From 2024，Graduate students applying for funding from the Graduate School to attend international conferences abroad must apply through the new graduate student system。
1. On-campus approval procedures for departure:See process tip 1 for details。Note: Be sure to fill in the code accurately in the exit declaration form。Fill in online postgraduate students going abroad for business、When applying for travel to Hong Kong and Macau, be sure to fill in the supervisor’s scientific research funds (if any) and the school’s proposed funding information (after the application has been submitted)，School funding information:
Project name: Overseas Academic Exchange Fund for Graduate Students
Project code: 13130082037202
Project leader: Han Bo (Vice Dean of the Graduate School)
Project Category: International Conference Funding
Project source: Double First-Class Funding
Applicants who plan to apply for school funding should go through the on-campus exit approval procedures before leaving the country and submit the school funding application at the same time。Difference review will resume from 2024。
2.Related documents:"Measures for the Management of Shandong University-Sponsored Postgraduate Students Traveling Abroad to Participate in International Academic Conferences" "About<Shandong University’s Administrative Measures for Sponsoring Postgraduate Students to Travel Abroad to Participate in International Academic Conferences>'s Supplementary Provisions》(please see "Graduate Student Handbook")
3. Funding conditions:(1) Non-directed postgraduate students with Shandong University status (mainly doctoral students)；(2) As the first author、Academic papers or abstracts with Shandong University as the first signature unit,Being accepted by a high-level international academic conference in this subject field held overseas。Subsidy recipients should generally give oral reports or exhibits at conferences。
In principle, the school sponsors no more than 3 graduate students from the training unit to participate in the same academic conference (the same tutor supports no more than 2 people at the same conference),In principle, the school only subsidizes students once when they go abroad to attend international academic conferences。
4. Scope and amount of funding
School subsidy reimbursement scope: round-trip travel expenses、Insurance premium、Accommodation fee、Conference registration fee。Apply for passport、Visa、Expenses such as meals and travel allowance are not covered by reimbursement。Those who have received school conference sponsors will no longer be sponsored。
School funding amount: Postgraduate students’ participation in international academic conferences are generally jointly funded by the school and their supervisor (research group)。The school’s funding amount is: no more than RMB 4,000 per person for international academic conferences held in Hong Kong, Macao and Taiwan, China;Other Asian regions, no more than 5,000 yuan per person;Europe、No more than 10,000 yuan per person in the Americas；Oceania、No more than 8,000 yuan per person in Africa。
5. Reimbursement review and procedures:After returning from the meeting，Recipients should bring the following materials to the training office for review as soon as possible: (1) Meeting schedule (original schedule page containing personal speeches or exhibition reports、Copy)、Conference proceedings and other conference materials (conference invitation letter and formal acceptance letter and their Chinese translations，Translations of non-English letters require the instructor’s signature;The letter must have a description of the paper acceptance category (0RAL or POSTER);(2) Thesis manuscript that has been reviewed and signed by the supervisor,The format is based on the official domestic and foreign journal submission format,And the applicant is the first author、Shandong University is the first signing unit；(3) Original passport and a copy of the first page and the page with the entry and exit date;(4) Summary and experience of participating in the conference and several photos of participating in the conference (electronic version); (5) Original relevant invoice;(6) Approval document for Shandong University’s mission abroad to Hong Kong and Macao (after graduate students complete the on-campus approval procedures before leaving the country，The Ministry of International Affairs handles the approval。You can contact the Immigration Office of the International Department for issuance after entering the country)。
Reimbursement procedure:Student holding passport、Please submit invoices and other materials to the International Affairs Department of your campus for verification procedures,Bring the "Budget Form of Foreign Exchange Expenditures of Shandong University for Business Travel Abroad" issued by the Department of International Affairs、"Foreign Exchange Verification Form for Temporary Going Abroad"、Go to the accounting hall of the Finance Department of each campus to process the "Shandong University Overseas Mission Approval for Hong Kong and Macao" and the original documents，Need to make online reservation and reimbursement in advance,All materials related to participation and reimbursement will be sent to the Graduate School for review by the training unit,Reimburse to the Finance Department after review。
Detailed reimbursement process:(specifically according to the International Department、Finance Department requires execution,This process is for reference only)
1. Report to the instructor with your passport.
2.Within two weeks after the meeting,Summary of the electronic meeting、Send photos and other materials of participation to the email address hwjl@sdu.edu.cn and the school’s designated email address (see the graduate school website for the meeting summary template)。
3. Go to the International Affairs Department to complete the write-off procedures.
Bring your passport、Send invoices and other relevant materials to the International Affairs Department (Jinan campus graduate students go to C315, Mingde Building;Graduate students at Qingdao campus can go to Room 302, West Building, Huagangyuan) to go through the verification procedures。After review by the International Affairs Department,Provide the signed and sealed "Shandong University Foreign Exchange Expenditure Budget Form for Business Travel Abroad"、"Foreign Exchange Verification Form for Temporary Going Abroad"。
4. Review by the Accounting Hall of the Finance Department.
Bring the "Budget Form of Foreign Exchange Expenditures for Prisoners of Shandong University Going Abroad" issued by the International Affairs Department、"Foreign Exchange Verification Form for Temporary Going Abroad"、Go to the "Foreign Exchange Reimbursement" window of the accounting hall of the Finance Department of each campus with the "Shandong University Overseas Mission Approval for Hong Kong and Macao" and the original documents (Students from the Qingdao campus should go to window 4, Room 111, first floor, Huagangyuan West Building,Contact number: 58630090) review。
5. Make an appointment online for reimbursement.
Enter online appointment and reimbursement after review,Students use their own account numbers and passwords to log in to the personal financial system to make online reservations (Shandong University Home Page—Campus Services—Financial System)。After logging into the financial system,Click on the appointment reimbursement option to make an online appointment。Funds can be divided into two parts for reimbursement:
First、Use the funding project number (13130082037202) provided by the Graduate School to make an appointment for reimbursement,Does not exceed the specified amount。
Second、If the college or supervisor reimburses part of the funds for graduate students,You can use the corresponding scientific research funding account to make an appointment to reimburse other expenses。The system will automatically generate an appointment reimbursement form。Print the appointment reimbursement form。
6.Complete the above procedures,Bring the completed and pasted "Foreign Exchange Verification Form for Overseas Exit" and the Graduate School's "Appointment Reimbursement Form" as well as other materials related to participation in the meeting and submit them to the college secretary teacher ,The college sends it to the Graduate School for review，The Graduate School needs to sign and stamp the “Appointment Reimbursement Form”。
7.Students will receive the "Appointment Reimbursement Form" and other materials from the college and submit them to the Finance Department of the campus for reimbursement。You must bring the "Appointment Reimbursement Form" when reimbursing、"Foreign Exchange Verification Form for Temporary Going Abroad"、"Approval of Shandong University's mission abroad to Hong Kong and Macao" and original documents。
Note: Approval、For procedures such as verification forms, please contact the Foreign Affairs Secretary of the training unit to consult the International Affairs Department (Hong Kong, Macao and Taiwan Affairs Office) Immigration Management Office for online issuance。
Graduate Education Office
2024.1.1
