FAQs

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  • [ADDITIONAL SUPPORT] Is there a Day Care Center for children?

    Day Care Center

    The Children’s Office runs 5 half-day or day care groups on 3 different locations. This service is offered to members of the Vienna University (scientific personnel, non-scientific personnel, students).

    https://kinderbuero-uniwien.at/en/childcare/

  • [CONTRACT] What are the new "Successive contract regulations"?

    Please follow these links in intra-net:

     

    [§109, Kettenvertragsregelung]

    Examples of possible constellations
  • [CONTRACT] What is the 6-years regulation for employment at the university?

    Please see following documents:

  • [CONTRACT] What is the gross/net salary of standard FWF-funded personnel?

    For the Standard personnel costs and gross salaries for FWF project proposals please visit the following web-page:

    https://www.fwf.ac.at/en/research-funding/personnel-costs/


    For calculating the net salaries please use this tool:

    http://onlinerechner.haude.at/bmf/brutto-netto-rechner.html

  • [CONTRACT] What should I do in the case of sickness?
    1. Notification of Sickness
      Please fill out (if possible on the first day) the form "Notification of Sickness resp. Return to Work after Sickness (PA/K1)"! It has to be signed by the "Person responsible for Time Management" (e.g. project leader) and be sent to Personaladministration.
    2. Return to Work after Sickness
      Please fill out the same form and enclose (in case of inability to work that lasts more than three working days)
      • medical certificate
      • notice of accident

    download "Notification of Sickness resp. Return to Work after Sickness (PA/K1)"

    For any questions you can contact Martina Weisgram (martina.weisgram@univie.ac.at, +43-1-4277-50610) for more information.

  • [CONTRACT] Which form should I use for an "Application of Leave of Absence"(LOA)

    Please use the form [PA/F7] Application of Leave of Absence (LOA).

  • [CONTRACT] Which form should I use if I want to recruit a new employee for my project?

    For project team members please use the form [PA/AP] - Personnel Record Card for Project Team Members.

    For contractors download the form [PA/E2] - Data Sheet for Contractors.

    Please bring the signed form [PA/AP] to projektSERVICE! We will send this form to the personnel department. Do not send the form on your own since we have to enter the employment in our database!

  • [EVENTS] How to use the Sky Lounge for my event?

    Please see here the rules for the Sky Lounge:

    [Benutzerordnung (german)]

  • [OPEN-ACCESS] How can I provide Open Access by using PHAIDRA?

    One way to fullfil the Open Access-requirements of FWF is by uploading your publications into Phaidra - Permanent Hosting, Archiving and Indexing of Digital Resources and Assets - the repository of the University of Vienna. Please pay attention to the embargo-time of your journal.

    For more information please contact projektSERVICE!

    » PHAIDRA

  • [OPEN-ACCESS] How does Open Access at the University of Vienna work?

    Please visit https://openaccess.univie.ac.at/en/

    This website is dedicated to the Open Access-related services at the University of Vienna. It aims to support and advise you in your questions and activities on the topic.

  • [OPEN-ACCESS] What is the Open Access policy for FWF-funded projects?

    »FWF - open-access-policy

    As a signatory of the Berlin Declaration on Open Access to Knowledge in the Sciences and Humanities, the FWF is committed to advancing sustained Open Access to scholarly publications and research data.

    To this end, the FWF requires and supports all project leaders and project staff members to make their peer-reviewed research results freely available through the Internet.

     

    Mandatory Open Access Options for Research Publications

    • Gold Open Access
    • Hybrid Open Access
    • Green Open Access
    • Please keep in mind that you can also fullfil the requirements of FWF by uploading your publications into PHAIDRA - the repository of University of Vienna. Please pay attention on the embargo-time of your journal.
  • [OPEN-ACCESS] What is the Springer Compact - Open Access?

    The Springer Compact provides Open Access publishing in over 1,600 Springer subscription journals without additional fees for researchers:

    http://openaccess.univie.ac.at/en/funding/spezialabkommen/springer-compact

  • [OVERHEADS] What is the overhead policy of the university?

    Please see:

  • [PROPOSAL] How to use a GANTT-CHART in LaTeX?

    Please see this template:

  • [PROPOSAL] Is there a limit of ongoing FWF projects and submissions?

    Yes!

    Please see "Limit on number of ongoing projects and submission of funding applications"

  • [PROPOSAL] What is the "Action Plan for the Promotion of Women" at the University of Vienna?

    Please see the following link:

    http://satzung.univie.ac.at/frauenfoerderungsplan

  • [PROPOSAL] What is the internal submission procedure of a project?

    Please see here this flowchart!

  • [PROPOSAL] What is the PIC, VAT, short name, legal form,... of the University?

    Here you can find the "Basic Data of the University of Vienna".

  • [REFUNDING] How to get a notebook from an FWF grant?

    It is very important that you contact FWF before you purchase a laptop.

    Please write an email to FWF which explains why this laptop is necessary for your project - the project reference is very important!

    After you've got the approval by FWF please contact our computer group (helpdesk.mathematik@univie.ac.at), which will carry out the order of your notebook.

  • [REFUNDING] How to get invoices paid directly by the university (Q-Flow)?

    Please use Q-FLOW - the Electronic Incoming Invoice Workflow of the University of Vienna!

    see

    [qflow][reimbursement]

  • [REFUNDING] Which currency converter should be used for the reimbursement?

    Please use the following currency converter:

    http://sdw.ecb.europa.eu/curConverter.do

  • [REFUNDING] Which form should I use for reimbursement of receipts?

    Please use the form FIN/K9: [PDF] [WORD]

  • [REPORTING] What is the deadline for annual or final reports to FWF?

    Please check your contract!

    Usually it is

    • three months after the end of the project for the final report;
    • end of March for annual reports.
  • [REPORTING] Where to sign on the final report to FWF?

    The scientific final report has to be sent to FWF via email and needs not to be signed.

    Only the financial report has to be signed by the PI.

  • [SAP] How can I see the detailed costs and the personnel costs of my project?

    In SAP double-click on the sum of the year in "Gesamtsaldo" to see the detailed view.

    For personnel costs double-click on the number in the line "Personalkosten". You can use the filter function for selecting a specific employee.

  • [TRAVEL] Do I need any special travel insurance on my business trip outside EU?

    Yes! Please note that you don't have any additional travel insurance by the university on your business trip.

    It is highly recommended to contract additional travel insurance if your destination is outside the European Union, Iceland, Liechtenstein, Macedonia, Norway or Switzerland. For Bosnia and Hercegovina, Montenegro or Serbia your insurance card (eCard) is valid, but you should order a special document from the Austrian insurance company ahead of your trip.

    The travel insurance can be refunded by project funds.

  • [TRAVEL] How to refund travel expenses?

    see also "Reiseabrechnungen 2017" [German]

    Please use one of following the forms:

    [PA/R2] - Travel Expense Reimbursement Form

    The following employee travel expenses at the University of Vienna are to be settled exclusively via the University Office for Human Resources and Gender Equality (because individual components may have an impact on ‘tax exempted income’):

    • All fixed reimbursement amounts, e.g. daily expense allowances (daily allowance and accommodation expenses), kilometre allowance (fuel, road charges, parking tickets,etc.)
    • Train costs without receipt, public transport without receipt
    • Private food/restaurant bills
    • Travel cost advance payments
    • Settlement of travel costs for which advance payments have been granted
    • Fixed relocation expense reimbursements
    • Tickets for public transport (“Netzkarten”)
    • ÖBB Vorteilskarten (reduction cards) (Confirmation of the authorised signatory if used for private reasons as well)

     

    [FIN/K6] - Travel Expense Reimbursement Form (Accounting & Finance)

    Travel expense claims issued by employees of the University of Vienna which do not contain any fixed reimbursement amounts, but solely reimbursements based on original receipts (proof of payment) are operated by the University Office for Accounting & Finance:

    • flight costs, train costs
    • hotel costs
    • meals (business meals and work meals only!)
    • congress, seminar and conference participation fees
    • travel and cancellation insurance
    • communications (telephone, internet)
    • Travel expense claims issued by non-employees of the University will only be pro-cessed by the University Office for Accounting & Finance.



    "FIN/K2 - Invoicing Form Guest Lectures / Scientific Activities"

    Travel expense for guests.

  • [TRAVEL] What are the daily and overnight allowances?

    See here the "Daily and overnight allowances within Austria and abroad"

    Please use

    • "Stufe 1" for employees without academic degree
    • "Stufe 2a" for employees with academic degree
    • "Stufe 3" for professors
  • [TRAVEL] Which form to fill out before an official trip?

    see also "Reiseabrechnungen 2017" [German]

    Please use the form [PA/R1] Application for approval of a duty travel.

  • [VISITOR] What should I do before a guest arrives (visitor form)?

    Please fill out this form before the arrival of the visitor! You can also leave a hotel request.

    [visitor-form]

  • [VISITOR] Where to find German courses at the University of Vienna?

    Please follow the link of "Sprachenzentrum Universität Wien":

    https://sprachenzentrum.univie.ac.at/en/german-courses/

 Forms / documents

» forms in uni.intra