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Mobility grants

Important info

  • You can apply for a maximum of DKK 20,000 for the entire stay abroad.
  • The stay must have a duration of at least 90 days.
  • The stay can be divided into several periods, where at least one of the periods must have a duration of six weeks or more. In this case, all the periods (summing up to a minimum of 90 days in total) must be included in one single application.
  • The application must include a research stay plan (i.e. the start date/week and end date/week).
  • You must submit your application no later than 14 days before the start date of the research stay, and at the earliest one year before.
  • You must fill out the application form, have it approved by the main supervisor and send it to: GSSTgrants@au.dk
  • A grant from the GSTS requires that you are actively enrolled at the GSTS. This means that a grant has to be used in the enrolment period and before submitting the thesis. In addition, it is not possible to use a grant while being on leave from the PhD studies.
  • We accept and process applications as they are received.

Employed or not employed at AU?

For PhD students not employed at Aarhus University (for example 3+5 /4 + 4 PhD student before obtaining a Master’s degree) the grant will be given as expense reimbursement claim (in Danish: Udgiftsafregning) in RejsUd. This means that all receipts for the reimbursable expenses must be kept and uploaded when making the reimbursements.

For AU employed PhD students (for example AU employed or AU employed part B PhD students), the grant will be given either as:

A)
daily/hourly allowance (in Danish: time-dagpenge) in RejsUd.
Reimbursements for hourly/daily allowances cannot be made in advance - Reimbursements can be made once a month for the past month abroad. 

OR

B) expense claim reimbursement (in Danish: Udgiftsafregning) in RejsUd.
All receipts for the reimbursable expenses must be kept and uploaded when making the reimbursements.
Therefore, if you are an AU employed PhD student please choose either A or B when filling out the application form.

NB! For questions regarding reimbursements and general information on travels as an employee at Aarhus University (including how to create a profile in RejsUd and CWT, and Aarhus University’s travel policy), please consult the AU staff service page on travel booking and expense reimbursement.

Which expenses are covered?

The grant covers verifiable expenses in connection with the following expenses directly linked to the stay abroad (up to maximum DKK 20,000):


Reimbursable expenses:

  • Return plane ticket
  • Housing expenses at the destination
  • Food
  • Public transportation to and from the airport
  • Attendance fees for conferences (during the stay abroad)
  • Materials for research conferences (during the stay abroad)
  • Visa
  • Participation in courses at PhD level and of relevance to the PhD project while abroad. The courses must be pre-approved by the main supervisor


Non-reimbursable expenses:

  • Expenses usually covered by yourself cannot be reimbursed (e.g. laundry, daily transport, expenses related to accompanying family)
  • Travels in your own car
  • Insurances (for travel insurance, please consult the AU staff service page on travel insurance)


Travel reimbursements:

All reimbursements in connection with the grant must be settled via RejsUd (Aarhus University Travel and Expense Claim System).

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