Frequently asked questions
Before applying
Q: The partner I want to collaborate with is not a university. Can I submit an application?
A: Yes. However, the partner you have selected should be a research institute or institution (e.g., the Robert Koch Institute in Germany). Ideally, you should strive to make its research-oriented nature as clear as possible in your project application, especially in case of a less well-known institution.
Filling out the project application form
Q: In which language should I fill out the project application form?
A: You can write the project application as well as the financial plan either in German or in English. You should use the blank Project Application Form and Financial Plan Form that you can find here.
Q: Isn’t it best if I use only one of the blank project application forms (i.e., the one in English) and fill it out in English, German and [Lithuanian, Latvian, Estonian]?
A: No, as it would be more work for you and the Baltic-German University Liaison Office. In fact, in case you choose to do so and the project is approved, you will be provided with a blank form to describe the project in German or English and your native language [Lithuanian, Latvian or Estonian] by the Office later on.
Q: Should I write the precise start and end date of the project in the first section of point 4 of the project application form?
A: Yes. Please write the precise start and end date including day, month and year (format dd.mm.yyyy), as the Baltic-German University Liaison Office can only cover expenses that are made starting from the day you have indicated as start date, and all expenses must be made during the project implementation period, before the day you have indicated as end date.
Q: Should I mention the exact partner(s) I want to collaborate with in section 2 of point 4 of the project application form?
A: Yes, both the cooperation institution you have selected and the exact persons involved have to be mentioned in this section, so that the Advisory Committee can judge the quality of the partnership more fairly.
Q: What do you mean by public events in section 5 of point 4 of the project application form?
A: By public events we understand any events that involve not only the project managers as well as those directly involved in the project, but also a larger audience. If you wish to organise a seminar between those who are directly involved in the project (e.g., the project managers and their respective research group(s) only), you should not write it in this section, but rather in section 4 under “Main activities”. If you wish to organise a conference or several events (in person and/or online) all interested students and/or professors or the general public can take part in, you should write it in the section 4.
Q: Should I always indicate the number of people who will (directly and indirectly) benefit from the project in section 6 of point 4 of the project application form?
A: Yes. Of course, you won’t always be able to state the precise number of those who will be indirectly involved. However, you should strive to give at least an extimation or an approximate number, so that the Advisory Committee can judge the visibility of your project more fairly.
Q: What kind of valid measures to increase the visibility of the project that I can mention under point 14?
A: If you have planned to advertise the project on the website of your home university and the partner university(-ies), on any social media platforms, through the newsletter of the involved parties, on (local) news channels, on the (local) radio, through publications in scientific journals etc., you should write it in this section. Please provide as much information as possible by adding the name of the social media platform(s), the news channels and/or the scientific publication(s) where you have planned to advertise the results of the project. Note that the project should be advertised specifically as funded by the Baltic-German Unversity Liaison Office as far and often as possible, for instance through the use of our logo.
Q: Should I attach the CV or additional information about the staff or the participants to the project application form?
A: No, it is not required to attach any additional documents.
Q: I am the project manager. Should I sign the electronic version of the project application form?
A: Yes. You should sign both the project application form and the financial plan. These two signed and scanned documents together with a cooperation confirmation from the German partner(s) should be submitted in one PDF file.
Q: I am not the project manager. Can I sign the electronic version of the project application form?
A: No. Both the project application form and the financial plan can be signed by the project manager only. In case the project is approved for funding, only the person mentioned in point 4 in the project application form “The legal representative authorized to sign legally binding agreements” has to sign the agreement concluded between the Baltic-German University Liaison Office and the organisation/institution.
Filling out the financial plan
Q: I am in Lithuania/Latvia and need to travel to Germany and back for the implementation of project-related activities. What is included in the flat rate mobility payment under point 1?
A: The flat rate mobility payment for traveling from Lithuania/Latvia to Germany and back amounts to 300 EUR. It does not change under any circumstances, is granted once and should include the whole trip back and forth (i.e., Latvia-Germany-Latvia; Lithuania-Germany-Lithuania) as well as all incidental expenses listed under point 8.1 of the project guidelines. Moreover, should you need to travel by bus, train or any other mean of public transportation in order to reach an airport and start the journey to Germany or Lithuania/Latvia, note that this is also included in the flat rate mobility payment. This also applies if you need to travel from a smaller bus- or train station in order to reach a bigger one and enter the main journey by bus or train.
Q: I am in Estonia and need to travel to Germany and back for the implementation of project-related activities. What is included in the flat rate mobility payment under point 1?
A: The flat rate mobility payment for traveling from Estonia to Germany and back amounts to 425 EUR. It does not change under any circumstances, is granted once and should include the whole trip back and forth (i.e., Estonia-Germany-Estonia) as well as all incidental expenses listed under point 8.1 of the project guidelines. Moreover, should you need to travel by bus, train or any other mean of public transportation in order to reach an airport and start the journey to Germany or Estonia, note that this is also included in the flat rate mobility payment; the same applies if you need to travel from a smaller bus- or train station in order to reach a bigger one and enter the main journey by bus or train.
Q: I teach at a Lithuanian university. My German partner needs to travel to Lithuania first, but after that they will also spend some time in Latvia with our Latvian partner for the implementation of project-related activities and have planned to go back to Germany directly from there (route Germany-Lithuania-Latvia-Germany). Does this change the flat rate from point 1?
A: No. The flat rate mobility payment will still amount to 300 EUR for the whole journey back and forth. The journey between Lithuania and Latvia will not be included in the flat rate mobility payment, but rather listed separately in the financial plan under the point “Mobility between the Baltic States”. However, should the German partner need to travel by any mean of public transportation in order to reach the airport, train- or bus station and enter the main journey while in Germany (in order to reach Lithuania) or in Latvia (in order to go back to Germany), these expenses would be included in the flat rate mobility payment.
The same also applies if the German partner will need to travel to Latvia first, but after that they will also spend some time in Lithuania for the implementation of project-related activities and travel back to Germany from there.
Q: I teach at an Estonian university. My German partner needs to travel to Estonia first, but after that they will also spend some time in Latvia/Lithuania with our Latvian/Lithuanian partner for the implementation of project-related activities and have planned to go back to Germany directly from there (route Germany-Estonia-Latvia/Lithuania-Germany). Does this change the flat rate from point 1?
A: Yes. Since no flat rate mobility payment is foreseen in this particular case, as the project manager you may suggest an amount of your choosing that, in your opinion, would adequately cover the expenses. Note that you should always strive to claim the funding according to the principles of cost-efficiency and economy; moreover, if the members of the Advisory Committee think that the planned expenses are excessive, they will be reduced before the project is approved and you will be asked to adjust the financial plan and the project application form accordingly.
Similarly to travels with the route Germany-Lithuania-Latvia-Germany or Germany-Latvia-Lithuania-Germany, the journey between Estonia and Latvia/Lithuania will not be included in the flat rate mobility payment, but rather listed separately in the financial plan under the point “Mobility between the Baltic States”. However, should the German partner need to travel by any mean of public transportation in order to reach the airport, train- or bus station and enter the main journey while in Germany (in order to reach Estonia) or in Latvia/Lithuania (in order to go back to Germany), these expenses would be included in the flat rate mobility payment.
The same also applies if the German partner will need to travel to Latvia/Lithuania first, but after that they will also spend some time in Estonia for the implementation of project-related activities and travel back to Germany from there.
Q: Is there a flat rate mobility payment for other necessary travels between the Baltic States and within Germany (point 2), apart from the ones mentioned above?
A: No. However, if the members of the Advisory Committee think that the planned expenses listed by the project manager in the Financial Plan are too high, they will be reduced before the project is approved and the project manager will be asked to adjust them accordingly. In our experience, a timely bought flight ticket in economy class from one of the Baltic States to the other and back tends to cost between 100 and 150 EUR per person or less, whereas a timely bought bus ticket in 2nd class for the same trip back and forth can cost between 35 and 60 EUR per person or less (stand: 2021).
Q: Can I use my own vehicle or a taxi for short-distance trips?
A: Usually, no. However, the use of your own vehicle or a taxi can be allowed as an exception, as long as it is deemed necessary and thoroughly explained in written form. Some valid reasons for the use of a taxi are listed under point 8.2 of the project guidelines. If the use of a taxi is listed in the Financial Plan without any valid reasons, note that it will not be approved.
Q: I am a professor from one of the Baltic States and I will spend a total of 5 days in Germany to implement project-related activities. What will the substinence expenses for my stay under point 3 amount to?
A: If you spend a total of 5 days in Germany (arrival on day 1, project activities on days 2-4, departure on day 5) the flat rate of your stay will amount to a total of 356 EUR (89 EUR x 4 days). Please note that:
a.) Each professor receives a daily flat rate of 89 EUR;
b.) The arrival and departure day are considered together as one single day. This means that, while calculating the flat rate of your stay as a professor for 5 days in Germany, you should not be calculating 89 EUR x 5 days, but rather 89 EUR x 4 days, since day 1 and day 5 will count together as one day.
Note that this rule is valid for any amount of time spent in Germany (i.e., 3 days will count as 2, 7 days will count as 6, etc.).
Q: I am a doctoral student from one of the Baltic States and I will spend a total of 6 days in Germany to implement project-related activities. What will the substinence expenses for my stay under point 3 amount to?
A: If you spend a total of 6 days in Germany (arrival on day 1, project activities on days 2-5, departure on day 6) the flat rate of your stay will amount to a total of 270 EUR (54 EUR x 5 days). Please note that:
a.) Each doctoral student receives a daily flat rate of 54 EUR;
b.) The arrival and departure day are considered together as one single day. This means that, while calculating the flat rate of your stay as a doctoral student for 6 days in Germany, you should not be calculating 54 EUR x 6 days, but rather 54 EUR x 5 days, since day 1 and day 6 will count together as one day.
Note that this rule is valid for any amount of time spent in Germany (i.e., 3 days will count as 2, 7 days will count as 6, etc.).
Q: I am an undergraduate/postgraduate student from one of the Baltic States and I will spend a total of 4 days in Germany to implement project-related activities. What will the substinence expenses for my stay under point 3 amount to?
A: If you spend a total of 4 days in Germany (arrival on day 1, project activities on days 2-3, departure on day 4) the flat rate of your stay will amount to a total of 117 EUR (39 EUR x 3 days). Please note that:
a.) Each undergraduate/postgraduate student receives a daily flat rate of 39 EUR;
b.) The arrival and departure day are considered together as one single day. This means that, while calculating the flat rate of your stay as an undergraduate/postgraduate student for 4 days in Germany, you should not be calculating 39 EUR x 4 days, but rather 39 EUR x 3 days, since day 1 and day 4 will count together as one day.
Note that this rule is valid for any amount of time spent in Germany (i.e., 3 days will count as 2, 7 days will count as 6, etc.).
Q: : I am an undergraduate/postgraduate student from Germany and I will spend a total of 8 days in Latvia/Lithuania or Estonia to implement project-related activities. What will the substinence expenses for my stay under point 4 amount to?
A: If you spend a total of 8 days in Latvia/Lithuania (arrival on day 1, project activities on days 2-7, departure on day 8) the flat rate of your stay will amount to a total of 329 EUR (47 EUR x 7 days). In Estonia, the same stay will amount to 336 EUR. Please note that:
a.) Each undergraduate/postgraduate student receives a daily flat rate of 47 EUR in Latvia/Lithuania and 48 EUR in Estonia;
b.) The arrival and departure day are considered together as one single day. This means that, while calculating the flat rate of your stay as an undergraduate/postgraduate student for 8 days in Latvia/Lithuania or Estonia, you should not be calculating 47 EUR x 8 days or 48 EUR x 8 days, but rather 47 EUR x 7 days or 48 EUR x 7 days, since day 1 and day 5 will count together as one day.
Note that this rule is valid for any amount of time spent in the Baltic States (i.e., 3 days will count as 2, 7 days will count as 6, etc.).
Q: : I am a doctoral student/professor from Germany and I will spend a total of 7 days in Latvia, Lithuania or Estonia to implement project-related activities. What will the substinence expenses for my stay under point 4 amount to?
A: If you spend a total of 7 days in Lithuania (arrival on day 1, project activities on days 2-6, departure on day 7) the flat rate of your stay will amount to a total of 396 EUR (66 EUR x 6 days). In Latvia, the same stay will amount to 402 EUR and in Estonia, it will amount to 408 EUR. Please note that:
a.) Each undergraduate/postgraduate student receives a daily flat rate of 66 EUR in Lithuania, 67 EUR in Latvia and 68 EUR in Estonia;
b.) The arrival and departure day are considered together as one single day. This means that, while calculating the flat rate of your stay as an undergraduate/postgraduate student for 7 days in Latvia/Lithuania or Estonia, you should not be calculating 66 EUR x 7 days, 67 EUR x 7 days or 68 EUR x 7 days, but rather multiply these amounts by 6 days, since day 1 and day 7 will count together as one day.
Note that this rule is valid for any amount of time spent in the Baltic States (i.e., 3 days will count as 2, 7 days will count as 6, etc.).
Q: While I was in Germany/the Baltic States in order to implement projet-related activities, I went out with my colleagues and expensed more than usual to stay at a hotel. Does this change the flat rate of my stay?
A: No. The flat rate depends solely on your status and the average living costs of the country you will travel to. It does not vary accordingly to your actual expenses.
Q: I am a project manager and would like to have lunch/dinner with the direct participants from my partner university(ies). Should I bring it up under point 5 of the financial plan?
A: No. If the lunch/dinner only happens between the project managers and direct participants from each partner university, it should be funded by the participants through the substinence expenses claimed under point 3 of the financial plan.
Q: Can the German partner be granted an honorarium to implement project-related activities?
A: No. As per point 4 of the project guidelines, fees for participants from the German partner institution(s) are not eligible for funding.
Q: I am a project manager from the Baltic institution which has been granted the funding by the Office. During the project implementation period I will organise and/or lead and/or supervise a conference (online and/or in person). However, these duties are not stated in the employment contract I signed with my university. Can I receive an honorarium?
A: No. As a general rule (cfr. point 10 of the project guidelines), project managers cannot receive an honorarium under any circumstances, regardless of what is stated in the employment contract.
Q: I am not the project manager, but I work for the Baltic institution which has been granted the funding by the Office. Can I receive an honorarium for implementing project-related activities of any kind?
A: No. If you are a professor/ lecturer who works for the Baltic institution which has been granted the funding, you cannot receive an honorarium under any circumstances, regardless of your input to the project and what is stated in your employment contract.
Q: I work neither for the Baltic institution which will receive the funding, nor for the German partner. Can I receive an honorarium?
A: In some cases, yes. For instance, an honorarium for translators and/or interpreters can usually be granted. However, keep in mind that the honorarium may not exceed 20% of the funding you wish to apply for (cfr. point 4 of the project guidelines); moreover, its necessity will be carefully considered by the Advisory Committee for each individual case.
Q: I have planned to advertise my project on social media, release interviews and/or publish the results in a scientific journal. Should I write it under point 9 of the financial plan?
A: Yes. You should strive to be as clear and detailed as possible to make the planned expenses understandable. This means that, for instance, you should write the name of the journal you plan to publish in and briefly and clearly state why you will need the funds you want to claim in order for the publication to happen. In case of a social media campaign, you should state the channel on which it will take place and provide a valid reason for the fund you want to claim (e.g., if you need it to buy a particular online license, fund an advertisement campaign on Facebook, etc.).
Submitting the cooperation confirmation
Q: What should the cooperation confirmation look like?
A: The cooperation confirmation from the German partner has to be an official letter with the letterhead of the partner university and has to be signed by the German partner themselves.
Q: I have more than one German partner. Should I submit the cooperation confirmation from each of them?
A: Yes. A separate confirmation from all your German partners is required.
Q: I have a German partner and a partner/several partners from the Baltic States. Should I submit the cooperation confirmation from my Baltic partner(s) as well?
A: No. Only a confirmation signed by your German partner(s) is required.
After approval
Q: When I submitted the application form with the cooperation confirmation, my partner was teaching at [insert university], but shortly after they took up a professorship at another university. Can I still implement the project with them?
A: Yes, as long as both the implementation and the key aims of the project do not suffer negative consequences. You should send us a new cooperation letter from the university where your partner currently teaches as soon as possible, moreover you will be asked to bring it up and explain it in the Project Report Form after the implementation of your project.
Q: When I submitted the application form with the cooperation confirmation, I had a partner who was teaching at [insert university]. However, I now have selected a different partner, who works at the same university as the previous one. Can I implement the project with them?
A: Yes, as long as both the implementation and the key aims of the project do not suffer negative consequences. As the partner university has not changed, you will not be asked to submit another cooperation confirmation; however, you should let the Office know that your partner has changed.
Q: On the project application, I have indicated that the project starts on [insert date]. However, for organisational reasons I had to spend part of the granted funding before that. What can I do?
A: You can alter the start date of the project and re-submit the whole corrected application to the Baltic-German University Liaison Office as soon as possible. However, note that this is not applicable if the start date you have already indicated is February 1 (1st round) or June 1 (2nd round), as expenses for activities already completed before these dates are not eligible for funding.
Payment of the granted funding
Q: When will the Baltic-German Universities Liaison Office pay the granted funding?
A: The Office will pay the funding after the contract is agreed on and signed by both parties (also s. next question)
Q: As a project manager, how should I request access to the granted funding?
A: You have three options:
a.) You can submit a request to the Office at least 14 calendar days before you require the funding, specifying the period for which you need it. After the funding is forwarded to you by the Office, you will have 6 weeks to spend it. After the period of 6 weeks ends, you must submit a statement of account per email to let the Office know that the money has been spent.
b.) You can submit a request for funding for both previous expenses and expenses for activities that you wish to carry out within the next 6 weeks. For instance, if your project has started in June, in August you can submit one single request, where you ask for funding both for activities that have taken place in June-July and for activities that will take place during the following 6 weeks in August/September. After the period of 6 weeks ends, you must submit a statement of account per email to let the Office know that the money has been spent.
c.) You can request up to 100% of the funding you have actually used to implement the project and indicated in the Final Financial Report after all activities have been implemented and the Final Report has been approved.
If you choose option a.) or b.), please note that you cannot receive more than 80% of the approved funding for the Project before you submit the Final Project Report and the Final Financial Report. After these reports have been approved, you have 5 days to request the last payment and receive the remaining approved funding.
Q: My project has not started yet, but I already know that I am not going to use all the funding I was granted. What should I do?
A: You should contact the Office as soon as possible, ideally before the Agreement is signed and your project begins. As a general rule, you should adjust the financial plan and the project application form accordingly and send the corrected documents via email to the Office.
Force Majeure
Q: I would like to reallocate (part of) my budget due to Force Majeure, so as to fund digitisation measures instead of travels, substinence and/or catering. What should I do?
A: You should contact the Office as soon as possible after your project has been approved. As a general rule, it is always best to apply for reallocation before you sign the Agreement with the Office and this becomes effective, i.e. before the start date of your project. In case you applied during the 2. Round and your project starts in September or later, you can apply for reallocation until September 6. The application for reallocation consists of the corrected Project Application Form and the corrected Financial Plan; you should send both documents to the Office and they both should show that you have reallocated the expenses in a cost-neutral manner (s. below). Please note that the Office can agree on the proposed reallocation only as long as it actually is cost-neutral.
Q: What does “cost-neutral reallocation” mean?
A: A reallocation is defined as cost-neutral as long as you do not reallocate more than the funding previously granted by the Advisory Committee for the activities you originally wished to perform. Consider the following example:
a.) You have applied for a total of 4.500 EUR to fund your project, which have been approved by the Advisory Committee: 3.000 EUR should fund travels, substinence and catering, whereas max. 1.500 should allow you to buy the laboratory material you need. However, after your project has been approved you have realised that due to Force Majeure you will not be able to travel during the project implementation period. For this reason, you have decided to use the amount of funding you were granted to buy the laboratory material regardless, but you wish to organise a conference online instead of on site – therefore, you will not need the approved funding for travels, substinence and catering. By performing a cost-neutral reallocation, the funding you will have at your disposal in order to organise the online event will amount to 3.000 EUR and thus match the one you were granted for the travel-related activities mentioned above. Similarly, the total funding after the reallocation will match the funding previously granted by the Advisory Committee and amount to a total of 4.500 EUR (3.000 EUR for the digitisation measures, which you have reallocated, + 1.500 EUR for laboratory material, which you chose not to reallocate, as you still wish to buy the material).
Q: I could not implement all project-related activities before the end of the project due to Force Majeure. Can I apply for an extension of the funding period in order to cooperate further with my partner(s)?
A: In this case you should contact the Office as soon as possible during your project’s implementation period, so that we can find the best solution for your individual case.
After implementation
Q: Where can I find the Project Report Form and the Financial Report Form?
A: Both forms can be found here.
Q: Which documents should I attach to the financial report?
A: You have to attach every certified and confirmed document that proves every payment you have made taking advantage of the financial aid (e.g., copies of boarding passes, bills, receipts, contracts, proof of transfer or payment according to the daily rate, etc.). You should hand in one certified copy per document.
Q: Should I submit the original documents confirming my expenses together with the copies?
A: No. Only the certified copies should be submitted.
