Scholarship and Fellowship Holders Travel Grant Guideline for 2018 Directorate: Grants Management and Systems Administration (GMSA) Programme(s): Emerging Researchers Date: February 2018 Page 1 of 19
Contents 1. Background... 3 2. Objectives... 3 3. Value of Travel Grants..4 4. Costs... 6 5. Exclusions... 6 6. Criteria for Selection... 6 7. Eligibility and Travel Grant Conditions... 7 8. Reporting... 7 9. How to apply for funding... 8 10. Institution and Designated Authority (DA) Responsibilities... 9 11. NRF contacts:... 10 APPENDIX 1: NRF Subsistence Rates... 11 DECLARATION... 19 Page 2 of 19
1. Background The National Research Foundation links travel grants to specific postgraduate and postdoctoral funding instruments. This document provides guidelines on all aspects of the travel grant. 2. Objectives Travel grants: Provide opportunities for leveraging on established research networks to directly contribute to the grant holder s current research Enable scholarship and fellowship holders to disseminate research findings (for example, through conference presentations etc.); Enable scholarship and fellowship holders to participate in seminars and other academic activities directly relevant to the grant holder s research; and Undertake specialist research training directly linked to the grant holder s research project not available within South Africa. A travel grant is not for general travel. To qualify for a travel grant, the applicant needs to demonstrates how the research visit contributes directly to their research or how the dissemination of their research output will be achieved (e.g. oral or poster presentation). The NRF makes travel grants available to access specialised equipment not available in South Africa. Page 3 of 19
3. Value of Travel Grants For eligibility: Applicants must refer to the Framework Document of their existing Scholarship/Fellowship to check if they are eligible for a travel grant under the award. NB: Collaborative Postgraduate Training and NRF-DAAD grantholders are not eligible for NRF travel grants. Table 1. The value of the travel grant in 2018 for local and/or abroad travel * Category Local International Masters Doctoral Post-doctoral Masters Doctoral Post-doctoral Mobility Low value Scholarships/Fellowship R10 000 R10 000 R15 000 R45 000 High Value Scholarships/Fellowship R15 000 R15 000 R25 000 R50 000 R50 000 TWAS Scholarships/ R15 000 R25 000 R50 000 R50 000 R15 000 Fellowships Green Economy R60 000 Fellowships Page 4 of 19
* These values represent the maximum award during the tenure of the scholarship/fellowship. Actual awarded values depend on the available budget (together with quotations) submitted by the applicant. 3.1 Low value Scholarships/Fellowship: MSc=R50 000; PhD=R70 000; Postdoc=R155 000. 3.2 High value Scholarships/Fellowship: MSc=R90 000; PhD=R120 000; Postdoc=R255 000. 3.3 NRF Abroad Scholarship /Fellowship holders qualify for a Single economy airfare to and from the country of study abroad. 3.4 NRF-TWAS Scholarships/Fellowships holders qualify for a Single economy airfare to South Africa and return to home country upon completion of degree; and visa cost (based on proof of expenditure) 3.5 Green Economy Fellowship: Maximum value inclusive of both local and abroad travel Page 5 of 19
4 Costs The NRF covers the cost of: 4.1 The cheapest economy air ticket; a train, bus or other surface carrier that may be used in lieu of or as a supplement to the lowest first-class rate by the transportation facility used. If such travel could be performed by air, the allowance does not exceed that for an economy airfare; (A minimum of three quotes from different service providers are required) 4.2 The cheapest accommodation (NRF rates apply); (A minimum of three quotes from different service providers are required) 4.3 Conference registration fees (a letter/document from the conference organisers indicating registration fees and whether meals are included or not in the fee is required); 4.4 Subsistence (The NRF does not pay for meals paid by another party i.e. the conference or accommodation, subsistence rates are adjusted.) (please see Appendix 1 for NRF rates); 4.5 Applicable to Abroad and TWAS Scholarship and Fellowship holders only: 4.5.1 A single economy airfare for travel to the country in which the doctoral or postdoctoral research will be undertaken; and 4.5.2 A single economy airfare to return to home country upon completion of the doctoral or postdoctoral research 4.5.3 Visa application fees or any related costs for TWAS Scholarship and Fellowship holders only The applicant covers all other incidental expenses. 5 Exclusions 5.1 Additional activities at the conference, excluding workshops 5.2 Visa Application fees or any related costs (excludes TWAS grant holders) 5.3 Costs incurred from the Travel Agency (Booking fees) 5.4 Car Rental and Shuttles 5.5 Travel to home countries in case of International grant holders, except in a case where a conference is held in the home country. Research visits in a grant holder s home country is not allowed. 5.6 Membership fees are not covered. 6 Criteria for Selection 6.1 When applying for research visits, applicants must provide a planned programme of work demonstrating how the proposed visit fits in with the grant holder s research work plan. In addition, the applicant must attach a letter from the host institution formally inviting them on a research visit and the letter must include dates of the proposed visit. 6.2 Applications for specialist training or workshops must be accompanied by a written motivation from the supervisor. Page 6 of 19
6.3 Applications must be supported by both the supervisor and proposed host. In addition, grant holders and their supervisors must make a strong case for how the proposed visit will add value to their current Masters/Doctoral/Postdoctoral research. 6.4 For conferences, no funding is provided where the applicant attends. Funding is provided where the applicant delivers a presentation on their research and is included in the conference agenda and papers. A letter formally inviting or accepting the applicant must be attached. The letter indicates that the grant holder is doing an oral or poster presentation at the conference. 7 Eligibility and Travel Grant Conditions 7.1 Applications for funding must be made and approved prior to the proposed travel. No reimbursement is made for travel that has already taken place. 7.2 Scholarship-holders awarded with an NRF Extension Support are not eligible to apply for this grant 7.3 The visits are an integral part of the Masters/Doctoral/ Postdoctoral research. Any visit taking place in the final year of the scholarship/fellowship must be completed at least three (3) months prior to the end of the period of support. 7.4 Candidates must have accepted their award (submitted the signed conditions of grant) in order to be considered for the travel grant. 7.5 Travel must be undertaken during the tenure of the award only. 7.6 Funds are used for the travel specified in the approved application. No deferment is allowed. 7.7 Funds are for the applicant only. Under no circumstances are funds to be used to pay for another person s travel. 7.8 If funds (whole/part) are not utilised by the grant holder, these funds are returned to the NRF. 7.9 Where travel is cancelled/changed for any reason, the applicant notifies the NRF via the institutional postgraduate or research office and returns the funds to the NRF. 7.10 Reimbursements apply only if the travel grant applications are submitted before the actual travel. The reimbursed amount is in in accordance to the travel grant guideline and may be lower than the actual expense. 8 Reporting 8.1 Scholarship/Fellowship holders must submit a visit report of between 1000 and 2000 words. The report details the outcomes of the visit and how participation enhanced their Master s/ Doctoral/Postdoctoral studies. The report is countersigned by the Scholarship/Fellowship holder s academic supervisor/host. 8.2 Travel reports are submitted within two weeks after the travel is undertaken. 8.3 Reports, approved by the institution, are processed on a quarterly basis. If a Scholarship/Fellowship holder fails to submit a satisfactory end-of-visit report, the NRF may recover all expenses paid for the visit from the candidate s grant. Page 7 of 19
8.4 The Travel and Scientific Events Report template is on the NRF Online Submission System. Go to Grant holder Tools under Quick Links and then select Progress Reports to find the Travel and Scientific Events Report. 8.5 Transport, accommodation and conference/workshop registration receipts are uploaded/attached to the report. 8.6 Abroad and/or TWAS grantholders who received a mobility grant for a flight to the country of study or for a return flight to their Home Country do not need to complete a report. 9 How to apply for funding To allow sufficient processing time, Scholarship/Fellowship holders apply at least three (3) months before the intended travel. To complete a travel application: 9.1 Applicants may login to https://nrfsubmission.nrf.ac.za. 9.2 Go to Grantholder Tools under Quick Links. 9.3 Select Forms and select the Travel Application form listed under the existing award. 9.4 Complete all sections of the application. 9.5 Only include the cheapest quotations under the Financials section to provide an accurate requested budget. 9.6 Attach the necessary documents in one PDF file in the following order: 9.6.1 Three quotations for accommodation from different service providers if accommodation is required (compulsory); 9.6.2 Three quotations for air tickets from different airlines if air travel is required (compulsory); 9.6.3 Proof of conference participation and conference registration fees, including information about meals provided at the conference (where applicable) or a letter of invitation from the host institution in the case of research visits(compulsory); 9.6.4 Any other supporting documents. 9.7 Note on attachments: Quotations can be in PDF format or as screenshots (where the website URL and price are clearly visible). Editable formats such as Word documents and emails are not accepted. 9.8 Should you not follow the guidelines for attaching the necessary documents; your application is not considered. 9.8.1 Applications that are incorrect/incomplete and validated by the Designated Authority (DA) are set to in progress for reconsideration through the institution. NRF will not process any incorrect/incomplete travel applications or applications that have missing documentation. DA s are requested to ensure all documentation are submitted correctly as per the guideline. All reset applications will only be processed under the next batch of submissions. Page 8 of 19
9.8.2 Please sign the declaration on the last page of these Guidelines and upload together with the documents mentioned above. Your application is not considered without the signed declaration. 9.9 Remember to submit your application on completion. Please notify your institution s DA/grants office once you have submitted your application. (Abroad grant holders must notify the NRF once their application is submitted.) 9.10 Submitted applications go to the host University for verification before being forwarded to the NRF for further processing. *Not applicable to abroad grantholders. 9.11 Applications who do not meet the eligibility criteria are not considered. 9.12 Please contact the university postgraduate office or research office with your queries. Abroad grant holders can contact the NRF directly. 9.13 Travel grant applications, validated and submitted to the NRF by your institution before the 20 th of each month, will be processed at the end of that month. Travel grant applications that have been validated and submitted to the NRF after the 20 th of each month will be processed at the end of the following month. Note: It is the applicant s responsibility to ensure that his/her travel grant application is validated and submitted to the NRF by the institution timeously. 10. Institution and Designated Authority (DA) Responsibilities The primary responsibility of the institution is to check the travel grant application for completeness and ensure that information is in line with the NRF travel guidelines before validation. Some checks include: 10.1 Three (3) quotations attached (transport, accommodation etc.) 10.2 Star rating of accommodation 10.3 Acceptance letter from conference stating that the applicant is presenting 10.4 Confirmation of meals provided at the conference/workshop 10.5 Duration of the conference/workshop 10.6 Proof of registration fees 10.7 Supervisor recommendation The Institution/DA is responsible for validating and submitting both the travel grant application and travel report to the NRF. Note: Should documents be missing or the application be incomplete, feedback is sent directly to the Institution/DA for onward communication to the applicants. The NRF does not communicate directly with the applicants. For more information, please contact your institution postgraduate/research office. Page 9 of 19
11. NRF contacts: General queries Ms Zodwa Mahlangu, Liaison Officer Grants Management and Systems Administration (GMSA). Telephone: +27 12 481 4114 Email: Zodwa.mahlangu@nrf.ac.za Mrs Thandeka Mthethwa, Liaison Officer Grants Management and Systems Administration (GMSA). Telephone: +27 12 481 4163 Email: Thandeka.mthethwa@nrf.ac.za Abroad grant queries Ms Zodwa Mahlangu, Liaison Officer Grants Management and Systems Administration (GMSA). Telephone: +27 12 481 4114 Email: Zodwa.mahlangu@nrf.ac.za Page 10 of 19
APPENDIX 1: NRF Subsistence Rates *Subsistence rate for local travel in South Africa = R250 per day Country DAILY ALLOWANCE Currency Albania Algeria Angola Antigua and Barbuda Argentina Armenia Australia Austria Azerbaijan Bahamas Bahrain Bangladesh Barbados Belarus Belgium Belize Benin Bolivia Bosnia-Herzegovina Botswana Brazil Brunei Bulgaria 97 EURO 110 EURO 133 USD 180 AUD 36 B DINARS 79 USD 62 EURO 89 EURO 78 USD 75 EURO 826 PULA 347 Reals 88 USD 91 EURO Page 11 of 19
Burkina Faso Burundi Cambodia Cameroon Canada Cape Verde Islands Central African Republic Chad Chile China (People s Republic) Colombia Comoro Island Cook Islands Cote D'Ivoire Costa Rica Croatia Cuba Cyprus Czech Republic Democratic Rep of Congo Denmark Djibouti Dominican Republic Ecuador Egypt El Salvador 58 790 CFA Francs 73 EURO 99 USD 116 EURO 167 CAD 65 EURO 94 EURO 128 USD 127 USD 94 USD 188 NZD 119 EURO 116 USD 102 EURO 124 USD 117 EURO 90 EURO 892 Danish Kroner 99 USD 99 USD 118 USD 98 USD Page 12 of 19
Equatorial Guinea Eritrea Estonia Ethiopia Fiji Finland France Gabon Gambia Georgia Germany Ghana Greece Grenada Guatemala Guinea Guinea Bissau Guyana Haiti Honduras Hong Kong Hungary Iceland India Indonesia Iran 109 USD 92 EURO 92 USD 102 USD 74 EURO 95 USD 130 USD 114 USD 78 EURO 59 EURO 118 USD 109 USD 1 000 HKD 89 EURO 16 601 ISK 5 852 Indian Rupee 86 USD 120 USD Page 13 of 19
Iraq Ireland Israel Italy Jamaica Japan Jordan Kazakhstan Kenya Kiribati Kuwait Kyrgyzstan Laos Latvia Lebanon Lesotho Liberia Libya Lithuania Macau Macedonia Madagascar Madeira Malawi Malaysia Maldives 125 USD 14 112 YEN 178 AUD 40 Kuwait Dinar 92 USD 343 RAND 112 USD 120 USD 1 047 HKD 100 EURO 59 EURO 31 254 Kwacha 382 Ringgit Page 14 of 19
Mali Malta Marshall Islands Mauritania Mauritius Mexico Moldova Mongolia Montenegro Morocco Mozambique Myanmar (Burma) Namibia Nauru Nepal Netherlands New Zealand Nicaragua Niger Nigeria Niue Norway Oman Pakistan Palestine Palau 97 EURO 1 313 Mexican Pesos 117 USD 69 USD 94 EURO 970 Dirhams 128 USD 123 USD 268 RAND 179 AUD 64 USD 117 EURO 187 NZD 90 USD 75 EURO 187 NZD 1 120 NOK 52 Rials Omani 6 235 Pakistani Rupees Page 15 of 19
Panama Papa New Guinea Paraguay Peru Philippines Poland Portugal Qatar Republic of Congo Reunion Romania Russia Rwanda Samoa Sao Tome Saudi-Arabia Senegal Serbia and Montenegro Seychelles Sierra Leone Singapore Slovakia Slovenia Solomon Islands South Korea, Republic Spain 105 USD 285 KINA 76 USD 122 USD 88 EURO 87 EURO 432 Qatar Riyals 85 EURO 101 USD 193 TALA 517 Saudi Riyals 113 EURO 83 EURO 90 USD 180 Sing Dollars 102 EURO 106 EURO 1 052 Sol Isl Dollar 155 106 Korean Won 112 EURO Page 16 of 19
Sri Lanka St Kitts & Nevis St Lucia St Vince & Grenadines Sudan Suriname Swaziland Sweden Switzerland Syria Taiwan Tajikistan Tanzania Thailand Togo Tonga Trinidad & Tobago Tunisia Turkey Turkmenistan Tuvalu Uganda Ukraine United Arab Emirates United Kingdom Uruguay 100 USD 107 USD 250 RAND 1 116 Swedish Krona 130 Swiss Franc 3 505 New Taiwan Dollar 97 USD 129 USD 4 802 Thai BAHT 64 214 CFO Franc 251 PA'ANGA 198 TUNISIAN Dinar 101 USD 125 USD 193 Tuvalu Dollar 111 USD 501 UAE DIRHAMS 92 GBP Page 17 of 19
USA Uzbekistan Vanuatu Venezuela Vietnam Yemen Zambia Zimbabwe Other countries not listed Other countries not listed 80 EURO 94 USD 119 USD 123 USD Page 18 of 19
DECLARATION I, (full name), ID number, hereby declare that I have read, understood and agree to the terms and conditions in the Scholarship & Fellowship holders Travel Grant Guideline for 2018. Grant number: Value of travel grant applied for: Grantholder signature Date CHECKLIST (tick where applicable) 3 quotations for accommodation (from different service providers) 3 quotations for flights (from different service providers) Other quotations e.g. train tickets Proof of conference participation and conference registration fees Information about meals provided Letter of invitation from the host institution in the case of research visits A written motivation from the supervisor in the case of specialist training or workshops Page 19 of 19