance, NO parking fees
¤ NO taxi fares, NO hire cars
¤ NO visa fees
¤ NO travel and cancellation insurance
Costs of stay:
! The costs of stay should be covered (either fully or in part) by the host university under the respective partnership agreement. Please check the financial conditions with the host university!
¤ NO daily flat rate, NO restaurant expenses!
¤ NO telephone costs!
¤ NO conference fees!
Each applicant can apply for a maximum of € 2500 per budget year for travel abroad.
5. Approval by the International Office
The approval of travel costs based on your costs estimate is carried out electronically in ESS Travel Management by the International Office being the responsible department for the budget. You can edit your application at any time, and add any missing information until the approval.
Subsequently, your leave of absence must be approved by the head of your organisational unit.
Travel accounting has to be done in ESS Travel Management after the end of the trip.Please enter the exact date of departure from your place of employment and the return date, as well as the times of border crossings, as these must be taken into account in the calculation.
Please record your travel costs in ESS Travel Management and send the original supporting documents (invoices, receipts, travel tickets, flight tickets) along with your ESS travel expenses statement (“Reisekostennachweis”) to the Accounting Department (“Quästur”).
Once the documentation has been received, the travel accounting will be checked pursuant to the guidelines, and approved by the International Office. The original supporting documents will be archived in the International Office.
The travel grant is usually paid on the 15th and 30th of the month, but on the 2nd and 4th Monday of the month for civil servants (“Beamte”). To meet the relevant payment deadline, the statement of travel costs must be approved by the International Office at least 5 working days in advance.
8. Short report
Based on the provision of the grant, the applicant is obliged to produce a short written report about the trip abroad and to submit it directly to the International Office within 14 days of the end of the trip.
Contact person for mobility grants in the International Office:
Mag. Diana TSENOVA
Gusshausstrasse 28, 1040 Wien
Tel.: 01 58801 41557
Fax.: 01 58801 41599
Tuesday 9.00 - 17.00
Wednesday 9.00 - 17.00
Thursday 9.00 - 13.00
10. Additional financing requests
In the case of additional financing commitments from other parties (dean’s office, FWF, etc.), the International Office must be informed, and may ask for partial repayment. Furthermore, any changes to details provided by the applicant, especially changes to the duration of stay or the cancellation of the trip abroad, must be communicated to the International Office immediately.
11. Cancellation of foreign trips
Please note that neither cancellation fees for unstarted journeys, nor cancellation insurance can be financed from this budget!