Travel & Subsistence Support

Starting on 15th of Februar 2016 HZB has a set budget to assist users with their travel and subsistence expenses. Generally, one scientist per experiment at BER II and at BESSY II is eligible for the financial support from HZB. Only in the case of proposals ranked “VERY HIGH” by HZB Scientific Selection Panel, financial support for two scientists per experiment may be granted.

HZB provides financial support to university users according to the German law (Bundesreisekostengesetz) and the user policy of HZB for measurement campaigns at BESSY II and BER II. A precondition for this support  is a valid, accepted, and allocated beamtime proposal. German non-university research institutions do not qualify for financial support.

In general accommodation support is granted for the days of the experiments at HZB plus the date of arrival and date of departure. Up to two additional days each for preparation of experiments and post beamtime activities can be supported.

The maximum refund per proposal and scientist is limited to 500 Euros (including guest house and subsistence); all claims have to be substantiated by means of original receipts.
In case of several executions per proposal (i.e. BAG proposal), please contact the user coordination.


Funding arrangements

Applications for travel support have to be cleared with the HZB User Coordination in advance. In general we do not reimburse any taxi costs or transport of equipment.

The following steps have to be taken before and after the experiment:

Before the experiment

  • Indicate in the proposal form on submission of the proposal in GATE your funding request. If your proposal is accepted for travel&subsistence support you (i.e. the responsible experimentalist) will be informed by notice in the allocation note and the funding status is indicated in GATE.
  • In GATE, the responsible experimentalist is asked to indicate which member of the experimental team should benefit from the support. Any special arrangements must be cleared with the HZB User Coordination. The responsible experimentalist will be informed by email.

Please note:

HZB reserves the right to choose the accommodation according to availability. Standard accommodation is in the HZB guest houses. In general accommodation is supported for the days of the experiments at HZB plus the date of arrival and date of departure. Up to two additional days each for preparation and post beamtime activities can be granted. Additional days of accommodation are subject to be cleared with the HZB User Coordination prior to any bookings.


After the experiment

  • Every supported experimentalist has to fill out the online reimbursement form. You will find the form in your GATE account in the 'After the beamtime' section. Please choose 'Travel reimbursement'.
  • The signed print out of the completed reimbursement form must be send back to either the HZB User Office Photons or the HZB User Office Neutrons together with all original receipts, tickets, print out of e-tickets and boarding passes. Please note that photocopies or scans of receipts will not be accepted.

Please note:

Claims for travel reimbursement will only be processed after the HZB Feedback Form and the HZB Experimental Report for the respective project have been submitted via GATE.

Furthermore groups from Russia can be supported for access to BESSY II within the framework of the Russian-German Laboratory at BESSY II.