Information for BOKU-staff

To the online application forms:

 Online Application Form for research stays for the Habilitation

 Online Application Form for research stays for the Dissertation or Master's thesis

 

BOKU employees must also note the following:

Please ask your supervisor which additional regulations apply to you (business trip, etc.) and clarify this with the personnel department/Dienstreisenabteilung if necessary.

Feedback on the KUWI fields can be obtained by email or during the KUWI coordinator's consultation hours before the form is submitted for signature.

We recommend applying for a BUSINESS TRIP (Dienstreise) instead of Special leave with continuing income (Freistellung mit Bezügen) for the KUWI research stay!

 

Please note: Employees such as tutors, student assistants, etc. must also create a business trip order, select their supervisor AND the BOKU-IR head for approval, and follow the KUWI grant accounting procedure.


Please note that BOKU employees will only receive the KUWI grant after their return, once the submitted documents have been checked and the accounting procedures have been completed.

The invoices (flight ticket, invoices for accommodation, etc.) must be collected and numbered in order for settlement, including a list of expenses and the business trip invoice, and sent to BOKU-IR. Feedback can be obtained from the KUWI coordinator after your return. Please also send a scan of all documents to the KUWI email address.

The KUWI application process for the habilitation is the same as for students.

To apply for habilitation qualification:

  • only one letter of recommendation needs to be submitted.
  • A document listing English-language publications can be uploaded as proof of language proficiency.
  • The additional questions document can be completed and signed by your supervisor, for example.

 

The following documents must be submitted online for the Mobility application:

  1. Financial plan (to be completed directly in Mobility Online)
  2. Travel cost estimate (screenshot of outward and return flight/train costs; the amount should correspond to the figure stated in the financial plan. If a flight has already been booked, please upload the invoice)
  3. Photo
  4. CV
  5. Research plan, max. 2 pages
  6. Letter of invitation/supervision confirmation from the host institution
  7. Doctoral transcript
  8. Proof of language proficiency (list of publications in English)
  9. Letter of recommendation (e.g. from supervisor at the institute)
  10. Additional questions form (see appendix)
  11. Additional documents can be uploaded if required.

 

After KUWI subsidy awarding:

Business Trip (Dienstreise)

Before your departure:

  1. please enter “Kostenstelle/Innenauftragsnr” of BOKU-International Relations and possibly of your institute in the form "business trip abroad" , fill in the amount of the KUWI subsidy that will be awarded ("KUWI Zuschuss").
  2. have this page signed by the institute and by the BOKU-International Relations,
  3. submit a copy/scan of this page at the BOKU-International Relations.

For travels to EU/EEA countries (incl. Switzerland) an A1- certificate is required (nr. 2 & 5. to be completed by the Personnel Management/H171). More information can be found here: https://boku.ac.at/pers/themen/dienstreisen/a1-bescheinigung-eu-ewr-ausland-bzw-schweiz

Upon your return:

  1. Have all forms and vouchers checked and signed by BOKU-International Relations (send original invoices consecutively numbered with listing of costs via internal mail-Hauspost, and send a scan to the KUWI e-mail address),
  2. the forms and vouchers will be submitted at the personnel department. Payment of the KUWI subsidy occurs after this settlement.

 

 

Special leave with continuing income (Freistellung mit Bezügen)

Before your departure:

  1. Please enter “Kostenstelle/Innenauftragsnr” of BOKU-International Relations and of your institute, if it is contributing financial support-please add detailed information, on the first page of the "travel  cost contribution"form (amount of the subsidy titled “KUWI Zuschuss” and “KUWI Reisekostenzuschuss”). The form should be submitted to BOKU-IR after your return. Please remember to keep all original receipts.

For travels to EU/EEA countries (incl. Switzerland) an A1- certificate is required (nr. 2 & 5. to be completed by the Personnel Management/H171). More information can be found here: https://boku.ac.at/pers/themen/dienstreisen/a1-bescheinigung-eu-ewr-ausland-bzw-schweiz

Upon your return:

  1. Have the form "travel  cost contribution" signed by your institute and then by BOKU. International Relations,
  2. have all forms and vouchers checked in BOKU-International Relations (send original invoices consecutively numbered with listing of costs via internal mail-Hauspost, and send a scan to the KUWI e-mail address),
  3. your documents will be forwarded to the personnel department.Payment of the KUWI subsidy occurs after this settlement.