EU Travel Expense Reimbursement (CALIPSOplus)

Within the EU CALIPSOplus Transnational Access programme DESY Photon Science provides limited financial support for transnational access to researchers who:

  • participate in a beamtime related to a DESY Photon Science proposal and
  • the project leader and group members work at institutes in an EU or an EU associated country*

* Researchers from institutes in the following countries may be supported: Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxemburg, Malta, The Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, United Kingdom. EU associated countries (H2020): Albania, Bosnia and Herzegovina,Faroe Islands, FYR of Macedonia , Georgia, Iceland, Israel, Moldova, Montenegro, Norway, Serbia, Tunisia, Turkey, Switzerland, Ukraine

Eligibility requirements

An application for travel reimbursement has to be submitted prior to the experiment. The Principal Investigator (PI) of a proposal with approved beamtime is requested to fill in the application for EU travel reimbursement in DOOR under "Application for travel reimbursement" --> "Non-German users from EU countries participating in EC projects".

For this purpose it is required that all participating group members have registered in DOOR beforehand. After processing by the DESY Photon Science User Office you will be notified about the status of your application via email.

The travel reimbursement is limited to

  • EU users participating in a beamtime allocated for a project lead by a user from an EU or EU-associated country (DESY proposal ID ending with "EC" (e.g. I-20120123 EC)
  • a maximum of three travellers per beamtime
  • travel costs, overnight stays and daily allowance. No support for shipment or transportation of equipment is granted
  • the period of the scheduled beamtime plus appropriate preparation and post-processing time (usually 1 day before and after beamtime).

In order to allow support for as many user groups as possible please help us reduce costs and make sure that you use:

  • economy-class tickets (flight or train, public transport system)
  • inexpensive accommodations (DESY hostel). In case the DESY Hostel is overbooked, please keep the written rejection and choose an alternative from the list provided by the Hostel.

Prolonged periods of stay, the use of private or rented cars as well as accommodations other than the DESY Hostel require prior approval. Please formulate a respective request in your "application for travel reimbursement" in DOOR.

How to get reimbursed

  • Pick up a form "Travel Expense Statement" for each participant at the User Office, Bldg. 47c (Max von Laue Experimental Hall), Room L106. Every group member is expected to fill in a Travel Expense Statement form properly. These forms are not available for download.
  • Do not forget to pay the bill for your stay at the DESY Hostel. You need to submit the original receipt of payment for the reimbursement of your travel expenses.
  • After the beamtime, the form “Confirmation of Beamtime” has to be generated by the principal investigator of the proposal (available via the travel reimbursement request in DOOR) and signed by the project leader.
  • Please submit the documents of all participants collectively, thereby helping us to handle the reimbursement efficiently. Enclose all original receipts and tickets (in case of e-tickets, include the boarding cards and a copy of the electronic booking confirmation) as well as the completed "Confirmation of Beamtime" and send the documents to the:

    DESY Photon Science User Office
    Building 47c/L106
    Notkestr. 85
    22607 Hamburg
    Germany
  • Please note that your travel expense statement with all documents must not be submitted later than 6 months after your experiment. According to German law, delayed submissions cannot be considered for reimbursement.

Reporting requirements

As recipient of financial support by the EU Commission via DESY Photon Science you are obliged to meet the EU reporting requirements:

  • Please submit your Experimental Report and User Feedback via DOOR three months after your experiment at the latest.
  • The project leader is requested to fill in the H2020 Research Infrastructures: User group questionnaire. The Number and Acronym of the EC Grant Agreement to be indicated in field (1) is 730872 CALIPSOplus. The User Project Acronym to be indicated in field (2) comprises DESY-D plus DESY Photon Science Proposal ID. For example: DESY-D-I-2017001 EC
  • Acknowledge DESY and the European Community in all publications (articles, posters, talks etc.) involving activities at DESY Photon Science if a reimbursement has been granted. Please include the following statements:

"Parts of this research were carried out at "beamline/facility" at DESY, a member of the Helmholtz Association (HGF). We would like to thank N.N. for assistance during the experiment (if not co-author of the publication)"

"The research leading to this result has been supported by the project CALIPSOplus under the Grant Agreement 730872 from the EU Framework Programme for Research and Innovation HORIZON 2020"

  • Register all your publications based on the results obtained in the frame of the supported project in the DESY Publications Database (accessible via DOOR) under specification of your DESY Photon Science proposal ID and the Grant "CALIPSOplus".