How is the financing documented when advertising PhD openings?

BASICS

Indicate financing for the entire period

The financing of the scholarship for the entire period must be indicated on the checklist already when the advertisement is submitted to Faculty Services.
 
Here, a reference must be made to a signed joint financing agreement, unless the position is fully funded by a project or with funds from the LIFE pool.
 
Alternatively, reference may be made to a grant confirmation letter.
 

Grant confirmation letter

A grant confirmation letter is prepared by the Budget Office on the basis of a decision made by the Associate Dean for Research. This is done already when an application for funding for a project is submitted.
 
Here, a grant confirmation for full or partial financing of a PhD student with funds from LIFE’s pool may be provided. In the event of partial financing – and if funding is obtained from other sources – the grant confirmation comes into use.
 
Subsequently, a joint financing agreement is prepared, which is signed by all the parties to the agreement.
 
The Budget Office draws up the letters and agreements and sends them to the individual researcher as well as to the head of department.
 
Grant confirmation letters always have the reference number 522-xxx. Joint financing agreements always have the reference number 5158-xxx. These reference numbers must be stated on the ‘checklist’. All relevant account numbers must also be indicated.

 

 

LINKS

 

HR forms concerning advertisement and employment
 
2009 financial guidelines for the PhD programme at LIFE

Templates for joint financing agreements

 

 

CONTACT INFORMATION

In connection with grant confirmation and joint financing agreements, enquiries should be directed to Charlotte Bøgh

 
As concerns other financial issues, enquiries should be directed to Inger Lise Nielsen