klick on the icon to filter the FAQs
running a project
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How can I pay invoices directly through my grant?
To pay costs directly through the grant, the invoicing party has to send the invoice as a pdf (being the only attachment) to rechnung@univie.ac.at
The billing address has to be:
Universität Wien
Finanzwesen und Controlling
xxxx*
Universitätsring 1
1010 Wien* xxxx being your grant number
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Can I combine a work trip with a private stay/holiday?
Yes! If the private stay takes place at the same location, reimbursement should be straightforward and will likely not cause any issues.
If you travel to/from another location, things might get trickier as Personnel/Finance will deduct a certain amount of the flight price.
See here for details or contact Michael.For the travel request, only choose the dates of the work related part.
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Can I use my FWF grant to buy equipment such as a laptop?
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."
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Are there maximum amounts for travel and accomodation costs?
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.
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Can I ask for a travel subsidy?
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.
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How can I finance the costs of Open Access publications?
The following new regulation has applied since 1.1.2024:
- There exists an OA agreement with the University of Vienna ➨ There is no need to apply for funding with the Open Access Office since Open Access can be ordered directly as part of the publishing process. (@univie.ac.at e-mail address must be used with the submission of the article)
- There exists no OA agreement with the University of Vienna ➨ You can apply for funding for article processing charges (APCs) for individual articles in Open Access journals. To apply for Open Access funding please fill in the ➥OA‑Application Form UNIVIE or the ➥OA Application Form FWF (for FWF-projects). Apply before submission to ensure that the charges can be covered.
Use the ➥Journal Eligibility Check to find out if OA publishing in your desired journal can be centrally funded via publishing agreements or if a funding application is required.
Important notes:
Please do not pay invoices yourself (e.g. using your private credit card) – refunds are not possible! For FWF projects please include following text in your publication: "This research was funded in whole or in part by the Austrian Science Fund (FWF) [grant DOI]. For open access purposes, the author has applied a CC BY public copyright license to any author accepted manuscript version arising from this submission."
➥ Starting in 2024: New process for FWF OA funding
[publications open research fwf
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Can I ask for a travel advance?
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.
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Where can I find training materials for HRFi?
Find here the link to ➥"Training materials HR & Finance Services (Personnel topics)":
- Basic click instructions
- Time management click instructions
- Trave management video tutorials
- Executive staff video tutorials
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Who is responsible for my time and travel management?
Please click on the links below to find your contact persons:
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What is the salary schemes for University Staff according to the Collective Bargaining Agreement?
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
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Where can I find help with the online forms?
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.
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Which form should I use for reimbursements of material costs and online conference fees?
Please go to HR&FI services and use the app „Reimbursements“.
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Should I take a train or a plane?
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.
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Which form do I need to fill out before going on a work trip?
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
A1 form:
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, please add the following info in the field "note for trip" directly in the travel request:
- name of host organisation
- address abroad (e.g. hotel)
- the phrase "I hereby confirm that no income will be received from third parties during the business trip."
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.
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Is my hotel, insurance etc. taxable or non-taxable?
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!
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What are the daily and overnight allowances?
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.
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How can I refund a guest‘s travel expenses?
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 EC's converter.
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How can I refund my travel expenses?
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) - note that the month you're travelling in already counts as month #1!
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Do I need any special travel insurance on my business trip outside EU?
Yes! If you do not already have additional insurance (e.g. through a credit card), one option is HanseMerkur.
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How to calculate the personnel costs of my project?
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
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What is the "Action Plan for the Advancement of Women and Gender Equality" at the University of Vienna?
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
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How do I start my FWF project?
- 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)
- Please define the date of project start:
- 0-6 months after the decision you don't need any explanation
- 6-12 months after the decision please send a short explanation for the delayed start to FWF
- >12 months the FWF board has to decide (not recommended!)
FUNDING-CONTRACT:
Please 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!). For the ESPRIT project in addition to the funding contract we also need the "Unterstützungserklärung der Mentorin/des Mentors", signed by your mentor.
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.
Please note: With the change to §27 projects, there are a number of steps that need to be taken to start the new project. The start of a new employment may therefore be delayed by up to 4 weeks.
beginn daten forschungsdaten start des projekts fördervertrag förderungsvertrag unterschrift reisepass arbeitsvertrag anstellung
- You have to upload
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What should I do when I want to recruit a new employee or need an employment contract for myself?
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 (if you don't have a u:account you can create one here: u:account)
and
- the SAP-Position-Number (SAP-Planstellennummer) of the employment - see the ➥Guide: SAP-Planstellennummer
[Note: If you do not yet have access to HRFI projektSERVICE will provide you with this number]
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
- the u:account-ID of the future employee (if you don't have a u:account you can create one here: u:account)
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Are there any guidelines for the administration of my project?
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
- for §26 projects (FWF):
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What is the form "Überweisungsanforderung" in FWF projects?
In your documents from FWF (only "old" §26 projects) 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
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How can I sign a document digitally?
To get a document signed digitally you can use u:sign.
Please note: In order to use u:sign, you need an active Handy-Signatur (mobile phone signature).
digitale unterschrift contract vertrag
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How to manage the vacations of your project members?
The management of the vacation days is done in the system HRFI.
erholungsurlaub urlaubstage angestellt*innen verwaltung von urlaubstage fiori urlaubsplanung bewilligung
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What are the new "Successive contract regulations"?
The new successive contract regulations entered into force on October 1st, 2021.
It depends on the following three components:- Maximum duration limit: 8 years in total
- Maximum number of fixed-term contracts: usually three fixed-term contracts in total
- 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
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Where can I get a u:account-ID for a planned employment?
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
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How can I have my expenses refunded from my project funds?
Reimbursements of receipts and online conferences are done via the app "Reimbursements" in ➥HR4U.
refundierungen konferenzkosten reisekosten ausgaben reiseantrag rechnungen
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Where can I find the "SAP-Position-Number" (="SAP-Planstellennummer") for a planned employee?
Please go to https://hrfi.univie.ac.at and click on the tile [Position] or [Planstellen].
aufnahmebogen anstellungen fiori
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Where do I get help concerning visa problems?
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
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What is an "Aufnahmevereinbarung" and how do I get it?
"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
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What are the conditions for home-office?
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
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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/
deutschkurse deutsch kurse deutsch lernen
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What should I do when I want to invite a guest?
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
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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
brutto netto lohn gehalt personalkosten netto gehalt
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Will the FWF refund a social dinner during an event?
Yes, this is possible, under two conditions:
- The dinner may not take place on the last day of the event.
- No alcoholic drinks can be funded.
arbeitsessen conference dinner veranstaltung
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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.
jahresbericht endbericht jahres-bericht end-bericht
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What is the overhead policy of the university?
Please find here the new regulation:
overhead kosten overhead regelung overheads
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How can I see the detailed costs and the personnel costs of my project?
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
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How do I get an overview of the (un-)used funds of my FWF-project?
Please follow the the guide "(un-)used project funds [FWF]" in [PROJECT].
verfügbare Projektmittel unverbraucht available unused Projektübersicht Rest verfügbare mittel
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Does the lump sum of €15.000 expire in my ESPRIT-project after the first year?
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