GraCe Travel Grants

• the participation fee as well as accommodation and travel costs in accordance with the State Law on the State Law on Travel Costs. For trips within Germany and up to a duration of approx. 10 hours, only 2^nd class train tickets can be reimbursed. When traveling by plane, a climate compensation (e.g. via Atmosfair) has to be paid.
  Employees of the University of Freiburg should use their university office address as invoice addresses.
• as a rule, between 50 % and 75 % of the costs you applied for. In exceptional cases, the costs of outstanding applicants can be reimbursed up to 100 %.
• If the institute will contribute to the travel costs, this must be clarified in advance and confirmed by the supervisor’s signature on the application form.

Please note:  Employees of the University of Freiburg should contact GraCe in advance of their application to discuss the process of applying for a business trip.

Generally, funding is possible every twelve months and two times in total.

• 1^st round: 27.01.2025
• 2^nd round: 14.04.2025 (begin travel period from 10.05.2025)
• 3^rd round: 27.06.2025 (begin travel period from 26.07.2025)
• 4^th round: 02.10.2025 (begin travel period from 01.11.2025)

Please note: The begin of the travel period is to be understood as the earliest date for the respective round. For example, you can also apply for a conference trip in October 2025 in the 2^nd round.

You may send your complete application documents (see list below) to GraCe by post at any time. The selection committee meets up to four times a year in order to decide on which applications are to be accepted. Directly after the committee has made its decision, we will send you a letter to let you know whether your application has been accepted and, if so, what costs your grant will cover. If your application is accepted, you will receive a reimbursement as soon as we have received, after your trip, all the documents (in original) showing the costs of your travel. You will receive information on how to document your travel costs along with your letter of acceptance.

• relevance of the travel for the doctoral project
• relevance of the travel for the applicants’ scientific advancement
• the applicants’ financial needs

• completed application form originally signed by you and your dissertation supervisor;

• motivational letter emphasizing the significance of the conference for the doctoral project as well as for the applicants’ scientific advancement (max. 2 pages)
• curriculum vitae including the grades of your university diploma, duration of your doctoral studies, type of dissertation (monographic or publication-based), list of publications, awards/prizes, funding (e.g., amount of the scholarship, percentage of a full-time position), already attended conferences and conferences funded by a GraCe travel grant as well as social and political involvement (volunteer work);
• confirmation from the organizers that your individual contribution has been accepted – a printed email is sufficient;
• confirmation of your acceptance as a doctoral candidate issued by your faculty – both a recognition of your (foreign) degree and a confirmation of supervision by your dissertation supervisor are not a confirmation of acceptance;
• if you are an employee of the University of Freiburg: Confirmation from your superior that the travel expenses cannot be covered or can only be partially covered. In the case of partial funding, please indicate the amount on the application form.
• if you are a member of a structured doctoral program: a letter from the coordinator confirming that the travel costs cannot be covered with program funds;
• if you are a scholarship recipient: a letter from the scholarship organization confirming that they cannot reimburse you for the travel costs. If the scholarship organization has a general policy of not providing travel funding, it is sufficient to make reference to this policy;
• an estimation of the expected costs for participation fee, accommodations and travel (proof of participation fee, a copy of travel connections from the Deutsche Bahn, a copy of your flight information including costs, a copy of the calculation of the climate compensation, a copy of the hotel room rates) – we only consider documented costs;
• information on applications for travel funding you have submitted or will submit to other organizations;
• if you wish, you may make further reference to your financial situation. We reserve the right to check the validity of these statements and request evidence.

 
Please do not staple your application documents.

Only complete applications will be passed on to the selection committee. If you have any questions concerning the GraCe travel grant, please contact us before submitting your application.

Send your application to:

Albert-Ludwigs-Universität Freiburg
Freiburg Research Services
Graduate Centre
Fahnenbergplatz
79085 Freiburg