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Procedures for Financial Support and Travel Reimbursement
General principles
Due to limited resources (the core expenses of the GYA are publically funded, but this does not include AGMs: new fundraising efforts are necessary each year) everybody is requested to raise his or her own funds for travel. You are encouraged to submit an abstract for a lightning talk to present at the conference, if this allows you to apply for grant intended to support attendance at international conferences by local funders in your country. Please check this list of international funding opportunities as well as the research or international relations department of your institution for possibilities. If your funding attempts are unsuccessful, you may apply for travel co-funding.
Co-funding is available only to GYA members and alumni plus; alumni are excluded. Those who can prove they were unable to raise sufficient funds for travel can apply for co-funding by 16 April 2023 by completing the Co-Funding Application Form. Preference will be given to members/alumni plus from ODA recipient countries on a first-come, first-served basis. Applications from members/alumni plus from high income countries will be accepted, but treated with lower priority (contingent on availability of funds), with preference given to incoming members.
For co-funded members/alumni plus accommodation for five nights in a shared twin room (5–10 June 2023) can be provided by the organisers. Additional nights and all extras will be at your own expense. Co-funded participants of the Science Leadership workshop can apply for an extended period of free accommodation from 3 to 10 June 2023.
Cancellation policy: Any cancellations made after 16 April 2023 will be charged the cost for accommodation (unless exceptional circumstances can be proven).
Travel Co-funding Guidelines
Only the cheapest economy class fare is eligible for co-funding. Please note that co-funding offers are contingent on the availability of funds and we 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 conference and after having received the required, original documentation.
Before you book
1. Apply for co-funding via Co-Funding Application Form: Co-Funding Application Form
2. Wait for confirmation 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 (6 – 9 June 2023).
At the AGM
4. Please sign a participant list at the conference and hand in your original ticket invoice as well as the original boarding passes for the flight to Rwanda. You will also have to turn in your filled-in and signed reimbursement form 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).
After your return
If you didn’t hand in your reimbursement claim at the AGM:
5. Please follow the instructions above and within six months after your trip send the original ticket stub and your boarding passes, visa costs and public transport tickets together with the signed reimbursement form to the GYA Office:
Franziska Güntner
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 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 refunding for participants from outside Europe, you can send us a scanned copy of the required documents by email. Please understand that we still need the original documents in addition. Should we not receive the original documents after having refunded you on the basis of scanned copies, you will have to be excluded from travel co-funding at the next GYA meeting.
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 2023 expenses for reimbursement immediately after the event. Please note that expenses submitted 6 months after the event will not be accepted.
If you have any questions, please contact Franziska Güntner at .
