HYMY Travel Grant 2018

The Doctoral School in Humanities and Social Sciences can provide travel financial support to its students for international research exchange, participation in international summer schools or conferences etc.

Next application period for Travel Grants is from 19th March to 6th April, 2018.  

Deadline for applications is at 16.00 (GMT+2) on April 6th, 2018.

Please pay attention to reading the instructions in this page carefully.

This call for applications and instructions found on this page replace all other and previous info.

Application period for Travel Grants for domestic travel in FInland in Doctoral School in Humanities and Social Sciences 2018 starts on Monday March 19th, 2018 and ends on Friday April 6th, 2018.

Application form is open from 12 am. noon (GMT+2) on Mar 19 to 4 pm. (16.00) (GMT+2) on Apr 6, 2018.

Link to application form:

https://elomake.helsinki.fi/lomakkeet/87409/lomake.html

You can apply travel grant for one domestic trip in Finland. In this application period, you can also retroactively apply for travel grant for a domestic journey in Finland that has taken place earlier this year (2018). The trip you are applying for has to end 31th March 2019 at the latest. During the spring 2018 application periods, it is possible to receive travel grant for one travel abroad and for one travel inside Finland.

Please specify on the form how does the travel advance your PhD thesis work and if you i.e. have an accepted paper in the conference.

We mainly accept no more than 500 euro grants for domestic trips in Finland

Frequently asked questions (FAQ)                                                       

Who can apply for travel grants?

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.

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. You may not necessarily receive the full amount of travel grant which 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 that takes place between 1st of January 2018 and 31th of March 2019. In this application period, you can also retroactively apply for travel grant for a domestic journey in Finland that has taken place earlier this year (2018). 

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 during each application round. During the spring 2018 application periods, it is possible to receive travel grant for one travel abroad and for one travel inside Finland.

Is it possible to apply for travel grant for travel abroad?

In this application round, it is not possible to apply for travel grant for travel abroad.

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

You don't necesserally 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 spesify 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 desicionabout if I'm awarded the travel grant or not?

All applicants are personally informed about the decision during weeks 12 (travel abroad) and 16 (domestic travel) 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 abroad?

Doctoral School in Humanities and Social Sciences has had an application round for travel grants also during autumn, in late August or early September. However, this second application round is related to the amount of travel that has taken place, and because of that we will inform about the second application round closer to date.

 

Payment of Travel Grant for Doctoral Candidates 2018

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

The payment of travel grant has two different practices:

a) as a regular payment similar to business trip cost compensation

or b) as a grant.

Practice of payment varies depending whether or not the grantee is a University of Helsinki employee during the travel.

A. If you are a University of Helsinki employee

Prior to the trip

All travels funded by University of Helsinki travel grant must follow University of Helsinki instructions for travelling.

All travel grantees must submit a travel plan request before the trip, in order to validate travel insurance.

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

2)     Please add to ”Comment” –sections of travel request form an information about awarded travel grant, e.g. ”Travel grant for Doctoral Students, spring 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 at the in decision e-mail and end of these instructions.

4)     If you wish, you can book your flights and accommodation via CWT (+ 358 205 615 635 / university.fi@contactcwt.com) 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 remaining part of the travel grant will be paid after the travel based on travel claim.

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, spring 2018”.

3)    In case CWT has sent your travel cost invoice directly to the University, please add this information to the ”Comment” –section.

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 word, remember to retain all receipts, tickets etc. Please attach the conference program to the travel claim as well. If possible, please attach all document as one PDF-file.

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

B. If you are not a University of Helsinki employee

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 account once your grant applications is processed. The payment cycle of grant is relatively long, so in order to receive the payment before your trip, please submit the forms 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 from 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 (not employed by the 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 cancelation

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.

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

Coordinator: Tii Syrjänen, Tel. +358 29 41 23859

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)