Implementation and Reporting for projects within the 1st and 2nd Call

All projects must submit a final scientific report. Projects with a duration of 2 or 3 years are also required to submit a scientific mid-term report. Both reports must be submitted in English within two months after the end of the reporting period and sent via email to kooperation-entwicklungsforschung@oead.at.

A financial report is not required for projects selected within the 1^st or 2^nd Call.

A mid-term report is NOT required for projects with a duration of 1 year.

As a report on the project progress, it provides an overview of completed activities, achievements and envisaged results during the first reporting period of 2- and 3-year projects.

The mid-term report (word file AND pdf) has to include the following parts (ca. 3-5 pages):

• Project Overview
• Narrative Summary of the Project Activities
• Complete List of Funded Mobilities
• Achievements and Envisaged Results
• Contribution to the SDGs, Implementation of Gender and Diversity Issues
• Reflection on Partnership and Cooperation
• Changes In Project Environment, Challenges and Mitigating Measures

The final scientific report has to be more detailed than the mid-term report and provides an of the entire project. A summary is published on the KoEF website.

The final report (word file AND pdf) shall include but not be limited to the following parts:

• Project Overview
• Short Narrative Summary of the Conducted Project (to be published on the website)
• Report on Project Activities and Results
• Complete List of Funded Mobilities of the Entire Project
• Sustainability and Application of Results
• Contribution to the SDGs, Implementation of Gender and Diversity Issues
• Reflection on Cooperation and Envisaged Follow-up Activities and Projects
• Response to Challenges and Difficulties and Unexpected Outcomes
• Publications and Pictures

• Eligible expenses include travel, accommodation and subsistence for incoming and outgoing researchers, travel within partner countries, as well as project-specific materials and equipment (up to EUR 3,000).
• Reimbursement is only possible for costs supported by invoices or receipts, which must be converted into EUR where necessary; if issued in another language than English or German, a working translation must be provided.
• Each mobility must make use of the most economical means of transportation, while travel within Austria is not eligible for funding.
• The total duration of all mobilities undertaken by a single person may not exceed 12 months.
• All mobilities and related travel, accommodation and subsistence costs must be thoroughly documented and reported in the scientific report(s).

Only project participants nominated in the application are eligible for reimbursement. Nominations must be submitted online via the StipOnline portal at least three weeks prior to the planned stay.

The following travel and subsistence costs for KoEF project members travelling to Austria can be refunded: 

Travel costs: max. EUR 1,500 per trip, reimbursement of face value:

• Flight (only economy class tickets): original invoice/receipt, proof of payment, plane ticket and original boarding passes are needed.
• Travel costs to and from the airport (in Austria public transport must be used): original invoices/receipts and proof of payment are needed.
• Visa costs: original invoice/receipt and proof of payment is needed.
• Travel insurance: proof of insurance, the original invoice/receipt and proof of payment is needed.

Accommodation and subsistence expenses, lump sums depending on qualification of project member and duration of stay:

PhD/doctoral students:

• stays of up to 12 days: EUR 100 / day
• stays of 13 days or more: EUR 1,250 / month 

Scientists (post-doc): 

• stays of up to 14 days: EUR 100 / day
• stays of 15 days or more: EUR 1,400 / month

The template “KoEF_Confirmation of Receipt_Accommodation and Subsistence Expenses”, available in the column on the right, must be used.

Only project participants nominated in the application are eligible for reimbursement. Nominations must be submitted online via the StipOnline portal at least three weeks prior to the planned stay.

The following travel and subsistence costs for KoEF project members travelling to Austria can be refunded: 

Travel costs: max. EUR 1,500 per trip, reimbursement of face value:

• Flight (only economy class tickets): original invoice/receipt, proof of payment, plane ticket and original boarding passes are needed.
• Travel costs to and from the airport (in Austria public transport must be used): original invoices/receipts and proof of payment are needed.
• Visa costs: original invoice/receipt and proof of payment is needed.
• Travel insurance: proof of insurance, the original invoice/receipt and proof of payment is needed.

The template “Reimbursement Travel Costs”, available in the column on the right, must be used.

Accommodation and subsistence expenses, lump sums depending on qualification of project member and duration of stay:

PhD/doctoral students:

• stays of up to 12 days: EUR 100 / day
• stays of 13 days or more: EUR 1,250 / month 

Scientists (post-doc): 

• stays of up to 14 days: EUR 100 / day
• stays of 15 days or more: EUR 1,400 / month

The template “KoEF_Confirmation of Receipt_Accommodation and Subsistence Expenses”, available in the column on the right, must be used.

Travel and subsistence costs must be pre-financed by the researchers or their institutions. 

The expenses will only be reimbursed upon return to the home country. The following travel and subsistence costs for KoEF project members travelling within or between partner countries of the Global South can be refunded.

Travel costs: max. EUR 1,500 per trip, reimbursement of face value:

• Flight (only economy class tickets): original invoice/receipt, proof of payment, plane ticket and original boarding passes are needed.
• Travel costs to and from the airport: original invoices/receipts and proof of payment are needed.
• Car: original invoices/receipts and a completed vehicle logbook are needed.
• Visa costs: original invoice/receipt and proof of payment is needed.
• Travel insurance: proof of insurance, the original invoice/receipt and proof of payment is needed.

The template “Reimbursement Travel Costs”, available in the column on the right, must be used.

Accommodation and subsistence expenses, lump sums depending on qualification of project member and duration of stay:

PhD/doctoral students:

• stays of up to 12 days: EUR 100 / day
• stays of 13 days or more: EUR 1,250 / month 

Scientists (post-doc): 

• stays of up to 14 days: EUR 100 / day
• stays of 15 days or more: EUR 1,400 / month

The template “KoEF_Confirmation of Receipt_Accommodation and Subsistence Expenses”, available in the column on the right, must be used.