After you receive a grant from DEEP the following will happen:
Before departure
- Your application is granted, you will receive a letter of confirmation. you will also receive a blank refund form and a link to an online reimbursement form for you to fill out and submit after your travels. Your supervisor will also be informed. If there are any changes to your travel plans or if you will not be able to use the awarded grant within the proposed time frame, you are obliged to contact us immediately and these changes require our approval. In the case that you want to make substantial changes compared to the activities described in your application and budget proposal, we need to be informed as soon as possible and any further use of the awarded grant requires a new grant application that is subject to approval by the DEEP approval committee. Changes made without informing us in time can lead to a rejection of your later claim.
- You order your tickets and pay for other costs. Invoices cannot be sent directly to us, as the grant is paid as a refund to you personally, and not to your institute or any other institution, when you can document the payment and your actual cost.
- Reimbursements are made only on the basis of valid documentation (original receipts, invoices, and travel documentation). Reimbursements will only be made in accordance with your approved budget and no reimbursements will be made in excess of the amount stipulated in the letter of confirmation.
- Costs that exceed what is outlined in the approved budget will not be covered unless these changes have been explicitly approved by the DEEP grant approval committee before the travel and activity took place, this requires a new letter of confirmation.
During your stay
-
Set up an expense overview for all your expenses up to the awarded grant amount (an easy excel list will do)
-
Keep all relevant original recites, invoices, and travel documents (e.g., boarding cards) as documentation.
Example: If you have been awarded a grant of 25 000 NOK to cover travel, housing and some food expenses, you will have to list all travel, housing and food costs up to 25 000 NOK in your refund form. Make sure save all relevant receipts, invoices, and travel documents as documentation so that you can submit them along with your refund form and travel report.
Latest one month after returning
- You submit your reimbursement claim to DEEP.
- You do this by submitting a refund application through our online reimbursement form at this web address: https://nettskjema.no/a/305130
- The application must contain a filled-out refund form detailing your expenses on the basis of your approved budget. Your application must also include all relevant original receipts, invoices, and boarding cards for your flights. UiO is obliged to check that you have spent the DEEP mini-grant for travel or research according to the application you made.
- You will also submit a small summary in English describing your experiences and how the award has benefited you, preferably with 1-2 pictures included. the summary will be posted on the DEEP web page. Reimbursement claims of expenses that may be covered by this grant will not approved until such a summary has been submitted to DEEP.
- Your reimbursement claim must concern expenses in accordance with the grant you have been awarded by the DEEP grant committee. Be aware that deviations from this can lead to to the refusal of reimbursement or later repayment claim.
You can apply for the travel grant as often as necessary. There is no upper limit to how many times a DEEP mini-grant can be awarded to the same person, but you can only be awarded one grant per activity/travel.