Programme Guide for EMBO Young Investigators and Installation Grantees - Version 2.6 - January 2015
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Programme Guide for
EMBO Young Investigators
and
Installation Grantees
Version 2.6 - January 2015
2
EMBO YIP Programme:
Guide for EMBO Young Investigators and Installation Grantees
This booklet is designed to help Young Investigators and Installation Grantees get the
most out of the programme. As programme benefits and features are subject to change,
please always check the EMBO YIP website, or with the programme office to ensure
that the benefit is still offered.
About the EMBO Young Investigator Programme, Young Investigators and Installation Grants ... 4
Summary of Programme Benefits .............................................................................................4
Contacting EMBO .....................................................................................................................4
Contacting other YIPs................................................................................................................5
Financial Benefits ........................................................................................................................................ 6
Annual award from individual EMBC Member States .............................................................6
Small Grants ..............................................................................................................................6
Other Financial Benefits ............................................................................................................6
Financial support for networking.............................................................................................................. 7
Networking summary ................................................................................................................7
MEETINGS ...............................................................................................................................8
Annual EMBO Young Investigator Meeting ........................................................................8
Sectoral Meetings ..................................................................................................................8
EMBO Young Scientists’ Forum (EYSF) .............................................................................9
VISITS ....................................................................................................................................................... 10
YIP institute visits ...............................................................................................................10
Support for local PhD courses .............................................................................................10
Lab member visits (formerly Student exchange) ................................................................10
ORGANIZING OR GOING TO CONFERENCES/MEETINGS ...........................................11
Conference/meeting support................................................................................................11
Meeting grants .....................................................................................................................11
JOINT GROUP MEETINGS ..................................................................................................12
Joint group meetings ...........................................................................................................12
Benefits designed to raise the profile of YIPs ......................................................................................... 13
Young Investigator Lecture Grants .........................................................................................13
EMBO Directory (formerly EMBO YIP Booklet) ..................................................................13
Invitations to EMBO events ....................................................................................................14
Career development .................................................................................................................................. 14
Mentorship by an EMBO Member ..........................................................................................14
Laboratory Management Courses ............................................................................................14
Other support for your lab and lab members ........................................................................................ 15
Access to core facilities at EMBL ...........................................................................................15
Annual vacancies in EMBO Young Investigator labs campaign ............................................15
Free subscription to EMBO reports for one year.....................................................................15
Annual PhD course for Young Investigator PhD students .....................................................15
Students invited to apply for annual Nobel Laureate meeting.................................................15
Former Programme Members ................................................................................................................. 16
Appendix 1: Travel Guidelines ................................................................................................................ 18
Appendix 2: Reimbursement Forms ....................................................................................................... 19
Using the “Networking Application and Report Form” ......................................................20
3
About the EMBO Young Investigator Programme, Young Investigators and
Installation Grants
Since its launch in 2000, the EMBO Young Investigator Programme (YIP) selects
independent scientists throughout the EMBC Member States. Young Investigators (YIs)
are selected for three years, during which time they receive numerous benefits to help
them establish their careers.
EMBO Installation Grants encourage talented researchers to set up their independent
laboratories in participating member states (currently Croatia, Czech Republic, Estonia,
Poland, Portugal and Turkey). Installation Grantees (IGs) also become members of the
Young Investigator programme (YIPs), and are eligible for the networking funds and
most other benefits of the programme.
Summary of Programme Benefits
In addition to a financial award made available by EMBC Member States (page 6), and
possibility to apply for small grants (page 6) members receive extensive support for
networking interactions and other career development opportunities including:
• Meetings to interact with other programme members (page 8)
• Networking funds (page 7). These funds can be applied for to support
interactions in the form of visits and lab member exchanges (page 10). Support
is also offered to YIPs organizing conferences or sending lab members to
conferences/courses (page 11) and for joint group meetings (page 12).
• EMBO Young Investigator Lecture Grants raise the profile of YIs invited as
speakers to international conferences (page 13)
• EMBO Young Investigators are highlighted in the EMBO Membership list,
which features the who’s who in Life Sciences in Europe. Sent to almost 2000
addresses, this is meant to raise the profile of YIs (page 13)
• Career development opportunities (page 14) include the opportunity to choose
an EMBO Member as your mentor and a free laboratory management course
• Access to EMBL Core Facilities and inclusion in an annual Nature Advert for
vacancies in YIP Laboratories provide support to your growing lab (page 15)
• Support is also provided for your lab members – for example, through meeting
grant supporting the participation of your group members in scientific
conferences / courses (page 7), and through the annual YIP PhD Course, a
course run by Young Investigators for students in Young Investigator
laboratories - see page 15 for a list of current opportunities
Some of these benefits are also available to former members of the programme – see
page 16 for details.
Contacting EMBO
The programme tries to be responsive to the needs of its members; feedback and ideas
for how the programme can help its members are always welcomed. Indeed, many of
the current benefits are a result of suggestions made by current and former Young
Investigators.
4The YIP office (Programme Manager and EMBO Deputy Director, Gerlind Wallon, and
programme administrator, Rachel Coulthard) can be contacted via email at
yip@embo.org.
The YIP office also keeps in contact with programme members via an e-newsletter,
updating members on upcoming events and deadlines, opportunities within the
programme and news on other programme members. If you have any news you would
like to be included, or any feedback on the programme, please send the office an email.
The EMBO website is the best place to find up-to-date information on the programme
benefits.
The “for current young investigators” section of that webpage contains the most up-to-
date version of this guide, and all the forms referred to in this guide:
http://www.embo.org/funding-awards/young-investigators/for-current-young-
investigators
See also Appendix 2: Forms (page 19) for examples of the most commonly needed
forms, and what they should be used for.
Contacting other YIPs
The YIP mailing list can be used to circulate announcements amongst current / former
programme members (e.g. vacancies in YIP labs / meetings YIPs are organizing) or
requests for advice / help.
Please send your email to the yip office (yip@embo.org), who will forward to the list.
Job vacancy / conference announcements are normally bundled into a weekly digest.
Additionally each sectoral meeting has its own mailing list on google groups. To be
added to a sectoral group’s mailing list please contact the YIP office.
5Financial Benefits
Annual award from individual EMBC Member States
Young Investigators
EMBO Young Investigators receive a 15,000 euro award paid to their laboratories
during their second year in the programme.
No overheads can be taken from an EMBO Young Investigator Award. The award can
be spent at the Young Investigator’s discretion for scientific purposes, and does not
have to be spent within the membership period.
Installation Grants
EMBO Installation Grantees receive 50,000 euro annually. Funds for the award come
largely from the hosting EMBC Member State and the awards are paid via EMBO. The
award is initially made for three years.
The installation grant has to be taken up within the calendar year after selection. A
maximum of 10% of the award will be allowed for overheads. A maximum of 20% can
be used towards the salary of the successful applicant. The grant can be spent at the
discretion of the grantee in support of the laboratory’s research efforts. The grant does
not have to be spent within the calendar year but can be forwarded to future years
within the granting period. Installation Grantees have to submit a short scientific report
and a financial report to EMBO at the end of each calendar year.
Installation grants can be extended from three to five years, subject to a review in the
third year. Grantees are contacted in May or June of their third year, and asked to
submit a progress report. The host institute is also asked to complete a report. Both
reports are then reviewed by the EMBO Young Investigator Selection Committee, who
make a recommendation to the Installation Grant Board (made up of the EMBC
delegates from states participating in the Installation Grant scheme). Extensions are
confirmed after the Installation Grant Board meeting (normally in November each
year).
Small Grants
An annual call is made for small grants for current EMBO Young Investigators and
Installation Grantees who need additional funds (up to 10,000 euro). A committee made
up by the Young Investigator Committee Chair, Programme Manager and EMBO
Director decide upon the distribution of funds. No overheads can be taken from small
grants. Equipment bought with a small grant (or Young Investigator Award) remains
the property of the Young Investigator, not the host institute. The call is normally in
December, and is announced in the November or December eNewsletter sent by the
YIP office.
Other Financial Benefits
Financial support is also offered to programme members setting-up collaborations with
other programme members, organizing conferences, or sending lab members to
conferences/course – please see the Networking section (page 7) for more details.
6Financial support for networking
The Young Investigator Programme organizes an annual meeting for all YIPs, and
funds a number of sectoral meetings on different topics. It also financially supports
collaborations between programme members / their groups, and between programme
members and EMBL groups. Additionally, programme members can also apply for
support when organizing, attending or sending lab members to a conference / course. A
summary of the interactions supported is shown in the table below; more detailed
descriptions of the categories and rules follow.
With the exception of travel costs for annual YIP meeting and YIP sectoral meetings,
networking support should be applied for in advance – for institute visits and support
for local PhD courses, an email notifying the office is sufficient, for other interactions
the Networking Application and Report Form should be completed (see page 20 for a
quick guide to this form).
Networking summary
Interaction Eligibility Summary More details on page: Mech^
all
Annual YIP
(current/former 500 euro travel reimbursement 8 T
Meeting
YIs & Igs)
Each attending YI/IG can claim up to 300
8 T
Sectoral euro travel reimbursement
all
Meetings Organizer receives €400 per YI/IG or €600
9 D
per group to cover local costs.
all, if at least 1 max €500 towards travel / accommodation
Institute visits “current” YIP is of YI/IG visiting another YI/IG, or IG 10 NR
involved visiting any lab outside host state
max €500 towards travel / accommodation
Current
Local PhD for a current / former YI or IG giving a
YIs* or IGs can 10 NR
courses lecture for a PhD course associated with a
invite
current YI or IG
Lab member Current max €1500 towards travel /
10 NR
visit YIs* or IGs accommodation
€3000- €5000 towards meeting costs
Conference/ Current
(travel / accommodation / catering / room 11 NG
meeting support YIs* or IGs
hire)
max €500 (Europe) / €1000 (outside
Meeting
Current Europe) towards travel / accommodation /
(participation) 11 NG
YIs* or IGs registration for a lab member (or YIP)
grants
attending a relevant conference or course
all, if at least 1
Joint group max €800 per YIP group towards travel /
“current” YIP is 12 NR
meetings accommodation / food / room hire
involved
* = this benefit is also available for those in their first year as “former” young investigators
^ Payment mechanisms: (NB. All networking should also be applied for in advance.)
NR= reimbursement after event on receipt of receipts and completed networking form
NG= can also be paid in advance as a grant on receipt of completed networking form. A final report
should also be submitted afterwards. See page 20 (how to use the networking form) for more info.
T = Reimbursement after event; please submit receipts and travel expense form.
D = please discuss this with the YIP office
Please note that claims must be submitted in the same calendar year. Please also refer to the travel
guidelines (appendix 1)
7MEETINGS
Annual EMBO Young Investigator Meeting
The meeting facilitates networking amongst Young Investigators, Installation Grantees
and EMBL group leaders. All programme members (past and present) are invited to
participate. Meetings take place at the EMBL, and every third year in a programme
member’s institute (YIPs are asked to volunteer to host this, and the location chosen via
a vote of programme members). Announcements about upcoming Young Investigator
Meetings are made via the e-newsletter.
Costs covered: • reasonable travel costs reimbursed
(for current and • accommodation and meals during the conference are
former members) provided
Not covered • additional meals
Please use Travel Expense Claim form (see Appendix 2, page 19)
Also refer to: Travel Guidelines (appendix 1)
Sectoral Meetings
YIP sectoral meetings were established to support collaboration and exchange between
programme members and are funded by the EMBO Young Investigator Programme.
Individual programme members volunteer to organize these meetings. All programme
members (current and past) can join any of these groups anytime. The current groupings
are listed in the regular YIP newsletters. Each sectoral meeting has its own mailing list
on google groups. To be added to a sectoral group’s mailing list please contact the YIP
office.
The format of each meeting is decided by organizers and participants, with the aim to
foster discussions and exchange of ideas and data. Groups with overlapping topics can
hold back-to-back meetings. Organizers can choose to select only a sub-set of
participants as speakers and are encouraged to specifically invite programme members
who they feel will contribute substantially. The YIP office also reserves the right to
limit the number of participants to keep costs at a reasonable level and to ensure the
high quality of the meetings. Lab members may accompany an attending PI, but EMBO
will only cover minimal costs (see below). External participants should only be invited
in exceptional cases, please consult the YIP office.
If you have questions and/or suggestions regarding individual meetings, please contact
the organizers directly.
If you attend a sectoral meeting, travel costs of up to 300 euros will be reimbursed
directly by EMBO. The organizer will send you the travel guidelines and a travel
expense form. These forms can also be downloaded from the EMBO website.
If you are interested in organizing a new sectoral meeting, please send us a proposal.
We will then contact all programme members for an expression of interest
Sectoral meeting travel costs
Amount: travel costs up to 300 euro covered for each attending YIP
Not covered travel support for lab members
additional meals
Please use Travel Expense Claim form (see Appendix 2, page 19)
Also refer to: Travel Guidelines (appendix 1)
8Information for sectoral meeting organizers
The date and meeting format should first be decided in consultation with the
participants. Please also discuss the format and expected costs with the YIP office to
ensure these meet our requirements (see previous page for general considerations).
On request, the meeting can be held at EMBL in Heidelberg with support from the YIP
office.
EMBO provides a set amount per attending YIP to cover local costs (e.g. room and
board); please contact us to discuss possible payment mechanisms. Travel costs for
participants are reimbursed separately by EMBO. Please supply participants with the
sectoral meeting information pack provided by the YIP office, which includes the travel
guidelines and a travel expense claim form.
After the meeting please submit an updated Networking Application and Report Form,
confirming expenditure and including a short report & final programme.
Sectoral meeting local costs
Budget: 400 euro per YIP attending | additional 200 euro/ group leader
is available if the PI is accompanied by lab member(s) i.e. the
maximum available sum per attending YIP is 600 euro
Can be used for: Hotel (costs must be reasonable), local travel, catering / group
dinner, room hire
Payment Please discuss mechanism with the YIP office well ahead of
the meeting
Please use: Networking Application and Report (see page 20.)– both to
apply for funds and to submit a final report
EMBO Young Scientists’ Forum (EYSF)
The EMBO Young Scientists’ Forum aims to bring together young European
researchers in order to motivate and inspire students to pursue their career and education
in the life sciences. The meeting takes place once a year in a member state participating
in the EMBO Installation Grant scheme and is organized by local installation grantees.
9VISITS
YIP institute visits
Supports programme members invited to give a seminar or plan a collaboration with
another programme member. Note that one current programme member needs to be
involved. Installation grantees may also apply to visit non-YIP laboratories in EMBC
member states (excluding their host country).
Max. amount: 500 euro
Can be used for: Travel / accommodation
Not covered Meals
Payment Reimbursement is made after the event, on receipt of receipts
and completed networking form.
Please use: An email is sufficient for pre-approval. For reimbursement, use
the Networking Application and Report (see page 20.)
Also refer to: Travel Guidelines (see Appendix 1, page 16)
Support for local PhD courses
Current programme members who are organizing a PhD course in their local institutes
can invite a current or former programme members to provide a lecture or other
teaching support.
Max. amount: 500 euro per visit
Can be used for: Travel and accommodation
Not covered Meals
Limit Two per year per PhD course
Payment Reimbursement is made after the event, on receipt of receipts
and completed networking form.
Please use: Networking Application and Report (see page 20.)
Also refer to Travel Guidelines (see Appendix 1, page 16)
Lab member visits (formerly Student exchange)
Travel and accommodation costs for students/postdocs of current young investigators
going to other laboratories to carry out experiments can be covered.
Max. amount: 1500 euro
Can be used for: Travel and accommodation costs; subsistence up to 10€/day
Not covered: • Bench fees
• Expensive accommodation. For trips of more than a few
days, hotel rates will not be covered.
Payment Reimbursement is made after the event, on receipt of receipts
and completed networking form.
Please use: Networking Application and Report – both for application and
final report (see page 20.)
For all exchanges it is expected that the best travel and accommodation fares be
sought; please provide estimated costs in your application.
Please also retain/include receipts for food expenses, if subsistence will be claimed.
10ORGANIZING OR GOING TO CONFERENCES/MEETINGS
Conference/meeting support
Scientific meetings and conferences organized by programme members that address to a
large part the younger scientific community can be supported with up to €5000. Other
scientific meetings organized by programme members can be supported with up to
€3000.
Max. amount: 3000-5000 euro
Can be used for: Room rental, accommodation, travel, catering, speakers’
dinner, etc
Not covered: Secretarial costs
Payment The money is paid in advance, as a grant. Following the event,
please also submit a short report to confirm how the funds were
used. Receipts should be retained but do not have to be
submitted.
Please use: Networking Application and Report – both for application and
final report (see page 20.)
In your application please include details of : who the meeting is aimed at; the
meeting format (including whether there will be open registration); list of
confirmed/invited speakers; the other organizers; expected number of participants;
and URL of meeting website (if one exists).
Meeting grants
Meeting grants support current programme members or their group members attending
scientific conferences or courses.
The Group Leader should apply using a Networking Application and Report Form.
Payment can be made at this point. After the conference, the lab member who attended
the conference should send a final version of the form, including how the funds were
spent, and a short report.
Max. per grant: 500 euro in Europe | 1000 euro elsewhere
Limit 1000 euro / YIP lab / year **
Can be used for: registration, travel and accommodation for the participant
Payment • Either as a grant in advance: receipts should be retained but
do not have to be submitted, in this case.
• Or reimbursement after the event: here original receipts
must be submitted with the final Networking Application
and Report Form.
Please use: Networking Application and Report Form both to apply and to
submit final report (see page 20.)
** Installation Grantees who are invited as speakers at international
meetings can apply for meeting grants in addition to their labs’ 1000
euro/year limit. These MUST be applied for in advance, and are subject to
approval by the YIP office. Please supply the website of the meeting and, if
known, the proportion of national to international attendees.
11JOINT GROUP MEETINGS
Joint group meetings
Funds are available for joint group meetings between programme members. One current
programme member must be involved. Current programme members can also apply for
800 euro for group meetings with non-YIP labs outside the city they are based in.
Max. amount: 800 euro per YI/IG group
Can be used for: Room rental, accommodation, travel, meals, etc
Payment Reimbursement is made after the event, on receipt of receipts
and completed networking form.
Please use: Networking Application and Report – both for application and
final report (see page 20.)
The application should include the groups involved and number of group members,
plus expected expenditure
12Benefits designed to raise the profile of YIPs
Young Investigator Lecture Grants
To support and promote the visibility of EMBO Young Investigators at scientific
conferences, the programme can sponsor EMBO Young Investigators speaking at
international meetings.
Meeting organizers who wish to invite a Young Investigator to give a lecture can apply
for sponsorship. Applications are then sent to the YIP Committee Chair for selection. If
you want to be sponsored as an EMBO Young Investigator lecturer at a conference that
you have been invited to as a speaker, please send us an email. We will contact the
organizers to offer support.
The EMBO Young Investigator giving the lecture is asked to pay for her/his travel and
hotel expenses and subsequently claim for reimbursement.
Covered: up to 800 euro (in Europe) or 1200 euro (outside Europe)
for travel and accommodation
Not covered: • costs towards the general meeting organization
• non-residential registration fees*
• stipend for the speaker
• meals
Please use: YIP Lecture Expense form (see appendix 2)
*where the registration fee includes accommodation, we prioritize reimbursement of
travel, but can use any remaining funds for a partial reimbursement of the registration
fee in-lieu of accommodation costs.
Eligibility:
• EMBO Young Investigators within four years of selection
• Installation Grantees are not eligible
• limited to 2 lectures / YI / year and 2 grants / conference
More information, including conditions of Young Investigator Lecture Grants can be
found website: http://www.embo.org/funding-awards/lecture-grants/lectures-young-
investigator
EMBO Directory (formerly EMBO YIP Booklet)
The EMBO Directory (EMBO Membership and Young Investigator list) is compiled
and distributed annually. It includes details of all current and former Young
Investigators.
In addition, the EMBO website features a searchable databases of:
• Young Investigators (http://194.94.44.233/EMBO_YIP_search/search.htm)
• Installation Grantees (http://194.94.44.233/EMBO_YIP_search/IG_search.htm)
• EMBO Members (http://www.embo.org/members/find-a-member)
13Invitations to EMBO events
YIPs are invited to participate in the annual EMBO Members’ Meeting. Please see the
following website for details of upcoming meetings and how to register:
http://www.embo.org/members/members-meeting
Covered: reasonable travel costs will be reimbursed
accommodation (arranged by EMBO following registration)
Also refer to: travel guidelines ( see appendix 1, page 16)
Please use: YIP Travel Expense form (see appendix 2)
Career development
Mentorship by an EMBO Member
Programme members can choose an EMBO Member as his/her mentor. To start a
mentoring interaction, please send suggestions for a mentor to yip@embo.org. We will
make first contact with the person of your choice.
EMBO provides funds towards an annual visit.
Covers: travel and accommodation of mentor/mentee
Not covered: meal costs
Please use: travel expense claim form (see appendix 2)
Also refer to: travel guidelines ( see appendix 1)
Laboratory Management Courses
EMBO Laboratory Management Courses address issues of team development, effective
communication (e.g. giving feedback), delegation, leadership, conflict management,
time management and staff recruitment. Course fees are waived for programme
members. Courses are offered throughout the year; more details can be found at:
http://www.embo.org/events/laboratory-management-courses
Covers: Residential registration fee
Not covered: Travel / additional meals
14Other support for your lab and lab members
Access to core facilities at EMBL
EMBL has granted the EMBO Young Investigators and Installation Grantees access to
its core facilities at the same rates as the EMBL group leaders. If you are interested in
any of the services, please contact the EMBL core facility leaders directly mentioning
your status as an EMBO Young Investigator / Installation Grantee. Some restrictions
may apply due to internal policies. EMBL core facilities exist for Advanced Light
Microscopy, Genomics, Proteomics, Protein Expression and Purification, Electron
Microscopy, Flow Cytometry, and Chemical Biology. Further details about the facilities
(including contact details) can be found here:
http://www.embl.de/services/core_facilities/
Annual vacancies in EMBO Young Investigator labs campaign
Programme members (current and former) are invited to post PhD or post doc positions
available in their laboratories for an annual campaign highlighting vacancies in YIP
labs. An advert is placed on NatureJobs and other sites, and is supported by a web-page
on the EMBO web-site detailing the positions. The YIP office will email members to
notify them of how to provide details for each year’s advert (normally in October).
Free subscription to EMBO reports for one year
Free subscription to EMBO reports for one year is automatically provided. Should you
not receive a copy of EMBO reports, please contact the YIP office. Online access to
The EMBO Journal is available for those whose institutions do not have a subscription:
please contact the YIP office for a user name / password.
Annual PhD course for Young Investigator PhD students
Programme members annually organize a course for their PhD students, to give them an
opportunity to experience the scientific diversity and resources assembled within the
membership of the programme. Each year a group of Young Investigators gets together
to plan this course. Students from all Young Investigator and Installation Grantee
laboratories (present or past) are invited to apply for participation. The week-long
course hosts 36 students and includes scientific lectures, tutorials, student research
presentations, poster sessions, grant writing and paper review exercises.
Covers: • local course costs including accommodation and meals
during the course for students and teachers.
• speaker / organizer travel (please refer to travel guidelines
and use a travel expense form for reimbursement).
Not covered: travel for students.
Students invited to apply for annual Nobel Laureate meeting
EMBO is invited to nominate students to attend the Nobel Laureate meeting held in
Lindau each year. The programme office asks for applications from students in Young
Investigator and Installation Grant Labs, and selects the strongest applicants for
nomination.
Covers: registration fees & accommodation (normally 1250 euro)
Not covered: travel costs (the host laboratory is expected to cover)
15Former Programme Members
Former programme members can continue to participate through attending programme
meetings (both the annual Young Investigator Meeting and the sectoral meetings), and
through networking with current programme members (funding is provided for
networking interactions as long as one member is a current programme member).
Additionally, Young Investigators in their first year as “former” members (i.e. the
fourth year of membership in the programme) continue to be eligible for Lecture
Grants, and the conference/meeting support and meeting grant aspects of the
networking funds.
Please keep the EMBO YIP Office (yip@embo.org) updated with changes of institutes
etc, so we can keep your details up-to-date. We are also always very happy to hear
about prizes etc that you have received.
Current Former More
Programme Programme details on
Benefit Members Members page:
Financial Award P 6
Small Grants P 6
EMBO Member Mentor P 14
Access to EMBL Core Facilities P * 15
Lecture Grants P ^* 13
Institute visits & joint group meetings P * ∆ 12
Lab member visits P * 10
Meeting grants and conference support P * 10
Lab Management Courses P P 14
YIP annual meeting & sectoral meetings P P 8
∆ = when at least one "current" YI or IG is part of the interaction
* = some of these benefits are also available in the first year as a "former" young investigator (i.e.
in the fourth year of membership in the programme)
^ = only Young Investigators (i.e. not Installation grantees) are eligible for this benefit
16APPENDICES:
TRAVEL GUIDELINES
AND
REIMBURSEMENT FORMS
17Appendix 1: Travel Guidelines
For eligible travel costs, please adhere to the following guidelines:
• When taking the train, EMBO will refund 2nd class tickets.
• For air travel we will only refund an economy fare (APEX tickets). We will not
refund business class tickets.
• If you travel by car, EMBO will reimburse the equivalent of a 2nd class rail ticket.
Please provide a written estimate. This estimate can be issued by a travel
agency or the rail company or be a printout of the cost estimate from the rail
web site.
• For local transport, public transport should be used where possible. Expensive
airport transfers or expensive taxi fares may be queried.
• Please retain all receipts.
• Hotel costs must be reasonable.
• An upper limit of 500 euro for travel within Europe normally applies. Travel costs
for attending sectoral meetings are lowered to 300 euro.
• Should you have any questions, please contact us prior to making any final
arrangements (email: YIP@embo.org, Tel: +49-6221 891 110/112).
• Reimbursement claims must be received by EMBO within the same calendar year
(i.e. by Dec 31st) or, for networking interactions that occur in December, within
1 month. Our budget runs on a calendar year basis, and claims for travel from
the previous year cannot be paid once we close the budget at the end of January.
For reimbursement please complete the relevant claim form (see Appendix 2)
• Attach original tickets or receipts for each expense listed on the claim form*, and
mail the completed form and receipts to:
EMBO
Attn Rachel Coulthard
Postfach 1022.40
D-69012 Heidelberg
Germany
For couriers (eg. Fedex) please use: EMBO Young Investigator Programme,
Meyerhofstr. 1. D69117 Heidelberg, Germany
*
We cannot accept scanned copies of paper receipts; these must be sent in original by post with the
signed form. However:
• if a receipt was originally electronic (e.g. an email booking confirmation for your flight or an
invoice provided by email as a PDF) this can be sent as an email attachment
• if all receipts were originally electronic, then you can also print and sign the completed form,
and send this by fax (+49 6221 889 1200) or scanned in as an email attachment along with the
electronic receipt(s).
o Note that we cannot accept "e-signatures" pasted into the word file.
18Appendix 2: Reimbursement Forms
The downloads section of the YIP webpage contains the most up-to-date version of the
forms referred to in this guide:
http://www.embo.org/funding-awards/young-investigators/for-current-young-
investigators
There are three main forms that Young Investigators will need to use to claim expenses:
1) Networking application and report form
Used for networking interactions both for application and for final reporting.
As described in the individual sections on pages 8-12, this includes:
• YIP sectoral meetings local costs, EMBO Young Scientist Forum local costs
• YIP institute visits; support for local PhD courses; lab member visits
• Conference/meeting support; Meeting grants; Joint group meetings
See next page for further instructions for the form.
2) YIP Lecture Claim Form
Travel / accommodation expenses for YIP Lectures (see page 13). Must be printed and
signed, and returned with original receipts *
3) YIP Travel expense claim form
Used for general travel expenses for activities that do not have to be applied for in
advance, and no report is needed for e.g. :
• travel to EMBO YIP Meeting
• sectoral meetings travel
• mentor visits
Must be printed and signed, and returned with original receipts *
2 3
*
We cannot accept scanned copies of paper receipts; these must be sent in original by post with the
signed form (the postal address is on the form). However:
• if a receipt was originally electronic (e.g. an email booking confirmation for your flight or an
invoice provided by email as a PDF) this can be sent as an email attachment
• if all receipts were originally electronic, then you can also print and sign the completed form,
and send this by fax (+49 6221 889 1200) or scanned in as an email attachment along with the
electronic receipt(s).
o Note that we cannot accept "e-signatures" pasted into the word file.
19Using the “Networking Application and Report Form”
This form should be used to apply for networking support prior to the event and, after
the event, to request reimbursement and/or to provide a final report on a networking
interaction. Eligible interactions and expenses are described in the networking section
(pages 8-12). See the following page for an example of a completed form.
To be returned to:
EMBO, Attn Rachel Coulthard, Postfach 102240, D-
69012 Heidelberg, Germany
Fax: +49 (0) 6221 8891 200 Full Name:
Email: rachel.coulthard@embo.org
Account Holder:
Networking Application and Report Form
Name and Address of Bank:
To apply for networking support, please fill in section A and B (plus D if an advance payment is required) and return
the form by email/fax (unless an advanced payment is needed, no signature is required | for an advance, please note
that we cannot accept e-signatures: the form must be printed, physically signed and then scanned in). Bank Account Number:
After the networking event, sections A&B should be updated and section C completed. If reimbursement is required,
section D should also be completed and the signed form should be sent by post with original receipts. If an advance Bank Code Number:
was paid – or all receipts are electronic - the signed form can be scanned in and sent by email / fax (with the
electronic receipts where appropriate). Swift Code:
Descriptions of each category, and details of exactly what can and cannot be covered are provided separately, in the
EMBO YIP Programme Guide. IBAN Code/Routing:
PART A: DETAILS
Reference (if requested):
Name of Applicant (YIP or IG):
Is this an application or final report? Application / Final report Currency of account (if not EUR):
Category (please see the YIP Programme Guide for a description and rules):
I certify that I have incurred / will incur the above expenditures while on EMBO business
Institute visit or seminar etc. (max €500) Joint group meetings (max €800 / group)
Local PhD course support (max €500) Meeting/conference support (max €3000 - €5000)
Lab member visit (max €1500) Meeting grant (€500 Europe/ €1000 overseas) Date: ………………………………………Signature*** ……………………………………………………
&
Sectoral meeting local costs (max €400/ YIP or €600 / YIP lab) Other
If other, description:
List of other participants (if applicable):
Comments:
Start date of networking: End date of networking: Total days
Name & location of conference / meeting (if applicable): ***Please note that we cannot accept an image of the signature pasted into the document – if you require payment
Description of meeting/networking interaction: forms must be printed and physically signed (but can then be faxed or scanned in to send by email or sent by post
with the receipts)***
PART B: COST– please report estimated costs, at application / final costs, in the final report
Is this break down for: Expected costs / Final costs
Meeting/conference support, meeting grants and sectoral meetings only Yes / No
Is an advanced payment required? (at application) OR
Has an advance been paid? (final report) Amount:
Expenditure Cost
TOTAL:
PART C: REPORT - please provide a brief report on the interaction, for our records.
Poster or talk presented at the conference? (for meeting grants only) Yes / No
Signature ……………………………………………………
_________________________
&
Travel for sectoral meetings (normally limited to 300 euros / YIP) is dealt with separately. Each attending YIP
should submit a Travel Expense Claim for their costs (travel for group members is not covered).
This document is a Microsoft word form – if you have problems entering text into the fields, it can be unlocked using
the forms toolbar.
PART D: Account details / confirmation
FOR OFFICE USE: advance to pay:___________ / final amount to pay:___________ | paid on:____________
Form last updated: Jan 2013
20Example filled in networking form:
page 1 (parts A-C)
Name of YIP or IG applying
please remember to update
this when submitting the final
report
list of relevant participants
e.g. for meeting grants
the lab member who will
go. for group meetings,
attending lab members
This is an annual symposium important to the field. This year it is being organized by Joanna Organizer
and myself. We have an exciting list of speakers already accepted (see the symposium website see the relevant section of
www.____.org for details) and expect around 300 participants. Participants will be a mix of PhD
students, postdocs and PIs in the field, based across europe and beyond. Registration will be open the programme guide
to all, with posters and around 10 short talks selected from submitted abstracts. with the description/rules
and abc for this catagory for details of
what details may be required
please remember to update
when submitting the final report
5000 for eligible catagories, please
indicate if an advance is required/
3000 euro
abc 2000 euro
has been received
5000 euro
please provide a breakdown -
if claiming reimbursement,
receipt amounts should correspond
to the costs given
please include a brief report
when submitting a final
report
page 2 (part D)
Name of YIP or IG applying
or person to who the funds will
go to (i.e. the person using the meeting grant)
bank details only needed if you are:
applying for an advance
or
sending a final report where reimbursement
is needed
Signature of the person listed
under full name
(see also)22
INDEX
A
N
Announcements · 5 Networking · 7
Categories and rules · 7
Former programme members’ eligibility · 16
C
Networking Summary · 7
Nobel Laureate meeting · 15
Conferences
Conference / meeting support (networking funds)
· 11 O
Lecture grants · 13
Meeting grants (Networking funds) · 11 Overheads · 6
E
P
EMBL core facilities · 15 PhD courses
EMBO Directory · 13 Support for local PhD courses · 10
EMBO Members’ Meeting · 14 YIP PhD Course · 15
F
R
Former programme members · 16 Reimbursement forms · 19
Reports · 6
I
S
Institute visits (Networking Funds) · 10
Small Grants · 6
J
T
Joint group meetings (Networking funds) · 12
Travel Guidelines · 18
L
V
Lab member visits (Networking funds) · 10
Laboratory Management Courses · 14 Vacancies
Nature Advert · 15
YIP mailing list · 5
M
Meeting grants (Networking funds) · 11 Y
Membership list · 13
Mentorship · 14 YIP mailing list · 5
Young Investigator Meetings · 8
Young Scientists’ Forum · 9
23EMBO Young Investigator Programme Guide
Version 2.6, January 2015
24You can also read
