FAQ-projektSERVICE gesamt

Please become familiar with the administration of your project by reading following guidelines:

• for §26 projects (FWF):
  guidelines FWF projects, Leitfaden FWF Projekte
• for §27 projects:
  guidelines §27 projects, Leitfaden §27 Projekte

beginn budget finanzen

Accomodation costs can be reimbursed up to 7x the nightly allowance you can claim for the specific destination.

For travel costs, no maximum amounts exist, but 1st class/business class tickets cannot be reimbursed. Furthermore, taxi costs may cause difficulties.

Yes. If your travel costs exceed € 500,- you can ask for an advance payment (Reisekostenvorschuss) for your spendings. (€ 500,- is also the payment's minimum amount.)

In this case, the travel request has to be submitted and approved at least one month before the trip. Furthermore, reimbursement must happen through the app "Travel accounting" afterwards.

Travel advances are not possible when filing a Leave of Absence.

In theory, subsidies (Reisekostenzuschuss) can also be requested in projects. In practice, asking for compensation through the app "Reimbursements" is almost always the better choice. There, you can claim the same kind of receipts and the app is easier to navigate.

Using an FWF grant to buy equipment is not advised.

FWF states that "[f]unding for equipment may only be requested if the equipment is specifically required for the project and if it is not part of the institution’s existing infrastructure. "Infrastructure" is considered to include all equipment (and components for the equipment) that must be available in a modern research institution to conduct basic research in the relevant discipline at an internationally competitive level. Thus, items such as computers (laptops, etc.) are considered to be part of the standard infrastructure and therefore no funding will be approved for these items."

Yes! If you do not already have additional insurance (e.g. through a credit card), one option is HanseMerkur.

Yes - projektSERVICE offers detailed proposal checks.

Please send already an early draft version to projektSERVICE.

projektSERVICE supports you through the whole application process and helps you with planing your budget and with all forms.

projektSERVICE creates a ➥WIKI-page for your application where all comments from the proposal-check are displayed.[support, forms, application, online submission]

antragsschreiben hilfe finanzen formulare empfehlungen erste version

In the guidelines one can read:

"In addition to the principal investigator's salary, a lump sum of €15,000 per year is approved to cover further project-specific costs"

This doesn't mean that the unused funds of the €15.000 expire at the end of the first year. You have the amount (in addition to the €15.000 of the second and respectively third year) available for the entire duration of the project.

sachmittel

All information about "Leave of Absence" you can find in the intranet-WIKI.

PA/B8 Antrag-Bildungsurlaub Application-Educational Leave of Absence (ELA) PA/U3 Antrag auf Feststellung des Nichverfalls des Erholungsurlaubs Application on Non-forfeiture of Leave Entitlement PA/F7 Antrag auf Freistellung (Forschung und/oder Lehrzwecke) Application of Leave of Absence (LOA) PA/K6 Antrag - unbezahlter Karenzurlaub für sonstige Zwecke Application - Unpaid Leave for Miscellaneous Purposes PA/S5 Antrag - Sabbatical Application- Sabbatical PA/S2 Ansuchen um Sonderurlaub (SU sonstiges) Application on Special Leave (SL other) PA/S4 Antrag - Studienurlaub Application - Study Leave

projektSERVICE can help you to organise your proposal submission phase by creating together with you a proposal-workplan.

projektSERVICE has already proposal-workplans for some calls like ERC

➥https://www.univie.ac.at/projektservice-mathematik/ERC

but can also create an individual workplan for you:

➥https://www.univie.ac.at/projektservice-mathematik/workplan/proposal check, work-plan, deadlines

arbeitsplan zeitplan organisation einreichung management

projektSERVICE can help you with following OpenAccess options for research publications:

Gold Open Access
Open Access to publications is ensured through direct publication in an Open Access venue.

Hybrid Open Access
If offered by publishers and if explicitly chosen by FWF-funded authors, the costs of Open Access to single contributions in a subscription venue (Hybrid Open Access) can also be covered. The journals or proceedings have to be listed in Web of Science or Scopus.

Green Open Access
Open Access to publications can also be ensured by self-deposition of the author’s accepted manuscript (after peer-review but prior to publishers copy editing and production) in any sustainable subject or institutional repository. For the Green Open Access you can use ➥U:SCHOLAR - a repository of University of Vienna (please pay attention on the embargo-time of your journal - not longer than 12 months).

open-access publikationskosten arxive paper journale

In most projects, guests can be reimbursed for receipts/invoices only. Taxi costs are usually non-refundable, neither is food.

Please use the form FIN/K2 and put it as a hard copy either on Michael Dorninger’s desk (10.140) or directly in the post box in office 10.141.

If your guest's expenses were paid in a currency other then Euro, please use the ECB's converter.

Reimbursements are done online via the HR&FI services. Under „Invoices, Travel & Financial Reports“ choose either „Reimbursements“ or „Travel Accounting“.

Reimbursements:

• only receipts (no food in FWF projects)
• requested documents: receipts/invoices, train tickets – booking confirmations do not suffice!
• also possible without travel request
• possible until the end of next calendar year

Travel Accounting:

• receipts and allowances (per diems, kilometre allowance for car and train)
• requested documents: receipts/invoices, tickets, boarding passes, payment confirmations – booking confirmations do not suffice!
• travel request needed
• when an advance payment has been requested or a taxable receipt shall be reimbursed
• possible until 6 months after the trip (or the end of employment if that's sooner)
  

Both - the personnel and the non-personnel cost - can be seen in the SAP.

If you don't have installed this software please contact projektSERVICE to get an export of your SAP-account.

personalkosten sachmittelkosten budget

Please follow the the guide "(un-)used project funds [FWF]" in [PROJECT].

verfügbare Projektmittel unverbraucht available unused Projektübersicht Rest verfügbare mittel

If you want to contact successful applicants of former calls or if you want to help young researchers with your experience, please register at the ➥SOUNDING BOARD. projektSERVICE will act as an intermediary between the researchers.[application, submission, proposal check, support]

sounding-board erfolgreiche antragstellung bewilligungen unterstützungen junge forscher*innen erfahrung

1. You have to upload
   • a PR-abstract (Specifications PR summaries) in German and English,
   • a copy of your residence registration="Meldezettel" or your passport and also
   • the Data Management Plan (DMP)
   into ELANE. For a definition of research data please see Concordat on Open Research Data.
2. Please define the date of project start:
   
   • 0-6 months after the descision you don't need any explanation
   • 6-12 months after the descision please send a short explanation for the delayed start to FWF
   • >12 months the FWF board has to decide (not recommended!) 

3. FUNDING-CONTRACT:

   If you start an ESPRIT-project you have to fill out the "Grant areement data" in ELANE. Our dean Univ.Prof. Dr. Radu Ioan Bot (4277 50772, radu.bot@univie.ac.at) is the "Authorised signatory" - not you! Please bring the funding contract to projektSERVICE. It has to be signed by our dean (not by you!). In addition to the funding contract we also need the "Unterstützungserklärung der Mentorin/des Mentors", signed by your mentor.
   
   If you start another project except ESPRIT you can sign the funding contract and bring it to projektSERVICE.

projektSERVICE will deliver the funding contract (and the "Unterstützungserklärung" for ESPRIT) to FWF.

Please don't forget: If you finance your employment by your project you have to apply for your an employment contract.

beginn daten forschungsdaten start des projekts fördervertrag förderungsvertrag unterschrift reisepass arbeitsvertrag anstellung

Please go to our webpage ➥ COST CONTROL to find several cost calculation tools.

projektSERVICE can give you a projection of your planned personnel costs

finanzen personalkosten personal kosten berechnung planung

projektSERVICE will enter your application and the basis data of your project into the U:CRIS-system.

For FWF-application we need the form "XYZ_NAME_application.pdf".

Please contact projektSERVICE if you want to have any changes done.

ucris datenbank database antrag anträge

The management of the vacation days is done in the system HRFI.

erholungsurlaub urlaubstage angestellt*innen verwaltung von urlaubstage fiori urlaubsplanung bewilligung

projektSERVICE offers a ➥conference management tool, where the web-page, the participants and submitted talks can be managed.

konferenzen registration teilnehmer*innen vortragsverwaltung vorträge

If you don't find the right programme in ➥FUNDING/OPEN CALLS please contact projektSERVICE or search in the ➥grant-database.

datenbank application anträge speziell weiter programme grants.at

In most cases hotels, etc are non-taxable. Invoices only have to be taxed if the employee gained a private advantage from a work trip. (E.g. a travel insurance for a whole year that can be used for private trips.)

You can always ask Michael if you're not sure!

Yes - please mind the restriction on the number of ongoing projects and the submission of funding applications.

Anzahl Einreichungen Stand Alone stand-alone begrenzung laufende projekte

This is still up to you. However, if your project has overheads, 20% of a flight’s price (min. € 50, max. € 150 ) will be deducted additionally by the overheads as a climate compensation. Please refer to the university's Nachhaltigkeitsrichtlinie.
In FWF projects, voluntary compensations can be reimbursed up to 15% of a flight's price.

If you decide to take a train, hotel stays on longer voyages can be reimbursed, as well as tickets for couchettes or sleeping cars.

However, the Austrian Klimaticket is unfortunately non-refundable.

Please find here the "Framework conditions for working at the University of Vienna and for working from home during the pandemic":

https://wiki.univie.ac.at/pages/viewpage.action?pageId=176656665

home office regelung covid19 covid-19 pandemie

You can find the amounts for the allowances here!

If you are a professor, you can claim allowance level 3, all others are ranked as 2A.

Please notice the internal ratification deadlines:

• office of the dean: 3-5 days before the deadline
  
• office of the rector: 10-14 days before the deadline

See here the Internal Submission Procedure:
➥English
➥German

interne deadlines unterschriften dekan zeit rektorat vice rector vice-rector vizerektor

The new successive contract regulations entered into force on October 1st, 2021.
It depends on the following three components:

1. Maximum duration limit: 8 years in total
2. Maximum number of fixed-term contracts: usually three fixed-term contracts in total
3. There are also certain exceptions (e.g. professors, project staff, lecturers, substitute personnel ...)

There is no distinction between full and part time.

The maximum duration limit (8 years in total) does not get reset after a time interruption/break between fixed-term employment contracts.

Generally, when determining the maximum duration limit (8 years in total), employment contracts concluded before October 1, 2021 must also be taken into account. However, there are certain employment contracts that are excluded. If, and to what extent, certain employment contracts are not taken into account depends on the intended future employment or group classification.

If an existing employment contract as a project staff member is extended (in the same project), then the old legal situation continues to apply. This also applies in the event of a one-time extension (one-time extension to 10 or 12 years according to the current legal situation).

Please find in ➥intranet the information for the new Successive contract regulations.

neue kettenvertragsregelung 8 jahre maximale dauer maximale anstellung verlängerung projekanstellter projektmitglied

for "Application ad personam" (like Stand-alone project, International projects, Schrödinger-Fellowship,...):

1. Please send the PDFs XYZ_NAME_Application.pdf and XYZ_NAME_Cover.pdf to projektSERVICE via E-mail.
2. Sign the Cover-sheet and bring it to projektSERVICE

projektSERVICE will take care on the signature of our dean and will deliver the signed cover-sheet to FWF.

Only after the original signed cover-sheet has been deliverd to FWF the application is submitted!

You will get a note from projektSERVICE that the cover-sheet has been deliverd to FWF!

for "Application PROFI" (like SFB, Research-Groups, ESPRIT, START, 1000 Ideas..):

1. please inform projektSERVICE as soon as you submit your application
2. projektSERVICE (for ESPRIT, 1000 Ideas,..) or the Research Services (START, SFB, Research-Groups,...) will approve the application for the research institution.

After the formal check of FWF is done (2-3 weeks after submission) you will get an email from FWF, which contains the confirmation of submission and possible requests for corrections.

Please mind the internal ratification deadlines!

interne deadlines unterschriften dekan zeit rektorat vice rector vice-rector vizerektor deckblatt cover sheet einreichung einzelprojekt original unterschriften

"Aufnahmevereinbarung" is a formal document issued by the university's personnel department. It confirms the intended employment and is issued for the purpose of visa application. To prepare it, personnel department needs to receive the completed personnel sheet (form [PA/AP]), including all supplemental documents listed within, except for the visa or residence title, of which a copy has to be forwarded after receipt.

visa probleme visa-probleme einreise rechtliche hilfe

Please find here the ➥Affirmative Action Plan for the Advancement of Women and Gender Equality of the University of Vienna, which can be mentioned in your application.

frauenförderung sex-specific and gender-related issues

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.

jahresbericht endbericht jahres-bericht end-bericht

In your documents from FWF you will find a form called "Überweisungsanforderung". With this form you can request money for non-personnel costs from FWF. Please use this form before non-personnel costs arise. The requested amount should last for about six months.

This form can be sent as a scan to FWF.

sachmittelkonto reisekosten minus sachmittelkosten sachmittel kosten

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

brutto netto lohn gehalt personalkosten netto gehalt

Please find here the new regulation:

overhead kosten overhead regelung overheads</spanY

Please find here the basic data of the University of Vienna (u:account needed):
➥English
➥German

universität wien generelle daten univie steuernummer

Academic university staff

According to the job group scheme for academic staff (referred to as ‘staff members in science / art’ in the Collective Bargaining Agreement), academic staff members are allocated to the job groups A1, A2, B1, B2 and C.
The data refers in principle to an employment 40 hours per week (gross salary).

• Job group A 1 – university professors appointed on the basis of an appointment procedure (section 98 and section 99 of the 2002 Universities Act)
• Job group A 2 – academic staff with whom a qualification agreement was concluded
• Job group B 1 – university assistants (referred to as ‘assistant professors’ in the Collective Bargaining Agreement), senior scientists, senior lecturers and project staff who have completed a master’s or diploma programme
• Job group B 2 – lecturers
• Job group C – student staff and project staff who have not completed a master’s or diploma programme

General university staff

According to the Collective Bargaining Agreement for University Staff, all staff members are allocated to job groups I to V depending on fulfilment of classification criteria. Every job group comprises two qualification levels, to which the staff members are allocated: the basic level and the regular level.

The basic level applies to

• staff members who are employed in the relevant occupation for the first time (in particular high school or university graduates),
• staff members with no previous job-specific experience, or
• staff members who have been reallocated from lower job groups.

The regular level applies to staff members after three years at the basic level of the same job group.

An advancement to regular level is possible earlier than after three years

• if proof of previous job-specific experience is provided, or
• if the staff member has been reallocated from a lower job group and would have to be allocated to the basic level of the higher job group as laid down in article 53, para. 2 and already possesses the required knowledge and experience, or
• if s/he has successfully completed subject-specific internal and external measures of continuing education and training to improve or expand his/her skills.

Please click on the link to see the current numbers.

Gehaltsschema des Kollektivvertrags Wissenschaftliches Universitätspersonal Allgemeines Universitätspersonal

The ➥WIKI-proposal page, which is specially created for your application should help you to get a good overview about what is needed for the submission.

It is aligned to each specific funding programme and contains a lot of additional information and templates.

All recommendations from projektSERVICE concerning your proposal will be entered in this ➥WIKI-proposal page.

wiki seite wiki-seite wiki-page wiki page antragsstellung überblick latex verbesserungen proposal writing voraussetzungen

Before arrival of the guest please fill out the ➥VISITOR-FORM. An office request and a hotel reservation request can be placed there.

After the visit Michael Dorninger (michael.dorninger@univie.ac.at) [office 10.140] can help you with reimbursement of the costs from your project account. Please use form ➥[FIN/K2] for reimbursement.

gast gäste einladung büro hotelreservierungen besuchen

If you want to create a work contract for you our for a project member you have to fill out the form [PA/AP].

Please sign this form and sent it with all necessary documents (see [PA/AP] page 3) to projektSERVICE.

In addition projektSERVICE needs

• the u:account-ID of the future employee and
• the SAP-Position-Number (SAP-Planstellennummer) of the employment - see the ➥Guide: SAP-Planstellennummer

projektSERVICE will send the documents to Human Resources and Gender Equality - this has to be done 14 days before the begin of the employment.

arbeitsvertrag anstellung projekt mitglied phd postdoc aufnahmebogen

Please contact projektSERVICE at an early stage of your project planning!

projektSERVICE will provide you with all relevant guidelines, check-lists and budget-planning-tools.

For the standard programmes projektSERVICE will prepare a ➥WIKI-page for your application, where you can find LaTeX-templates and additional information.[proposal check, email, support]

project service email richtlinien finanzen wiki seite fragen

Here's some ➥quick guides with pictures for the online forms:

• Travel request
• Travel accounting (allowances and approved travel request)
• Reimbursement of travel costs (no allowances)
• Reimbursement of material costs/online conference fees

If you have any further questions, please contact Michael Dorninger.

Go to ➥Trainings, Events or to ➥projektSERVICE-CALENDER to see upcoming and past events.[trainings, seminars, webinars, conferences, BM, ERASMUS, ERC, FFG, FWF, H2020, Marie Curie, OeAW, OeAD, WWTF]

Kalender zukünftige Veranstaltungen vergangene Veranstaltungen Webinars

On or webpage ➥FUNDING/OPEN CALLS you will find awards and funding programmes ordered by funding source or funding type like

• for doctoral candidates
• for women
• for young researchers
• incoming
• outgoing
• interdisciplinary
• international

Here you can find the standard ➥FUNDING PROGRAMMES. BM, ERASMUS, ERC, FFG, FWF, H2020, Marie Curie, OeAW, OeAD, WWTF Förderprogramme Preise Frauen weiblich Doktorand junge Forscher

Please go to ➥ Managing u:account. It can be created by the new employee and is needed for an employment contract.

arbeitsvertrag u-account aufnahmebogen anstellung

Please contact projektSERVICE as soon as possible!

For the standard programmes projektSERVICE will prepare a ➥WIKI-page for your application, where you can find LaTeX-templates and additional information.latex template, wiki, application

wiki seite wiki-seite wiki-page wiki page antragschreiben

projektSERVICE will take care of all the necessary signatures.

For §26 projects of FWF [ad Personam] (like Stand Alone, Joint Projects,...) please bring the signed cover-sheet to projektSERVICE. projektSERVICE will take care on the signauture of our dean and will take the signed cover-sheet to FWF.

For §27 projects of FWF (like SFB, ESPRIT, START...) the application is submitted by the research institution (Research Services, or projektSERVICE). Please get in contact as soon as you plan to submit in these programmes.

For all other projects please see Internal Submission Procedure.

Please mind the internal ratification deadlines!

interne deadlines unterschriften dekan zeit rektorat vice rector vice-rector vizerektor deckblatt cover sheet einreichung

Please check the website ➥FUNDING/OPEN CALLS or enter a key word in the ➥search field.[BM, ERASMUS, ERC, FFG, FWF, H2020, Marie Curie, OeAW, OeAD, WWTF]

informationen offene calls antrag anträge suche

Please contact projektSERVICE for visa counseling.

For an overview of visa regulations, please follow this link: https://oead.at/en/to-austria/entry-and-residence

visa probleme visa-probleme einreise rechtliche hilfe

Please follow the link of "Sprachenzentrum Universität Wien": https://sprachenzentrum.univie.ac.at/en/german-courses/

deutschkurse deutsch kurse deutsch lernen

Go to ➥Deadlines or the ➥projektSERVICE-CALENDER to see all upcoming deadlines.[open calls, BM, ERASMUS, ERC, FFG, FWF, H2020, Marie Curie, OeAW, OeAD, WWTF]

Kalender zukünftige deadlines

When travelling to any place outside of Vienna, either a Leave of Absence/Freistellung or a Travel Request/Reiseantrag has to be filed.

Leave of Absence:

• the employee wants to travel
• the employee receives income from the host institution
• deadline: two weeks before the trip*
• reimbursement of receipts (no food in FWF projects)
• form: PA/F7

Travel Request:

• the employee has to travel
• deadline: depends on project leader/Dean's office*
• reimbursement of receipts and allowances (per diems, kilometre allowance for car and train)
• online: HR&FI services -> Travel requests

If you are travelling to EU countries (other than Germany) or to Iceland, Liechtenstein, Norway, Switzerland or the UK, you also have to file a request for an „A1-Bescheinigung“ with BVAEB.

When filing a travel request, the system guides you through it. Additionally to the generated pdf, please fill this form and attach it to your e-mail to BVAEB.

When applying for a leave of absence, please send the signed form to wien.zentralegruppe@bvaeb.sv.at with the subject line "A1-Antrag für xxx" - xxx being your 10-digit social security number.

*The A1-Bescheinigung should be requested one month before the trip.

If any questions remain, please contact Michael Dorninger.

Please go to HR&FI services and use the app „Reimbursements“.

Please click on the links below to find your contact persons:

• Time officers
• Travel officers

All applications of third party projects have to be recorded in the system u:cris.

This is done for you by projektSERVICE or Resarch Service, but some information is needed. See here which data are stored of your application.

ucris eintragung cover-sheet application pdf datenbank anträge antrag wissensbilanz informationen wiki

Yes, this is possible, under two conditions:

1. The dinner may not take place on the last day of the event.
2. No alcoholic drinks can be funded.

arbeitsessen conference dinner veranstaltung