HYMY Travel Grant

Payment of Travel Grant for Doctoral Candidates 2018

When you have received an acceptance for your application, please read carefully the instructions under. Please note that these instructions replace all other and previous instructions on travel grant payment.

The travel grant can be paid either as A) a conventional allowance for travel expenses for work-related travel or B) as a grant.

A recipient can be an employee of the University of Helsinki or someone working outside an employment relationship. If the person is an employee of the University of Helsinki, the travel grant received will be paid as a conventional allowance for travel expenses. BUT if the person is not an employee of the University of Helsinki, the travel grant received will be considered as a grant. A grant recipient must acknowledge the travel grant in his or her taxation and claim deductions from the taxation, if applicable.

The practice as to how to prepare the travel request and make travel arrangements depends on grant recipient’s status at the university.

A. If you are an employee of University of Helsinki

Prior to the trip

All employees of University of Helsinki must follow University of Helsinki instructions for travelling.

All travel grant recipients must draft a travel request prior to their trip. Travel insurance is valid only if the traveller has submitted a travel request.

1) Submit the travel request before the trip in SAP. Instructions found here.

2) Please add to ”Comment” –section of travel request form an information about awarded travel grant, e.g. ”Travel grant for Doctoral Candidates, autumn 2018”.

3) Assign travel costs to your own doctoral programme under the Cost assignment tab. Indicate on the tab the travel grant WBS code of your own doctoral programme. A list of these codes can be found from the decision e-mail (sent to you) and at end of these instructions.

4) All University of Helsinki employees must book flights via CWT travel agency (please see https://flamma.helsinki.fi/en/HY370825). If you wish, you can book your accommodation via CWT (+ 358 205 615 635 / university.fi@contactcwt.com) as well. More information about CWT.

5) While booking, please inform that you are using Doctoral School in Humanities and Social Sciences travel grant for the trip. CWT will send the invoice to the university.

6) The rest of the travel grant will be paid to you after the trip based on travel expense report.

After the trip

1) Submit the travel claim in SAP. The travel claim must be submitted within two months from travel.

2) In case you haven’t already filled in the information about the awarded travel grant to the travel request form, please add it to add to ”Comment” –section of travel claim, e.g. ”Travel grant for Doctoral Students, autumn 2018”.

3) In case CWT has sent your travel cost invoice directly to the University, please add this information to the ”Comment” –section. Please write here the price of your flight as well.

4) Please do not enroll bookings made via CWT as cost in travel claim, as University has already paid these costs.

5) Please attach scanned copies of all documents related to your travel costs to the travel claim. In other words, remember to retain all receipts, tickets etc. Please attach the conference program to the travel claim as well. If possible, please attach all documents as one PDF-file.

6) The remaining part of the travel grant will be paid to you after the travel based on travel claim, once the invoice is accepted.

B. If you are not an emplyee of University of Helsinki

Prior to the trip

1) Fill in the travel grant form:

2) Email the form to Doctoral School in Humanities and Social Sciences in good time before your travel to hymy-doc@helsinki.fi.s. Due to EU- data protection regulation, it is recommended that you use secured e-mail: hymy-doc@helsinki.fi.s

3) The travel grant will be paid to your bank account once your grant application is processed. The payment cycle of grant is relatively long, so in order to receive the payment before your trip, please submit the form as soon as the grant has been awarded to you. Payment days of grants are usually the last bank day of every month.

4) You must take care of all the travel arrangements and flight and accommodation bookings yourself, and pay the costs by using the travel grant you have received. Remember to retain all receipts, tickets etc. in case you need them for taxation.

Please note, that when travelling with grant (as non empoyee of UH), you don't have travel insurance of any kind from the university. Please take care of insurance yourself as you see necessary. 

After the trip

1) In case you have received a travel grant, you don’t have to give an account or report of your travel and it’s cost.

2) In case you will not use the travel grant awarded to you, see below for instructions.

Costs covered by travel grant

The travel grant can be applied to cover travel costs, accommodation expenses and participation fees of an scientific travel abroad.

The grant is paid as a single payment, and the university will not pay additional daily (per diem) allowance or travel allowance.

Travel cancellation

Travel grants are awarded upon application for a specific trip and must therefore be used for this purpose, unless special grounds dictate otherwise. If your original trip is cancelled, report this immediately to the doctoral school at hymy-doc@helsinki.fi. The doctoral school decides whether you will be allowed to use the travel grant for other academic travel abroad or have to refund the grant.

Refunding an unused travel grant

If you are not an employee of the University of Helsinki and a travel grant paid to you as a grant remains entirely unused, the unused travel grant must be refunded. In this case, please contact hymy-doc@helsinki.fi.

Frequently asked questions (FAQ)                                                       

Who can apply for a travel grant?

All doctoral candidates belonging to Doctoral School in Humanities and Social Sciences doctoral programmes of the University of Helsinki may apply for travel grants. Whether you are an employee in the University of Helsinki, or finishing your doctoral studies part-time or grant-funded, you are eligible to apply for travel grants in all cases. You need to have a right to study for a doctoral degree in order to apply for a travel grant, and you have to register as an attending student.

Doctoral School in Humanities and Social Sciences has already granted me a travel grant earlier this year (2018). Can I apply?

This autumn application period is primarily intended for doctoral candidates who have not been awarded a travel grant earlier this year, and this is one of the primary criteria regarding whether or not the grant will be awarded. However, you can apply for a travel grant even if one has already been granted to you earlier this year.

I am currently a doctoral candidate, but my goal is to graduate before the projected trip. Am I eligible to apply for the travel grant?

Yes, you may apply for the travel grant, as the doctoral school aims to support recently graduated doctors as well. However, please note that doctoral candidates who travel to proceed their thesis work or academic career within the doctoral studies take priority.

What kind of travel costs can the travel grant be applied for? Can the travel grant be applied for other travel than conference trips (e.g. research visits or material collection)?

The travel grant can be applied for conference trips and for other travel that is essential to doctoral thesis process, such as material collection, archive visits and research visits. It is important to explain to purpose of your trip and its relation to your doctoral thesis work, while applying.

What kind of travel costs can the travel grant be applied for?

The travel grant can be applied to cover travel costs, accommodation expenses, participation fees and essential travel cost, such as visa fees. Daily (per diem) allowances are not paid within the travel grant. You may not necessarily receive the full amount you apply for. When filling in your application, estimate your travel costs realistically and take into account all of the above mentioned expenses. Please mention, if you have some other funding available for your trip.

I noticed that there is no daily (per diem) allowance paid within the travel grant. Why?

Travel grant is indicated to trips that support doctoral candidates thesis work and personal academic career, and such travel is not classified as business tips assigned by University of Helsinki. Therefore, no daily (per diem) allowance is paid. This is a universal guideline given by University of Helsinki HR Section.  

For what time period can I apply for?

The travel grant can be applied for domestic trip in Finland or a trip abroad that takes place between 3rd of September 2018 and 31th of March 2019. It is not possible to apply retroactively for a journey that has taken place earlier this year. 

Is it possible to apply for more than one travel grant?

Due to the high number of applicants, each applicant may apply for only one travel grant. Also, the whole grant has to be used to cover the cost of one trip.  The travel in question can be domestic or abroad.

Do I need to have an accepted paper or presentation in a conference to get the travel grant?

The travel grant is primarily intended for doctoral candidates who have an accepted paper or presentation in a conference, and those who are waiting for an acceptance. For a justified reason, you don't necessarily need to have an accepted paper or presentation for a conference to get the travel grant from HYMY - all though it is a priority to go to conferences where you could also present your work. Please specify on the application form, how the travel supports and advances your PhD thesis work and let us also know if you have submitted or accepted paper or other presentation in the event.

Is it possible to use the travel grant for a different trip other than the one indicated in the application?

If there are no special grounds, the awarded travel grant must be used for the travel for which it is intended. If necessary, the doctoral school can approve the use of the travel grant for another travel abroad similar to that in the original application. If you wish to change the dates or destination of your travel, please contact hymy-doc@helsinki.fi for further info.

Where can I get further information on applying for the travel grant?

For further information, please see other info on this page or contact Doctoral School in Humanities and Social Sciences from hymy-doc@helsinki.fi

When do I get the decision about if I'm awarded the travel grant or not?

All applicants are personally informed about the decision on 5th of October at the latest.

If I am awarded the travel grant, how may I use it?

Instructions for use of travel grants can be found on this page.

Where can I get further information about travel guidelines at the University?

Please see the FLAMMA intranet: https://flamma.helsinki.fi/content/res/pri/HY348224

Can I find further information about other possible grants somewhere?

Please see Aurora-database http://www.aurora-tietokanta.fi/index/index/refc/lang

When is the next application round for travel grants?

During spring 2019.

With all your questions, please don't hesitate to contact us at the Doctoral School in Humanities and Social Sciences!

Coordinator: Emilia Reitamo, Tel. +358 2941 24882

Coordinator: Mikko Juusti, Tel. +358 29 41 23800

Contact: hymy-doc@helsinki.fi

Street address:
Porthania, 3rd floor, Yliopistonkatu 3
Room 364

Postal address:
Doctoral School in Humanities and Social Sciences
PL 4
00014 HELSINGIN YLIOPISTO

Email addresses: firstname.lastname@helsinki.fi (no Scandinavian letters)