Travel & Subsistence Support


German University Users

HZB provides financial support for users affiliated with German universities under the following condition:

  • the users participate in a beamtime related to an approved, external BESSY II proposal

German non-university research institutions do not qualify for financial support.

EU and EU associated Users

Within the EU CALIPSOplus Transnational Access program, financial support is provided:

  • to researchers who participate in a beamtime related to an approved, external BESSY II proposal
  • if the main proposer as well as the majority of the experimental team work in EU or EU-associated countries*

* Researchers from institutes in the following countries may be supported: Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxemburg, Malta, The Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, and United Kingdom.

EU associated countries (H2020): Albania, Bosnia and Herzegovina, Faroe Islands, FYR of Macedonia, Georgia, Iceland, Israel, Moldova, Montenegro, Norway, Serbia, Tunisia, Turkey, Switzerland, and Ukraine.

Users from non-EU countries

Proposals from countries outside the EU* may receive EU travel support upon request and only to a certain extent.

Eligible countries outside the EU: Africa, Central and South America, and some Asian Countries.

 Users from Russia

Furthermore groups from Russia working at the Russian German beamlines may receive support within the framework of the Russian-German Laboratory at BESSY II.

General support regulations

The travel and subsistence support is limited to:

  • a maximum of two participants per beamtime
  • a maximum refund per experimentalist of 400 Euros for beamtimes which last more than 48 hours
  • a maximum refund per experimentalist of 200 Euros for shorter beamtime campaigns of less than 48 hours
  • the period of the scheduled beamtime. Up to two additional days each for preparation of experiments and post beamtime activities can be supported.

Please note: No daily allowance will be granted. Taxi or rental car costs are not reimbursed, unless otherwise agreed upon in advance. More details in the section Funding arrangements below.

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.

Travel and Subsistence Support has to be applied for in GATE prior to the beamtime. The eligibility will be checked by the User Office. Special arrangements need to be discussed with the User Office well in advance, at least 3 weeks before beamtime.


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

HZB provides financial support to university users for measurement campaigns at 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 the date of departure. Up to two additional days for preparation of experiments and for post beamtime activities can be supported.

The maximum refund per proposal and scientist is limited to 500 Euros (including guest house and travel support). Daily allowance will not be granted.

All claims have to be substantiated by means of original receipts.

Funding arrangements

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

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

Before the experiment

  • Indicate your funding request in GATE upon proposal submission. Please find the information whether your proposal is eligible for travel & subsistence support in the proposal info in GATE once the proposal is accepted.
  • In GATE, the responsible experimentalist is asked to indicate which member(s) of the experimental team should benefit from the support. Any special arrangements must be cleared with the HZB User Coordination. The responsible experimentalist will receive a funding agreement 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 the date of departure. Up to two additional days for preparation and for post beamtime activities may 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 sent back to either the HZB User Office Photons or the HZB User Office Neutrons together with all original receipts, tickets, printout 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.

Reporting requirements

As recipient of financial support by the EU Commission via BESSY II you are obliged to meet the EU reporting requirements:

  • Please submit the Experimental Report via GATE after your beamtime in a timely manner. This report is an obligatory part of the annual report to the EU Commission.
  • In addition, the project leader is requested to fill in the H2020 Research Infrastructures: User group questionnaire. The Number and Acronym of the EC Grant Agreement to be indicated in field (1) is 730872 CALIPSOplus.
  • All publications resulting from work done in the HZB should be registered in GATE and a final version of the manuscript or a copy of the published paper should be uploaded to the network. Open access publication of results from work funded by the EU Commission programs within the Horizon 2020 framework is highly encouraged.
  • Please acknowledge BESSY II and the European Community in all publications (articles, posters, talks etc.) involving activities at BESSY II if a reimbursement has been granted. Please include the following statements:

CALIPSOplus: "The research leading to this result has been supported by the project CALIPSOplus under the Grant Agreement 730872 from the EU Framework Programme for Research and Innovation HORIZON 2020."

German Users: "We thankfully acknowledge the financial support from HZB."

For all Users: In general we kindly ask you to use the following phrase in your acknowledgement: "Measurements were carried out at the XX instrument (beamline/station/lab) at Helmholtz-Zentrum Berlin für Materialien und Energie." and "We would like to thank N.N. for assistance during the experiment." (if not co-author of the publication)

Please note:

If you have received funding you have the obligation to acknowledge the support in an appropriate way. More details here.

Please, register all your publications based on the results obtained in the frame of the supported project in the Publications Database (accessible via GATE) under the specification of your proposal ID.