Please make sure to contact us before your trip to clarify your funding options.
Timely notification is necessary so we can coordinate your internationalization funding.
Please note: There is no guarantee of cost reimbursement; the decision is made by the TUM Graduate School after your return.
We therefore strongly recommend getting in touch with us early.
Science and research today are more international than ever before. The TUM Graduate School (TUM-GS) and the GCMH therefore specifically promote international and intercultural cooperation in research as well as the development of personal and institutional networks.
A stay abroad as part of a doctorate is a central component of academic qualification. In addition to the direct benefits for the doctoral project, doctoral candidates also benefit personally and professionally from international experience.
The TUM recognizes this added value and supports corresponding projects. However, a prerequisite is careful coordination between the doctoral candidate and the supervisor in advance to ensure that content-related benefits, personal development and financial aspects are in a reasonable balance.
The binding and current regulations can be found in the Wiki of the TUM-GS.
The TUM-GS supports international research activities with up to 1,600 euros per person. This budget can be divided over several stays. The following are eligible for funding:
- Research stays abroad
→ An additional grant of 1,400 euros can be applied for if the stay lasts at least 4 weeks.
- Active participation in international conferences, meetings or symposia
→ The prerequisite is an active contribution, e.g. a presentation of your own research.
- Participation in international summer/winter schools or specialist workshops
- Invitation of international guest researchers to work together on the dissertation project
- Travel costs for examiners from international universities to take part in the doctoral viva
Doctoral students of the GCMH who:
- have an employment contract as a research assistant with the TUM, the University Hospital or the German Heart Center Munich, or
- receive a classic doctoral scholarship (e.g. DAAD, CSC, Begabtenförderungswerke), or
- are self-financed (e.g. medical students).
Doctoral students who do not fall into these categories can instead apply for an Internationalization Grant.
Important: The application for internationalization funding does not replace the business trip application for internal employees!
In order to apply for internationalization funding, the following requirements must be met:
- Successful participation in the kick-off seminar
- Positive completion of the first feedback meeting
- The internationalization measure must take place abroad.
→ International congresses in Germany, for example, are not eligible for funding
If you are planning a stay abroad, please contact us well in advance so that we can activate the application in your DocGS account.
→ Doctoral students of the Medical Life Science and Technology (MLST) program please use the application form on our website.
All required documents must be submitted to us no later than 5 months after your return!
To ensure that your expenses can be correctly accounted for as part of internationalization funding, please note the following points:
Required Documentation
- A proof of payment is required for all expenses (e.g. receipt, invoice, bank statement).
- Paper receipts (e.g. metro tickets) must be submitted in their original form.
- Receipts smaller than A4 must be individually stapled to a blank A4 sheet.
- Receipts in languages other than German or English must be accompanied by a self-prepared translation.
- Invoices or bank statements must be clearly attributable to you (e.g. by showing your name).
Special Cases
- If your trip includes private travel, you must provide comparison offers (e.g. flight prices for the original return date).
- For expenses in foreign currencies, you must submit proof of the exchange rate at the time of payment (e.g. bank statement, online currency converter with date).
- The use of taxis, Uber, or similar services must be justified (e.g. no available public transport).
- The use of a private car or rental vehicle must be approved before the trip.
- If you share accommodation with others, only the proportional amount can be reimbursed.
Additional Notes
- If your travel expenses are fully or partially covered by a third party (e.g. your department, another doctoral candidate, or a family member), please inform us before your trip, as additional documentation may be required.
- If you wish to request an advance payment, please contact us at least 2 months before the start of your trip.
Reimbursable Costs
- Travel expenses (e.g. flights, trains, public transportation)
- Accommodation and rental costs
- Visa fees
- Participation fees for congresses, conferences, or meetings
Non-Reimbursable Costs
- Any type of insurance (e.g. travel, health, luggage)
- Catering or meals (exception: if included in conference fees)
- Purchase of equipment
- Other private living expenses
The following documents must be available to us after your return:
For employees of TUM, the University Hospital, or the German Heart Center Munich (DHM)
- Travel expense reimbursement form processed by the travel office, including the approved business/training travel request
- Application for internationalization funding
→ via DocGS (except for doctoral candidates in the MLST program) - All relevant payment proofs and original invoices
- Confirmation of active participation (e.g. conference contribution) or confirmation of research stay
- If applicable: Letter of justification (see section “Important Notes”)
For Scholarship Holders
- Travel expense reimbursement form (available on our Webseite)
- Application for internationalization funding
→ via DocGS (except for doctoral candidates in the MLST program) - All relevant payment proofs and original invoices
- Confirmation of active participation (e.g. conference contribution) or confirmation of research stay
- Written confirmation from the scholarship provider stating that the scholarship does not include travel funding
- If applicable: Letter of justification (see section “Important Notes”)
For Self-Financed Doctoral Candidates (e.g. Medical Students)
- Travel expense reimbursement form (available on our Webseite)
- Application for internationalization funding
→ via DocGS (except for doctoral candidates in the MLST program) - All relevant payment proofs and original invoices
- Confirmation of active participation (e.g. conference contribution) or confirmation of research stay
- If applicable: Letter of justification (see section “Important Notes”)
Doctoral students who are doing their doctorate part-time or are employed externally (e.g. in companies or research institutions) cannot be supported by the regular TUM-GS Internationalization Grant. Instead, they can apply for the TUM-GS Internationalization Grant (max. 1,600 €) at least 2 months before the start of the trip. The selection is competitive and takes into account:
- the previous doctoral progress,
- the planned measure,
- as well as the financing of the doctorate.
Please contact us early on regarding the further process.
Eligible Measures
- Research stays at universities or research institutions abroad
- Presentation of your own research results at international conferences
- Participation in Summer/Winter Schools or workshops (in well-justified individual cases)
Important Requirements
- The external employment must not be related to the doctoral project, either in content or organization.
- The employer must not provide any financial support for the international activity.
- Double funding (e.g. partial support from both the employer and TUM-GS) is not permitted.
Doctoral candidates pursuing an industry doctorate or receiving a doctoral scholarship from their external employer, as well as those whose research activities are part of their paid employment, are not eligible to apply.
Frequently Asked Questions
- Can I apply for the grant retroactively?
→ No, retroactive funding is not possible. - Can I get reimbursed for expenses already booked before the international activity takes place?
→ No, this is also not permitted. - Can I apply for the grant more than once?
→ Yes, as long as the total budget of €1,600 has not been used up. A separate application must be submitted for each activity. - Which costs are eligible for reimbursement?
- Travel (e.g. flights, trains)
- Accommodation
- Public transportation
- Conference fees
- Visa fees