Once your application has been approved by FWF, you will find a new entry marked "...(V)" - in ➔ELANE.

You must then

• fill out the online form
• upload PR abstracts in German and English (see the ➔FWF-template for PR-abstract and ➔ Concordat on Open Research Data)
• upload the Data Management Plan (DMP) (see the ➔FWF DMP Template)
• for FWF-ESPRIT projects: upload the scan of the signed Commitment of Mentor, which you will receive by regular mail

In the online form you must also specify a provisional project start date (this date must be at least 4 weeks after the grant agreement data has been submitted to the FWF):

• <6 months after the decision, no explanation is required
• 6-12 months after the decision please send a short explanation for the delayed start to FWF
• >12 months the FWF board has to decide (not recommended!)

The "Authorised signatory" is our dean Univ.Prof. Dr. Radu Ioan Bot (4277 50772, radu.bot@univie.ac.at), who will sign the contract digitally - except for the programmes ASTRA and Specialized Research Groups, where the vice-rector must be entered.

After submitting the data in ➔ELANE please send a short note to ➔projektSERVICE.mathematik@univie.ac.at, as we have to approve it for the research institution.

projektSERVICE will create an entry in ➔u:cris and as a consequence an Internal Order Number (=UNIVIE accout) and position numbers (required for employments) will be set up.

Once the process is complete, your project will be displayed in the ➔u:cris-portal.
Please check your entry - you can edit the presentation of your project in ➔u:cris - [projects].

Remember:
If you fund your employment through your project, you must apply for an ▶ employment contract.

Firstly, it is important to note that a grant agreement does not automatically include an employment contract. You must initiate one separately.

If you want to create a work contract for you or for a project member you must

1. fill out the form ➥ [PA/AP]
   Do not forget to tick whether the "Specifications on job-related experiences" are relevant or not.
   If you don't want to make an overpayment, leave the 'Gross salary per month' field empty - the standard salary from the collective agreement will be taken.
2. sign the form (PI and employee) and send a scan - together with all relevant documents (see ➥[PA/AP] page 2) to projektSERVICE.
3. send the u:account-ID of the future employee to projektSERVICE
   (if this u:account doesn't exist you can create one here: ➥create new u:account).
4. send the SAP-Position-Number (SAP-Planstellennummer) of the employment to projektSERVICE - see the ➥Guide: SAP-Planstellennummer.
   [Note: If you do not yet have access to HRFI projektSERVICE will provide you with this number]
5. send the end date of your project to projektSERVICE.

Please be aware that the necessary documents may also include a visa, and that obtaining one can take up to two months (see ▶ Visa regulations)!

projektSERVICE will send all documents to HR. Please check the HR ticket system, as additional requests may occur.

A possibly required visa is one of the documents that must be sent to projektSERVICE 14 days before the start of employment.
Please check this decision tree to determine which steps are required and how long (up to two months!) it may take to obtain the visa.

Please contact projektSERVICE ➔[Alan Hazivar] for visa counselling.
For an overview of visa regulations, please follow this link: ➔https://oead.at/en/to-austria/entry-and-residence.

Request:

1. At the beginning, decide whether you want to file a Leave of Absence or a Travel Request. The official difference is that with an LoA, the employee has to travel or gets sent, and that he wants to when asking for a Travel Request. In practice, a TR enables the reimbursement of allowances such as per diem and mileage.

2a. LoAs have to be filled out via the old paper form and have to reach the Personnel Administration 2 weeks before the trip. Please send the filled in form to the Reisekosten team (reisekosten.mathematik@univie.ac.at) in advance of this deadline, as signatures from the Faculty Management have to be obtained.

2b. TRs are requested via https://hrfi.univie.ac.at and can be done more spontaneously. However, a week in advance is still recommended as technical errors or delays due to leaves may occur! There’s also the possible deadline for the

3a. A1-Bescheinigung: If a trip’s destination is a EU country (other than Austria and Germany) or Iceland, Liechtenstein, Norway, Switzerland or the UK, the trip form has to be sent to BVAEB (zwischenstaatliche.sv@bvaeb.at) one month before the trip.

3b. If you’re travelling to a non-EU country, organizing a travel insurance is highly recommended.


Accounting
If you filed an LoA before the trip, reimbursement has to take place via Finance’s app “Kostenersätze | Reimbursements”. If you asked for a Travel Request, it’s about which costs you’re asking for: If it’s only invoices, tickets and receipts, it is “Kostenersätze | Reimbursements” as well.
If you want to ask for allowances (per diem, mileage) and have filled a TR before travelling, please use “Reiseabrechnung | Travel Accounting” instead.

Please see also the ➥ Guide: Travel & Reimbursement.