Travel Grants and Conference Costs Funding are two distinct funding schemes within the NCCR Evolving Language.
Travel Grants are a structural measure of the NCCR Evolving Language aimed at supporting early career researchers in attending conferences. These grants are funded through the NCCR Education funds.
Conference Costs Funding, by contrast, is an administrative mechanism designed to increase the eligibility of conference-related expenses during SNSF audits. If a Conference Costs Funding request is approved, the expenses are charged to the relevant WP budget and not to the Education Funds. For this reason, confirmation from the responsible PI that WP funds may be used is mandatory.
Conference costs may be covered by the respective Work Package, either in full or as a supplement to the NCCR travel grant.
Please note: We assume no liability and only reject those applications that clearly do not comply with the guidelines. The applications will only be accepted with reservations and this is no definitive confirmation of cost coverage. The final decision rests with the SNSF audit. The SNSF may later refuse to cover these expenses, in which case the costs must be covered retroactively by the lab, institute or department/faculty.
Eligibilty and Conditions
Conference costs can only be covered by NCCR funds if all of the following conditions are met:
- The NCCR researcher makes an active, peer reviewed contribution to the event (e.g., a presentation, poster, or similar contribution)
- NCCR researchers must clearly state their affiliation with the NCCR in all presentations and related materials.
- Travel must be undertaken in second or economy class. For destinations within Europe, travel by train is strongly encouraged if the destination can be reached within one working day.
- The request form for Conference cost funding has been submitted and approved in advance.
Eligible Expenses
The following expenses are eligible for reimbursement:
- Travel costs (second or economy class)
- Accommodation costs
- Conference fees (incl. conference dinners)
- No food expenses
Application Procedure
The submission deadline for funding requests under the respective Work Package falls within the responsibility of the corresponding PIs and their administrative units. Applications must be submitted by using the form for Conference cost funding.
Each application must include the following documents:
- A detailed cost overview
- Confirmation of acceptance of the scientific contribution
- Proof of NCCR affiliation (e.g., programme entry, poster, or presentation showing the NCCR name or logo)
- An email from your PI confirming 1) approval of your application and 2) that they are aware of the funding reservations.
Incomplete applications may not be considered.
Reimbursement procedure
Conference costs are not reimbursed via the NCCR Office but via the WP funds. Therefore, please coordinate the reimbursement after the event with the Administration of your Workpackage/Task.