The University's Research, Innovation & Development Trust (RIDT) is offering competitive travel grants to registered Ph.D. candidates. These grants will cover partial expenses related to participation in overseas conferences where the candidates’ research findings are disseminated through first-author papers or posters.
A call for applications is published three times a year, in January, May and October. Applications can be submitted through the Application form (Form A), which will be evaluated by a board made up of representatives of the Doctoral School, the RIDT and the Pro-Rector for Research and Knowledge Transfer.
Applicants will be informed within one month of the closing date of the call whether their application has been successful. The application must be approved prior to attendance at the conference. Thus, applications for conferences taking place within one month of the closing date of the call or earlier, will NOT be considered.
Grants will reimburse expenses properly incurred and include a per diem allowance in accordance with eligible costs set out in the General Conditions for Overseas Travel below. Payments are processed once expenses are claimed by submitting the Reimbursement Form (Form B) by not later than 15 days after travel has been completed.
The grant will cover 75% of eligible expenses incurred, up to a maximum of €1,750.
The grant is approved once during the duration of the Ph.D. studies.
To be eligible, applicants must:
The following criteria will be taken into consideration when shortlisting candidates and awarding a grant:
Preference will be given to applicants who are not in full-time employment.
It is important that students who wish to be considered for a travel grant read and understand the conditions which appear here. It is understood that if something is not clear, clarification should be sought from the Doctoral School before incurring expenses.
PER DIEM ALLOWANCE
• The per diem allowance shall be determined according to the rates set by the Office of the Prime Minister and shall cover accommodation, meals, transport, and other incidental expenses.
• The allowance will apply from the night preceding the conference through to the night following its conclusion.
• The grant will cover 75% of the agreed rates.
AIRFARE
• All travel must depart from and return to Malta.
• All airfare (economy class) receipts must be itemised.
• Additional costs such as extra luggage, must be listed on the student’s boarding pass/receipt.
• Travel insurance and visa costs are refundable and can be listed as part of the airfare.
• Do not book travel packages that include hotel + airfare + transport for one price.
• Please keep a copy of the boarding passes.
TRANSPORTATION TO AND FROM AIRPORT
• The use of a taxi is limited to two trips: from the airport to the accommodation and back. Other means of transport, such as train, coach, bus and subway are preferred.
• Please keep a copy of the tickets or receipts.
CONFERENCE REGISTRATION FEES
• Conference student rate (where applicable) registration fees can be reimbursed. A copy of the agenda, flyer or invitation and itemized receipt reflecting form of payment should be submitted on the reimbursement form.
PRINTING OF POSTER
• The cost of printing the poster presented at the conference can be reimbursed against the presentation of a receipt.
In the case of students travelling to the same event with other students or academic members of staff, DO NOT share or split costs. Reimbursement expenses are tracked per individual and not per event; therefore, expenses must be paid per individual only and cannot be shared or split.
NON-REIMBURSABLE EXPENSES
• Airplane WiFi
• Electricity adapters
• Stationery to be used during the conference
• Newspapers/Magazines
• Social functions/Cultural visits
• Gym fees
• Movies purchased as part of the hotel room
• Alcohol/Tobacco purchases
The Reimbursement Form (Form B) (or this link if accepted from the 6th call onwards) must be submitted within 15 days of arrival. Failure to submit within this time period may result in the non-reimbursement of funds. All receipts must be scanned and submitted on the form.
• An individual scan of the original detailed and itemised receipts for ALL expenditures, clearly indicating the amount and zero balance. Foreign receipts should be translated into English. In the case of receipts in a currency other than Euro, please give proof of the amount deducted by the bank/service provider, in Euro. It is advisable that payments are not issued in cash; online or card payments are preferred.
• Proof of conference attendance, including a copy of the conference programme, flyer or invitation clearly stating date and location of the conference.
• A travel report including a detailed resume of the conference experience and the accepted/published abstract of the work presented.
It is the student’s responsibility to submit all documentation for the entire trip. Payments may be delayed if forms are incomplete or incorrectly filled-in. Original receipts should be kept by the student for one year as these may be requested for auditing purposes.
Have a look at the fields required on both forms: Application Form (Form A) [PDF] and Reimbursement Form (Form B) [PDF] (Travel grants Reimbursement Form B - 6th - October 2025 call onwards [PDF])
Contact us by email or by phone on 23403608.
