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- Co-funding
We strongly encourage you to get an early start looking into funding opportunities for your travel and participation, through your institution or another source.
- The GYA can provide you with a formal letter of invitation or texts that might be useful – please contact us for support: .
- The Call for Member Research Talks is open until 30 April 2026: AGM & Conference 2026 – Research Talks. Consider holding a Research Talk, as a presentation may help you gain funding from your home institution or from another source.
- Inquire at the international relations department of your institution for options and check for potential funding schemes in your home country. There might also be bilateral funding programmes between your country and Germany.
- Look into conference support for researchers from your discipline or other opportunities fitting your personal profile. As a first starting point, check this list of schemes for conference travel support.
For GYA Members only: Procedures for Travel Co-Funding and Reimbursement
General principles
If you are not able to secure funding from another source, you may apply for travel co-funding from the GYA. The GYA fundraises annually in order to be able to support AGM attendance of its members who do not have another funding source. Unfortunately, these funds are not part of GYA’s institutional funding, and therefore variable in amount each year.
Travel co-funding is available only to GYA Members and Alumni-plus who are institutionally based in ODA recipient countries. Co-funding is awarded on a first-come, first-served basis, with priority given to:
- Incoming Members, who will join the GYA in 2026,
- Members who joined the GYA in 2025, but were not able to attend their first AGM,
- Other Members/Alumni-plus based in low- and middle-income countries.
Incoming applications will be processed in weekly clusters. Applications in cluster 1 will be prioritized over applications in cluster 2, cluster 2 will be prioritized over cluster 3, and so on. Within each cluster, the applications will be prioritized as outlined in the previous paragraph. An early submission enhances the chances for a successful application.
Clusters:
- 15 – 22 February 2026
- 23 February – 1 March 2026
- 2 – 8 March 2026
- 9 – 15 March 2026
For co-funded Members and Alumni-plus, accommodation for five nights (29 June – 4 July 2026) in a shared twin room (with shared bathroom*) can be provided by the organisers. Additional nights’ extra cost will be at your own expense. Co-funded participants of the New Member Science Leadership workshop can apply for an extended period of accommodation from 27 June to 4 July 2026.
*Shared bathrooms are shared between a double-occupancy twin room and an adjacent single-occupancy room. Bathrooms can be locked during use and will be shared by guests of the same gender.
If you prefer to stay in a single room, please make a booking at your own cost: see information on the Venue & Accommodation page.
Cancellation policy: Any cancellations made after 31 May 2026 will be charged the costs for accommodation (unless exceptional circumstances can be proven).
Travel Co-funding Guidelines
Only the cheapest economy class fare is eligible for travel co-funding. Please note that co-funding offers are contingent on the availability of funds and that the GYA can only provide a partial refund (up to 70%) of travel and visa costs. Once a co-funding offer has been confirmed, you may book your travel. The GYA can only refund you after the meeting and after having received the required, original documentation.
Before you book
1. Apply for co-funding by 15 March 2026 via the Co-Funding Form.
2. Wait for a co-funding offer from the Office, and only then book your trip. You will be informed of the maximum amount that can be reimbursed. Generally, the GYA will not be able to co-fund more than 70 % of travel costs (including flight ticket, public transport and visa-fee).
3. Please note that according to applicable German regulations, your flight cannot be reimbursed if you book “business travel” or if your trip is combined with more than five work days (Mo-Fr) of private stay or stay for another purpose (weekends not counted) beyond the AGM (30 June – 3 July 2026).
At the AGM
4. Please sign the participant list at registration. Hand in your filled-in and signed reimbursement form – along with all neccessary receipts and your boarding passes – to a designated GYA Office staff member in a closed envelope labelled with your name. On the form, please indicate your expenses in the original currency (please do not convert the costs to EUR/USD yourself) and type your name, address, account number, name and address of your bank and the international bank details (IBAN +SWIFT/BIC/Routing number). Note that handwritten account details may lead to misspellings and cause additional costs. If your bank doesn’t have an IBAN or SWIFT code, we will need the details of a corresponding bank (with complete address).
If you didn’t hand in your reimbursement claim at the AGM:
5. Please follow the instructions above and by 15 September 2026 send your boarding passes and the receipts of your flight ticket, visa costs and public transport tickets together with the signed reimbursement form to the GYA Office:
Global Young Academy c/o Leopoldina
Emil-Abderhalden-Straße 37
06108 Halle (Saale)
Germany
6. Upon receipt of all required documents, the previously agreed co-funding amount will be transferred to your bank account at the earliest one week after the AGM. Participants from Europe must submit all original documents before the reimbursement, it is recommended to do this already at the in-person meeting. In order to speed up refunds for participants from outside of Europe, you can send us a scanned copy of the required documents by e-mail. Please understand that we still need the original documents.
7. Should you be co-funded by a second donor for your travel costs and need the originals for the other donor, please change the related declaration at the end of the reimbursement form “have not been reimbursed by a third party” to “A third party contributed with the amount of [AMOUNT; ORIGINAL CURRENCY] to my travel expenses.” and send it to the GYA Office together with copies of the travel invoices and the letter from the second donor regarding their funding for you travel.
8. We advise you to submit your AGM 2026 expenses for reimbursement immediately after the event. Please note that expenses submitted after 15 September 2026 will not be accepted.