Procedure

Submission of the Application

For more information, please refer to the ▶ current call for applications.

Selection Process/Grant Approval

The selection process takes place after the ▶ announced deadline for each funding period. We will let you know about the results of your application in written form. Please refrain from application requests during that time.

Kick-off Workshop

During a one-day workshop you will work collectively on several strategies how to establish international contacts and networks effectively. The workshop can help you realize your networking plans. 

Planning of the Contact(s)

After the kick-off workshop you will contact the researcher or working group you want to meet and plan your trip.

First Appointment at KHYS

At the latest four weeks before the trip, you will come to KHYS and submit the advance payment form (Vorschussantrag), the travel application of Campus South (Reiseantrag) and the document "Information about the contact person". You receive these documents together with your funding approval. In case you want to visit another contact person than originally stated in your application, you should additionally hand in the form ▶ Application New Contact signed by your supervising professor. The new contact needs to be approved by KHYS.

If you have already paid bills, e.g. a bill for the flight, you can bring the respective bill and the bank statement. If you are employed at the Large-Scale Research Sector, you also need to submit a copy of the travelling application of Campus North.

Advance Payment

Usually, the travel expenses advance payment of €1,500 will be transferred to your bank account four weeks prior to the beginning of the trip. Please note: The advance payment cannot be made during or after your trip and the final accounting after your trip may take some time. Thus, if you do not apply for the advance payment early enough, the reimbursement of your expenses may take several weeks after your trip.

Networking/Trip

You will travel abroad to visit a researcher or working group renowned in your area of expertise and in relation to your research project. You can split the funding and visit up to two contacts (each for a maximum of two weeks). If you plan two trips, please inform us before the first appointment at KHYS. The stay has to take place within the time period mentioned in the information sheet you receive together with the funding approval

Second Appointment at KHYS

After your trip you will come to KHYS and bring all documents for final accounting. Please contact KHYS within two weeks after the trip to make an appointment.

Accounting

Concerning the final accounting, the provisions apply as stated in the information sheet, which you receive together with your grant approval. The actual expenses for your trip (in particular accommodation, flights, public transport, visa if applicable) can usually be accounted. However, additional allowances (e.g. daily allowances) or other expenses for meals etc. cannot be reimbursed within the framework of the Networking Grant. You may find further details concerning the accounting in the ▶ FAQ in German or ▶ FAQ in English and in the information sheet which you will receive together with your funding approval.

Please note: Especially for trips to other continents the costs for your trip might significantly exceed the maximum budget provided in the Networking Grant. Please take this into account before planning your trip and talk to your supervisor and superior in good time before your trip, if they will be able to cover additional costs for your trip.

If your institute agrees, reimbursement of further travelling expenses via your institute is generally possible, but only in form of a subsequent billing after you have been reimbursed for your travel costs through the Networking Grant.

Repayment

In case the travel expenses add up to less than the maximum of €1,500, you will receive a reclaim of KHYS of the respective remaining amount after the stay abroad. You will have to transfer the reclaimed amount within two weeks to the indicated bank account.

Final Report

After having received the final accounting of the travel expenses, you will submit your ▶ final report within four weeks to ▶ networkinggrant∂khys.kit.edu. Reporting obligations are mandatory.