Estonian Doctoral School Mobility Grant for doctoral students of the Faculty of Social Sciences

1. General data

• Destinations: add the country and the name of the host institution
• Planned study period: dates of the event
• Period of business travel: total mobility period, including travel days (one day before and one day after the event can be added for travel; if the trip extends more than one day before or after the event, it must be pre-approved and a valid reason provided)
• Business travel objective: Add the objective and content of the trip, make sure to also add the notifying sentence to the objectives field: „The travel/study mobility is in accordance with the University of Tartu project "Cooperation between universities to promote doctoral studies (2021-2027.4.04.24-0003) and its goals and action plan.“

2. Documents

• Download the mobility grant application form, fill it out, and upload the completed form digitally signed to the environment. You only need to upload the form in one language (Estonian or English).
• Add the acceptance letter for your presentation in file format (pdf or msg), and not as a screenshot. If you do not yet have an acceptance letter you can still apply for the mobility grant. In this case, you should add the acceptance letter as soon as possible and inform the project specialist of the doctoral school.
• If the event has a participation fee and you are applying for its reimbursment, add the confirmation letter regarding the participation fee amount. As confirmation, upload the invoice for the participation fee, please avoid screenshots and web links.
• Add a work plan only if the mobility is not related to an event, but for example, independent work. If you are participating in a conference with a presentation, you do not need to add a work plan.

3. Approvements

• Choose the person who should approve the application: direct the application to your supervisor for approval. A separate recommendation letter from the supervisor is not required.

4. Expenses

• Travel costs: add the requested estimated amounts by cost type in the table:
  • Travel and living expenses (accommodation and daily allowance) are reimbursed based on unit prices (see tables below).
  • Participation fee is reimbursed based on expense documents, an invoice and payment order must be submitted for the participation fee amount.
  • If the estimated cost is less than the unit price, enter the estimated cost in the table.
  • If the estimated cost is higher than the unit price, enter the maximum unit price in the table.
• Cost reimbursement:
  • Junior research fellow: the application is also part of the travel order, please create a travel order in the Travel Workflow through the Working Environment of Academic Mobility. The expected costs must be visible in the travel order as the travel order is the basis for cost reimbursement.

Doctoral student: the basis for cost reimbursememt is an expense report. All expense documents must be submitted to the project specialist of the doctoral school after the event.

The costs of Doctoral School Mobility Grant are covered by the unit rates used in the national mobility grant scheme “Kristjan Jaak Programme”.

Travel allowance

The travel costs are covered by a travel allowance, which includes all the costs related to the round trip, (including local transport, travel insurance, etc). The distance will be calculated using the European Commission's online calculator.

Subsistence allowance

The subsistence allowance will be paid only for the duration of the event. The subsistence allowance includes accommodation allowance and daily allowance. The daily allowance rate is 40 euros per day, and the accommodation allowance constitutes the remaining part of the unit price. In the travel order and travel report, the accommodation allowance and the daily allowance must be indicated on separate lines.

Participation fee

The participation fee will be covered based on cost statements. Estonian Doctoral School will not compensate costs of conferences’ social events, lunches/dinners, membership fees and excursions (except for excursions related to a doctoral researcher's research topic) specifically mentioned in the attendance fee.

If the calculation based on unit prices exceeds 2,000 euros, the remaining cost must be covered from another financial account or from personal funds. If a doctoral researcher applies for other grants in addition to the doctoral school mobility grant to cover travel expenses, the project specialist must be informed.

Bank transfer fees and VAT are not eligible for funding from the Estonian Doctoral School. Conversion fees are eligible.

• If you are a junior research fellow, proceed to the travel workflow by clicking the button "Create travel order in travel workflow environment" and create a travel order. If you are a doctoral student, you do not need to create a travel order.
• Destinations and objectives: ensure that the notifying sentence is added to the field: "The trip/mobility is in accordance with the University of Tartu project 'Cooperation of Universities in Promoting Doctoral Studies' (2021-2027.4.04.24-0003) and its objectives and action plan."
• Expenses reimbursed:
  • Financial account holders: add the holders of all financial accounts that cover your mobility expenses. If, in addition to the doctoral school mobility support, the remaining expenses are covered by your institute or your supervisor, indicate the respective financial account holders. The financial account holder for the Estonian Doctoral School is Janek Saluse.
  • Indicate all expected mobility-related expenses in the travel order. Add each type of expense on a separate line. You must add accommodation allowance and daily allowance on separate lines. Add the corresponding financial account to each line.
  • Doctoral school financial accounts: for expenses reimbursed based on unit prices (transport, accommodation, daily allowance), indicate the financial account NSVSV24207, and for expenses reimbursed based on actual costs (participation fee), indicate the financial account NSVSV24208.
  • Indicate the expected amounts for each expense line. If the expected cost is less than the unit price, indicate the expected cost. If the expected cost is higher than the unit price, indicate the maximum unit price.
  • If you cover the costs of one type of expense from different accounts, create two different lines for that type of expense.
  • If you fill out the travel order along with the application, do not direct the application for approval but save it as a project. Confirm the travel order only after you have received a positive response to your mobility grant application.

• Keep all expense documents, boarding passes, bus and train tickets, receipts, etc.
• Request an official confirmation letter of attendance from the conference organiser. The confirmation letter should state the name of the participant and the name and dates of the event
• Ensure that your presentation meets the project’s notification requirements, and add the doctoral school logo to the opening slide of your presentation. For the doctoral school mobility grant, it is correct to use the logos "Co-funded by the European Union"