Programme Guide for EMBO Young Investigators and Installation Grantees Version 2.6 - January 2015
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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. 4
The 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-todate version of this guide, and all the forms referred to in this guide: http://www.embo.org/funding-awards/young-investigators/for-current-younginvestigators 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. 5
Financial 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. 6
Financial 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) Sectoral Meetings Institute visits Local PhD courses Lab member visit Conference/ meeting support Meeting (participation) grants Joint group meetings all all, if at least 1 current YIP is involved Current YIs* or IGs can invite Current YIs* or IGs Current YIs* or IGs Current YIs* or IGs all, if at least 1 current YIP is involved Each attending YI/IG can claim up to 300 euro travel reimbursement Organizer receives 400 per YI/IG or 600 per group to cover local costs. max 500 towards travel / accommodation of YI/IG visiting another YI/IG, or IG visiting any lab outside host state max 500 towards travel / accommodation for a current / former YI or IG giving a lecture for a PhD course associated with a current YI or IG max 1500 towards travel / accommodation 3000-5000 towards meeting costs (travel / accommodation / catering / room hire) max 500 (Europe) / 1000 (outside Europe) towards travel / accommodation / registration for a lab member (or YIP) attending a relevant conference or course max 800 per YIP group towards travel / accommodation / food / room hire * = this benefit is also available for those in their first year as former young investigators 8 T 9 D 10 NR 10 NR 10 NR 11 NG 11 NG 12 NR ^ 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) 7
MEETINGS 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: (for current and former members) reasonable travel costs reimbursed accommodation and meals during the conference are 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) 8
Information 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. 9
VISITS 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: Can be used for: Not covered Limit Payment 500 euro per visit Travel and accommodation Meals Two per year per PhD course 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. 10
ORGANIZING 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: Can be used for: Not covered: Payment Please use: 3000-5000 euro Room rental, accommodation, travel, catering, speakers dinner, etc Secretarial costs 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. 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. 11
JOINT 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: Can be used for: Payment Please use: 800 euro per YI/IG group Room rental, accommodation, travel, meals, etc Reimbursement is made after the event, on receipt of receipts and completed networking form. 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 12
Benefits 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-younginvestigator 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) 13
Invitations 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: Not covered: Residential registration fee Travel / additional meals 14
Other 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: Not covered: registration fees & accommodation (normally 1250 euro) travel costs (the host laboratory is expected to cover) 15
Former 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. Benefit Current Programme Members Former Programme Members More details on page: Financial Award P 6 Small Grants P 6 EMBO Member Mentor P 14 Access to EMBL Core Facilities 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 P * 15 = 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 16
APPENDICES: TRAVEL GUIDELINES AND REIMBURSEMENT FORMS 17
Appendix 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 31 st ) 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. 18
Appendix 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-younginvestigators 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. 19
Using 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 Email: rachel.coulthard@embo.org Networking Application and Report Form 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). 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 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). Descriptions of each category, and details of exactly what can and cannot be covered are provided separately, in the EMBO YIP Programme Guide. PART A: DETAILS Name of Applicant (YIP or IG): Is this an application or final report? Application / Final report Category (please see the YIP Programme Guide for a description and rules): 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) Sectoral meeting local costs (max 400/ YIP or 600 / YIP lab) & Other If other, description: List of other participants (if applicable): Start date of networking: End date of networking: Total days Name & location of conference / meeting (if applicable): Description of meeting/networking interaction: Full Name: Account Holder: Name and Address of Bank: Bank Account Number: Bank Code Number: Swift Code: IBAN Code/Routing: Reference (if requested): Currency of account (if not EUR): I certify that I have incurred / will incur the above expenditures while on EMBO business Date: Signature*** Comments: ***Please note that we cannot accept an image of the signature pasted into the document if you require payment 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 20
Example 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 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 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 to all, with posters and around 10 short talks selected from submitted abstracts. and abc list of relevant participants e.g. for meeting grants the lab member who will go. for group meetings, attending lab members see the relevant section of the programme guide with the description/rules for this catagory for details of what details may be required please remember to update when submitting the final report abc 3000 euro 2000 euro 5000 euro 5000 for eligible catagories, please indicate if an advance is required/ has been received please provide a breakdown - if claiming reimbursement, receipt amounts should correspond to the costs given page 2 (part D) please include a brief report when submitting a final report 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)
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INDEX A Announcements 5 C Conferences Conference / meeting support (networking funds) 11 Lecture grants 13 Meeting grants (Networking funds) 11 E EMBL core facilities 15 EMBO Directory 13 EMBO Members Meeting 14 N Networking 7 Categories and rules 7 Former programme members eligibility 16 Networking Summary 7 Nobel Laureate meeting 15 O Overheads 6 P PhD courses Support for local PhD courses 10 YIP PhD Course 15 F Former programme members 16 I Institute visits (Networking Funds) 10 J Joint group meetings (Networking funds) 12 L Lab member visits (Networking funds) 10 Laboratory Management Courses 14 M Meeting grants (Networking funds) 11 Membership list 13 Mentorship 14 R Reimbursement forms 19 Reports 6 S Small Grants 6 T Travel Guidelines 18 V Vacancies Nature Advert 15 YIP mailing list 5 Y YIP mailing list 5 Young Investigator Meetings 8 Young Scientists Forum 9 23
EMBO Young Investigator Programme Guide Version 2.6, January 2015 24