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Budget Codes and Regulations for GIF Regular Program

For Applicants and Grantees 
 Important.pngAll information on this page is part of the GIF Guidelines, which are binding for all applicants and grantees. 
                  For your convenience, you can download a full version of the GIF Guidelines in
       PDF format here. 
                                   Budget Flexibility / Budget Shift Options
For budget flexibility / budget shift options during the grant period please see the guidelines for Financial Reports, section 2: Budget Changes.
Please note: PIs and CIs as well as permanent employees of any kind MAY NOT RECEIVE any part of their salary (or any kind of other payment) from the GIF Grant.
Scientists employed by their institutions on a part time basis may receive a salary from the GIF commensurate with the time they devote to the project, provided that such payment together with the institution part time pay does not exceed 100% of the institutional salary.
Research assistants may be fully supported by the GIF Grant during the period they are actually engaged in the research. A research assistant must be a student enrolled at the university of the PI and work within the university framework.
Payments will be based on the local regulations of each country.
Senior Academic Staff*
Junior Academic Staff / Research Fellows*
According to GIF Board decision, no full fellowships/scholarships (Stipendien) may be awarded from GIF grants. However, if institutional academic regulation permits sponsoring of fellowships, the GIF may support a fellowship for tasks within the research plan only, as specified in the budget justification of the grant proposal.
Technical and Auxiliary Staff*
Technicians' salaries should be paid in proportion to the time devoted to the project.
Help on Hourly Basis*
Hourly payments should only be made when no regular staff is available. As a rule, they may not exceed 10% of the total budget.

GIF requests that preference will be given to equipment manufactured in Germany or in Israel.
Materials and equipment must be specifically related to the work conducted in the GIF Grant.​

21 (a)
Under EUR 15,000 per item (NO cost sharing required)
  • The budget is restricted to purchase non-expendable equipment as specified in the original application and approved by the Foundation​.
  • Purchase of equipment (over EUR 3,000 per item) is limited to the following time frame within the original project period:
    1-year grant: within the first 3 months
    2-year grant: within the first 12 months
    3-year grant: within the first 18 months.​
    We would like to draw your attention to the fact that the full amount of the equipment budget is included in the first payment. Unused funds in this budget item cannot be shifted to other budget items and will be returned to GIF.​
  • The purchase of computers is limited to 1 for each group. The maximum amount approved per computer is EUR 1,200.
  • Photocopies of the invoices and receipts of non-expendable equipment purchased from Grant funds MUST be attached to the financial report.​
  • GIF does not fund basic office supplies and facilities (e.g. printers, Office software suite, ADSL/DSL/internet connection etc.).
  • All non-expendable equipment purchased with Grant funds shall be the property of GIF. At the termination of the Grant agreement, GIF donates the equipment to the institution where the research was conducted.​
21 (b)
Above EUR 15,000 per item (cost sharing REQUIRED)
Please note that cost sharing of min. 50% is mandatory for items above EUR 15,000 per item.
All regulations specified at 21 (a) Non-Expendable Equipment (above) are applicable to this section as well.
Maintenance & Insurance for Non-Expendable Equipment
33 (a)
External Subcontracting
For all services under this budget code, receipts should be included in the financial report.

Disposable Materials, Disposable Equipment, Lab Services 

  • For each item of disposable equipment purchased above EUR 1,000 (per single article), an explanation is to be included in the financial report.
  • GIF does not fund basic disposable office supplies and facilities (toner etc.)​
33 (b)
Animal Maintenance
Optical/Electronic Supplies
Machine Shops/Repair Facilities
Foreign Travel
  • It is the policy of the Foundation to fund travel between Germany and Israel only.
  • If an integral part of the proposed research must be conducted in a third country, the applicants should state their case in the original application, presenting in brief the arguments to justify their request. These visits must be re-approved by the GIF office after the proposal was approved as a Grant. In addition, the PIs are required to submit the travel schedule including the names of all participants, in order to obtain written approval from GIF prior to this travel. 
  • Visits to CERN can be covered from the GIF travel budget provided that they are for the purpose of experiments which are an integral part of the proposed research. These visits need to be included and approved as part of the original proposal.
  • Foreign Travel budget is limited to EUR 5,000 per year total for all PIs.

    If an integral part of the research requires a higher yearly travel budget, this must be justified in the original proposal. Please note that after the proposal was approved as a Grant, this budget needs to be re-approved by the GIF office.
        ​​If the travel budget of an approved Grant exceeds
          ·   the regular limit of EUR 5,000 per year OR
          ·   the special travel budget above EUR 5,000 approved by the GIF office
        GIF approval must be obtained prior to the travel.

  • The foreign travel allocation is intended for the PIs and post-docs / PhD students employed on the project ONLY. For staff employed on the project but not paid from the GIF Grant, written approval by GIF has to be obtained in advance.
  • Travel expenditures for technicians may be covered as an exception in cases where the visit to the partner lab is vital to their contribution to the project. The PIs are required to submit the travel schedule and include the name(s) of the technicians in order to obtain a written approval from GIF prior to this travel. 
  • Expenditures related to accompanying family cannot be covered from the GIF Grant.​

In the final year of the Grant, up to EUR 1,000 of the yearly EUR 5,000 travel budget may be allocated to support travel by the students actively participating in the Grant in order to present the GIF project at international conferences also outside Israel/Germany. This allocation is possible only for students,not the PIs themselves.
Please note that this option is available only within grants with an original project period of minimum 2 years.

  • Please note that expenditures for participating in project-related symposia / workshops etc. (in Israel and Germany only!) are to be submitted under budget code 71 (Project-related symposia). 

Duration of the visit: 

  • The maximum duration per visit is 21 days, even if included otherwise in the Grant proposal. 
  • Extended visits of more than 21 days must be requested and approved by GIF in advance. The request must be submitted on the relevant GIF form, which is available for download here.  

Permitted expenses:

  • The Foundation will only fund economy class tickets.
  • All travel should be done by public transportation.

    Rental cars are not permitted, with exception of special permissions as stipulated under budget code 63 (Rental Vehicle).

  • The maximum rate for accommodation is in accordance with IRS regulations and the Federal Law on Travel Expenses (BRKG) [max. EUR 175.- per night]. If it is impossible to find accommodation at this price, GIF approval for using a more expensive hotel should be obtained in advance. Accommodation is reimbursed with receipts only. 
  • For visits longer than 21 days, the maximum reimbursement for accommodation per month is EUR 1,500.​
  • Each PI must cover all their own / their group members’ travel expenditures from their own part of the GIF Grant budget.
  • Photocopies of E-tickets/flight tickets AND boarding cards AND travel agents’ receipts, as well as hotel bills must be included in the annual financial report. “Other Expenses” (trains, insurance, etc.) must be detailed on page 2 of the financial report as well.  

Per diem:

  • The maximum per diem will be according to IRS regulations or the Federal Law on Travel Expenses (BRKG). In either case, per diem will be no more than EUR 50.- per day, even if no hotel bills are included.
  • Per diem for the return day can be charged to your GIF Grant only if your flight back to your country departs after 14:00. The calculation will be done in accordance with IRS regulations for Israeli travelers or the Federal Law on Travel Expenses (BRKG) for German travelers. 
  • For visits longer than 21 days, the maximum per diem is EUR 1,050 per month. 

Combined trip:

If applicants wish to combine a visit in Germany or Israel within the framework of their GIF project with travel to other destinations, the cost of the flight ticket may be partly charged to the GIF budget, according to the following formula:

Price of Flight Ticket X No. of days spent in Israel/Germany for work on the GIF Grant 
Total no. of days spent abroad

Please note that this amount may not exceed the price of a regular flight between Israel and Germany.​

Domestic Travel
Please note: Travel should be done by public transportation.
Rental Vehicle 
Car rental is not permitted unless it is directly connected to the tasks carried out within the Grant e.g., field trips needed for the research. Please note that the approval is not given automatically.  Any car rental request should include justifications and mention the importance of this expense to the research tasks. The request should be received by our office at least 60 days before the travel date.​
51 (a)
Professional Literature
Effective from 01/01/2017: Purchase of professional literature is limited to maximum EUR 500 per year for each PI.
52 (b)
Photocopies, Publications & Reports
Project-Related Symposia/Workshops

a. Symposia/workshops organized by the PIs
Project-related symposia/workshops organized by the PIs can take place only in Israel or Germany.
Project-related symposia/workshops should be hosted at the PIs' institutions.

GIF will fund:  

  • Travel and per diem expenses of the PIs project-related researchers.
  • For guests from the other country (Israel/Germany): Flight tickets (Economy Class only), domestic transportation, accommodation.
  • For inland guests: domestic transportation, accommodation.
  • For all participants: meals and refreshments during sessions.
  • If the symposium/workshop involves field trips, car rental may also be charged to GIF.
  • Participants from countries other than Israel and Germany may also be invited as keynote speakers if they make a special contribution to the subject of the symposium/workshop, but their attendance requires special approval by GIF in advance.
  • The Foundation will NOT cover recreation expenses (sightseeing tours). 

 Please note:  

  • The program of the symposium/workshop, anticipated cost and list of participants must be submitted to GIF for approval at least two months in advance.
  • The maximum number of participants in a symposium/workshop funded by GIF is 20. For a larger number of participants, a special request must be submitted to the GIF offices at least two months in advance​.
  • The detailed regulations for reporting travel expenses listed in the section on budget code 61 "Foreign Travel" also apply when reporting travel expenses related to symposia/workshops.

b. Participation in other symposia/workshops
If PIs wish to participate in a symposium/workshop in their field they may charge the expenditures to their GIF grant budget, provided that all the following criteria are met:

1.     The symposium/workshop takes place in Germany or Israel.

2.     The subject is directly related to the GIF-supported project.

3.     At least one of the PIs gives a presentation. 

Please note:

  • The location of the symposium/workshop can be in Germany or Israel ONLY.
  • A program of the symposium/workshop showing its relevance to the GIF grant and the presentation of the grant work at the symposium/workshop must be provided to GIF for approval at least 1 month in advance.
  • The detailed regulations for reporting travel expenses listed in the section on budget code 61 "Foreign Travel" also apply when reporting travel expenses related to symposia/workshops.
  • If a PI wants to send one of the researchers working on the GIF Grant to participate in the symposium/workshop, the above rules apply as well. In this case, the request for approval must be sent 2 months in advance. 

GIF does not reimburse: 

  • Membership fees for any kind of professional association.
  • Registration fees for symposia/workshops.
  • Fees for speakers invited to participate in symposia/workshops.​
Expenditures outside the categories listed above, e.g.:
- Reimbursement for study participants
- Bank charges
- ...
For expenditures under this budget item exceeding EUR 100 per item, an explanation must be included in the annual financial report.

* Legal note:
Persons employed in connection with the research project, as well as subcontractors are considered sole employees of the PIs, and no working relationship exists between them and the Foundation. In addition, no salaries can be paid from the GIF Grant to permanent staff members of the institution.​​​​​​​​​​

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