Travel and collaboration grants for Ukrainian institutions of higher education and research institutions

The project "Estonian Support for Ukraine's Integration into the European Research Area (ESTERA-UA)", financed by the Estonian Centre for International Development (ESTDEV), has initiated a new support program for Ukrainian researchers. Within this project, the Estonian Research Council (ETAG) has launched a special travel and collaboration grant scheme.

The main goal of the initiative is to support the integration of Ukrainian institutions of higher education and research institutions into the European Research Area (ERA) and significantly enhance their participation in the EU Framework Programme for Research and Innovation, Horizon Europe.

This grant scheme aims to address several strategic objectives at once:

• Facilitate the creation of international research partnerships and the development of long-term Estonian-Ukrainian research cooperation.
• Provide practical support in the preparation of joint grant proposals for Horizon Europe and encourage the joint participation of institutions in European projects.
• Strengthen the overall capacity of Ukrainian universities and research institutions in research management and the high-quality preparation of grant applications.

To achieve these goals, the program reimburses the expenses of Ukrainian researchers and relevant administrative staff for targeted trips. The grants cover the costs of short-term visits to Estonia (to develop joint projects with local organizations or participate in scientific events), as well as dedicated on-site matchmaking events in Horizon Europe participating countries.

Applications must be submitted by Ukrainian institutions of higher education or research institutions of any legal form and form of ownership that are registered and legally functioning in Ukraine.

Eligible individual participants are:

• • Ukrainian researchers;
  • Staff involved in Horizon Europe proposal preparation and project implementation at Ukrainian institutions of higher education and research institutions.

Requirements for the individual participant:

• • The individual must be employed by the Ukrainian institution submitting the application;
  • The individual must be a Ukrainian citizen permanently residing in Ukraine; OR
  • A stateless person or national of a third country who is legally permanently residing in Ukraine.

• The grant is up to EUR 1,500 per individual participant and is awarded as reimbursement of actual eligible costs incurred.
• The daily subsistence allowance is determined based on the official daily allowance rate applicable at the participant's Ukrainian home institution for business trips to the destination country, up to a maximum of EUR 75 per eligible day.
• Only expenses directly related to participation in the supported activity are reimbursable.
• Costs covered under this grant scheme must not be reimbursed or financed from any other funding source.
• Eligible costs include: airfare (economy class only); train and bus tickets (second class only); local transportation; accommodation; visa costs (if applicable); travel insurance; event fee/participation fee (if applicable); daily subsistence allowance (up to EUR 75 per day).
• Expenses may be claimed in the original currency in which they were incurred. For reimbursement purposes, ETAG will convert all amounts into euros using the European Central Bank exchange rate applicable on the first working day following the end of the trip.
• If the actual eligible costs are lower than the approved grant amount, reimbursement shall be limited to the actual eligible costs incurred.
• The organizer (ETAG) reserves the right to request additional evidence confirming the official business trip allowance rate applicable at the participant's home institution for the respective destination country.
• Any tax obligations arising from the reimbursement will be the responsibility of the beneficiary and/or the individual participant in accordance with the applicable law.

1. Participation in Horizon Europe matchmaking events: support is provided for participation in on-site events held in Horizon Europe Member States and Associated Countries. The organizer strongly advises contacting ETAG to confirm the eligibility of a specific event.
2. Short-term visits to Estonia: for the purpose of developing a joint Horizon Europe proposal and/or participating in an international scientific event held in Estonia.

• • Requirements for short-term visits: the visit must involve at least one Estonian host organization, include a pre-agreed agenda or work plan, and be accompanied by an official invitation letter from the Estonian host organization.

• Applications are reviewed on a rolling basis until the end of the eligibility period or until available funds are exhausted.
• The grant can only be used for participation in activities taking place before 15 October 2027.
• Applicants will be informed of the funding decision within 30 calendar days of the submission of the application.
• If the application is approved, the participant must submit the reporting documents by email within 30 calendar days after the completion of the supported trip/activity.
• Reimbursement will be made within 30 calendar days after ETAG has verified and approved the submitted reporting documents.

• Applications are submitted electronically by an authorized representative of the applicant institution using the official Application Form.
• The application must be sent by email to etag@etag.ee.
• The application must be compiled exclusively in English.
• The document must be electronically signed by the head of the institution or another authorized representative using a qualified electronic signature (QES) recognized in the applicant's country.

• Applications are assessed by a committee appointed by the Estonian Research Council (ETAG), which first verifies their eligibility and compliance with the requirements of the grant scheme.

Evaluation criteria for eligible applications:

• • Professional relevance and expected impact of the proposed participation or visit;
  • The applicant's motivation;
  • The quality and feasibility of the planned activities;
  • The extent to which the proposed activity contributes to the integration of Ukrainian researchers and institutions into the European Research Area (ERA) and Horizon Europe.

• Up to five grants may be awarded for participation in the same event or short-term visit, with a maximum of one grant per applicant institution for the same activity. (This is intended to ensure a broader distribution of support across Ukrainian institutions, although ETAG may exceptionally depart from these limits in duly justified cases, subject to budget availability).

• Each individual participant may receive support only once for participation in a Horizon Europe matchmaking event and once for a short-term visit to Estonia. However, the institution itself may submit applications for future events if a different staff member participates.

At the application submission stage:

• Completed Application Form.
• Additionally (only for short-term visits to Estonia): Invitation letter from the Estonian host organization.
• Additionally (only for short-term visits to Estonia): Agenda or work plan.

At the reporting stage (submitted up to 30 days after the completion of the trip):

• Feedback Form.
• Travel Claim Form.
• Supporting financial documents for the Travel Claim Form (depending on expenses):
  • Airfare: e-ticket (must include the passenger's name, flight details, economy class, and price), invoice or order confirmation, boarding pass, bank statement (if the invoice does not include payment information).
  • Train / Bus: ticket in PDF or QR-code format (for train — second class only); payment confirmation or bank statement if the ticket price is not indicated.
  • Local transportation: bus, tram, or metro ticket; for taxis — receipt or invoice; payment confirmation or bank statement if the ticket price is not indicated.
  • Accommodation: hotel invoice (including dates of stay, name of the guest, and price).
  • Visa (if applicable): visa fee invoice or receipt; official payment confirmation for online payments and a bank statement (if necessary).
  • Travel insurance: insurance company invoice or purchase confirmation, as well as the travel insurance contract itself.
  • Event fee / participation fee (if applicable): invoice or registration confirmation showing the event/participation fee; payment confirmation, bank statement, or receipt.

• The applicant and legal beneficiary of the grant is the Ukrainian institution. However, for administrative reasons, ETAG may reimburse costs directly to the individual participant named in the application. This does not change the status of the beneficiary, and the institution remains fully responsible for compliance with the grant conditions.
• All claimed expenses must relate directly to the individual participant and the supported activity and be strictly supported by appropriate documentation.
• If the supporting documents do not meet the requirements, ETAG may reduce the amount or refuse reimbursement entirely.
• After the completion of the trip (within 30 calendar days), the individual participant must mandatorily submit the QES-signed Travel Claim Form with receipts/tickets and the Feedback Form, which is used to assess the outcomes and impact of the grant scheme.

• The applicant and legal beneficiary of the grant is exclusively the Ukrainian institution that submitted the application.
• Although, for administrative reasons, the reimbursement may be paid directly to the individual participant named in the application, this in no way changes the legal status of the beneficiary. The applicant institution bears full responsibility for compliance with all grant conditions.
• Any tax obligations arising in connection with the receipt of reimbursement are the responsibility of the beneficiary (the institution) and/or the individual participant in accordance with applicable law.
• The terms and conditions of this grant scheme are officially approved by a directive of the Management Board of the Estonian Research Council (ETAG).
• The organizer (ETAG) reserves the right to reduce the reimbursement amount or entirely refuse payment if the provided supporting documents do not meet the established requirements.
• The organizer also reserves the right to request additional evidence confirming the official daily allowance rate for business trips applicable at the participant's Ukrainian institution.