DFG Funding

FAQ DFG Individual Funding

DFG Funding
Image: Stefan Hopf

Fund drawn up

  • How is the fund drawn up by the DFG?

The funds required for 3 months are called up in advance with the DFG funding request formExternal link . The form must be sent to Department 2 for the first call for funds in its original form and with your signature (= approval of the conditions of grant). The following calls can be sent by mail to Department 2.

  • How do I determine the demand for the funds release?

On the basis of the monthly personnel costs for the project-related personnel as well as the planned expenditures for material resources and possibly publication means you make a projection for the next 3 months. With these planned funds, you clear theExternal link cash balance (= available income) available on the insuranceExternal link provider in the account informationExternal link system SuperXExternal link and add the program flat rateExternal link .

  • The DFG reserves the right to charge interest for late-term use of funds.

Project handling

Project handling is based on the usage guidelines of the DFGExternal link . Typical questions that arise next to the usage guidelines are answered below.

  • How and when can I access my project account?

Upon presentation of the DFG funding commitment, a cost unit will be set up in department 2. You will receive a project display with details and details about the insurance provider. After receiving the project announcement you send the proof of the arrangement and determination authority to the department 2. In the form de retrievable in the HanFRIED de you determine who may carry out de instructions to the project account de . By additionally specifying the URZ ID for the persons concerned, you grantExternal link the corresponding access rights to the account information system SuperXExternal link .

As soon as this proof is available in department 2, the project account can be accessed. As a project manager, you must ensure that the funds required to cover the expenses are available. If, in exceptional cases, funds are not available on time, the university will automatically pre-finance them so that you can still meet your payment obligations.

  • What about the duration of my project?

In order to ensure full utilization of the funding, the DFG does not stipulate a dated term in its funding commitments, but merely defines the eligibility period. This starts with the first funds release, which must be initiated by you in good time before the project starts. The DFG assumes that the project will start no later than 12 months from the date of grant. Due to parental leave or similar Downtime may require an extension of the term to be applied for by the DFG ( Form 41.45External link ).

  • Can I use the program fee?

The program allowance (PP) serves the university as a replacement for the costs incurred for the provision of the infrastructure and is therefore centrally collected. With effect from 01/01/2018, all project leaders receive returns of 10% of this lump sum in order to facilitate the financing of project-specific expenses of the basic equipment without individual applications (KST XXXXXX-600).

To the stipulation of the DFG, that rejected applications can not be financed from program lump sums, it is to be explicitly stated here. However, positions referred to the basic equipment by the DFG are not considered rejected and can therefore be financed from PP's return funds. It is expected that the funds will be used in a timely manner at the time of the project so that larger reserves do not arise.

  • How do I get computers and the like? for my project staff?

Hardware, such as computers, printers, storage media are typical components of the basic equipment and are among the non-billable editions of the DFG. Funding from project funds is therefore usually not possible, unless it is a requested special design, which was not rejected by the DFG from the application.

The financing must therefore be made via the repayments from the program lump sum (KST XXXXXX-600). Please note the regulations of the central purchasing de .

  • May I host a visiting scholar who visits me as part of my knowledge sharing project?

The DFG is of the opinion here that in the case of the existence of a hospitality guideline at the university, this must be taken care of. If the visiting scientist does not receive a daily allowance as part of his travel expenses, usually in accordance with the Thuringian Travel Expenses Act, then entertainment can be provided in accordance with FSU Jena's hospitality guideline de and this can be billed to the project funds.

  • A visiting scientist will work on my project for a long time - how does he get his allowance?

Each visiting scientist must conclude a corresponding contract. Please send the sample contract, which can be called up in the HanFRIED, de signed to the International Bureau. Only on the basis of this contract can the statement of (monthly) compensation be made.

  • The personnel funds approved on the basis of the DFG personnel funds are not enough to pay my higher-cost employees for the duration of their term. What now?

In justified cases, the DFG provides additional funds for a tariff-related additional requirement. A request should be submitted as late as possible during the project to take account of possible changes in tariffs and to ensure that the employee in question remains contractually bound until the end of the project. In addition, the DFG is examining whether this additional demand can not be met by still existing project funds.

The application ( Form 41.44External link ) is being prepared in cooperation with Department 2, Department 5 and you.   

  • I would like to publish the project results and requested publication resources. How long can I take this?

In principle, approved material may also be used for publications. With submission of the final proof these are no longer available. If publication materials have been explicitly requested and approved by the DFG, these can be called up to 2 years after the project ends. In this case, the project account will be limited and earmarked. 

Proof of use

  • When does a where-used list have to be created?

The submission of a proof of use must be made for the first time after the end of the second calendar year of the utilization of the subsidy until 15 April of the following year. If the project has not yet ended by this time, the claim must be made annually for the first year following the first proof of use. The final proof must be submitted no later than 12 months after the end of the project.

Example: Project starts in 03/2018 (duration 36 months to 02/2021)

1.Note for 2018/2019: Base 12/2018 + 12/2019 until 15.04.2020

2.Nachweis for 2020: Basis 12/2020 to 15.04.2021

3. Proof for 2021 (= final proof): Basis 02/2021 until 28.02.2022 at the latest

Conference subsidies are to be settled at the latest 3 months after the end of the event.

  • How do you create the where-used list?

In order to ensure that the anonymised personnel costs booked on the payee and the payroll accounts of the individual project employees match, an annual comparison of the data between the Departments 2 and 5 takes place within the framework of the preparation of the where-used list. For this purpose, a form will be sent to you by Department 2 the project staff are to be entered by name. The form is then supplemented with the classification, the periods of evidence and the corresponding personnel costs per employee and serves as the internal basis of both the where-used list and possible on-site examinations of the DFG.

Based on the booked data, the where-used list is created and sent to you for signature. On the basis of the confirmed final proof, if necessary, the remittance of existing treasury remains. As soon as the project account has a cash balance in the amount of € 0.00, it closes.