FAQs

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.

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).

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

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

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

Please see our guide ➥Project Costs.

Please see here ➥the overhead policy of the university.

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.

Please see your Tool ➥Cost Control. 

For the Standard personnel costs and gross salaries for FWF project proposals please visit the FWF web-page Personnel Costs and Salary Rates

For calculating the net salaries please use the tool “Online Brutto-Netto-Rechner”.

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 can help you with reimbursement of the costs from your project account.

For this, please send the ➥reimbursement data sheet with all attachments either to him or directly to reisekosten.mathematik(at)univie.ac.at.

You can find detailed instructions also in the Wiki page “Guest lectures and academic activities (FIN/K2)”.

Please follow the link of the Language Center of the University of Vienna “German Courses”.

Please find here the ➥regulation for Telework.

"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.

Please contact projektSERVICE for visa counselling.

For an overview of visa regulations, please follow the link of ÖAD: Information on Entry and Residence for Students and Researchers

Please go to https://hrfi.univie.ac.at and click on the tile [Position] or [Planstellen].

See our guide ➥SAP-Planstellennummer

Reimbursements of receipts and online conferences are done via the app "Reimbursements" in ➥HR4U.

See also our Guides ➥Travel & Reimbursement

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

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.

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

Please note: In principle, leave is to be used up in the year in which it was accrued (see also Holiday leave) 

To avoid additional costs please consume all your vacation days before the end of your contract with University of Vienna and/or report missing entries. 
 

With u:sign, employees of the University of Vienna can sign PDF documents (such as agreements, contracts, records) online using the ID Austria (formerly: Handy-Signatur).

see also ➥u:sign – signing digitally 

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

• for §27 projects (including FWF-projects, except FWF-Schrödinger scholarship):
  Starting §27 Projects
• for §26 projects:
  Starting §26 Projects 
   

1. You have to upload

   • a PR-abstract (Specifications PR summaries) in German and English,
   • 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 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!) 

3. FUNDING-CONTRACT:

   Please to fill out the "Grant areement data" in ELANE. Our dean Univ.Prof. Dr. Radu Ioan Bot (4277 50772, radu.bot(at)univie.ac.at) is the "Authorised signatory" (except for ASTRA and Specialized Research Groups) - not you! The funding contract will be signed digitally by our dean. For the ESPRIT project please upload the signed "Unterstützungserklärung der Mentorin/des Mentors".
    

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.

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 more information about the u:cris system concerning third-party funded projects.

for "Application PROFI" [§27]
(all FWF-projects except Schrödinger):

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

for "Application ad personam" [§26]
(FWF-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!

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!

§26 projects [ad Personam]

Please bring the signed cover-sheet to projektSERVICE. projektSERVICE takes care on the signauture of our dean and brings the signed cover-sheet to FWF.

§27 projects [the research institution submits the application]

➧ FWF Principal Investigator, Joint Projects, 1000-Ideas, ESPRIT, Elise-Richter: The application is submitted by the Faculty via ELANE - no signature is needed

➧ FWF ASTRA, SFG: The application is submitted by the Research Services (rector's office) via ELANE - no signature isneeded. Please get in contact as soon as you plan to submit in these programmes.

➧ all other §27-projects <€100k: the dean can sign the application (please bring it to projektSERVICE)

➧ all other §27-projects >€100k: the Research Services (rector's office) will take care on the signature

Please mind the internal ratification deadlines!

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: 
➥Internal procedure for submission of project proposals 
➥Einreichprozess eines Drittmittelprojektantrags

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)
   
• 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]
• the end date of your project

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

Please find here the basic data of the University of Vienna (u:account needed):
➥Key identifiers/Basic Data
➥Kennzahlen/Basisdaten

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.

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

➥ERC - Workplan

but can also create an individual workplan for you:

➥Demo - Workplan

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.

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

projektSERVICE can give you a projection of your planned personnel costs

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.

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.

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.

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.

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

Go to ➥Trainings, Events to see upcoming and past events.

Please check the website ➥FUNDING/OPEN CALLS or enter a key word in the ➥search field.

Go to ➥Deadlines or the ➥projektSERVICE-CALENDER to see all upcoming deadlines.

Yes - please mind the restriction on the number of ongoing FWF projects and the submissions.

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, international.

Here you can find the standard ➥FUNDING PROGRAMMES. ERASMUS, ERC, FFG, FWF, Marie Curie, OeAW, OeAD, WWTF

Herre you can check your ➥ELIGIBILITY for the standard funding programmes.

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.

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

The following new regulation has applied since 1.1.2024:

1. 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)
2. 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.

The following rules apply to all publications resulting from an FWF project:

Acknowledging the FWF using the Grant-DOI:
The following text must be included in all peer-reviewed publications (e.g., journal articles) upon submission:

see ➥FWF - Carrying out Your Project

The [grand DOI]-number of your project you can find in the ➥FWF - Research Radar