Overseas Fieldwork Expenses

Please ensure you have read your University’s health and safety guidelines and policies relating to overseas travel. You should also check with your department for any University and departmental risk assessment rules concerning travel, along with Foreign Office website for updates on the safety of overseas destinations at https://www.gov.uk/browse/abroad and https://www.gov.uk/foreign-travel-advice.

The DTP cannot provide support for overseas travel if either the Foreign, Commonwealth and Development Office (FCDO) or another national government body (in the case of international students or dual nationals) advises against visiting the country or area concerned. All overseas travel must be subject to a formal risk assessment and departmental approval. It is your responsibility to ensure that risk assessments are completed prior to your intended dates of travel. The DTP cannot approve any funding for activities for which the student’s department/university body has not also granted risk assessment approval, in addition to being in line with FCDO or other pertinent national government guidance.

The visit should be covered by the travel insurance policy of the student’s host institution. Please speak to your respective department/university body about this process.

Eligible costs include:

• overseas travel (flights/trains)
• accommodation costs* 
• visas
• living costs (if significantly higher than the UK)

*for any trips over 3 months it would generally be expected that accommodation costs would be covered by the student’s stipend, and they are therefore advised to plan accordingly. Students must seek economic options for accommodation and self-contained flats will only be supported in exceptional circumstances.

The overseas fieldwork allowance does not cover the expenses of any family member or partner accompanying the student.

You must apply to the DTP at least 3 months before the proposed activity, to ensure time for consideration and to give yourself plenty of planning time. However, if an opportunity arises with less notice, please do still contact the DTP Office of your home institution for advice. In exceptional circumstances, we may be able to review these. Retrospective applications will not be considered.

Applications will be reviewed at the end of every month. Therefore, it may take between 3-6 weeks of submission of a completed application to receive a decision.

Decisions for applications involving travel will not be finalised until the DTP office has received confirmation of an approved risk assessment and appropriate travel insurance. However, you may submit your OFE application form to your DTP office for review ahead of receiving these, as we can review this whilst you await approval.

When completing your application, think of it as an opportunity to practice grant-writing skills. You must make a strong case, demonstrating careful planning and investigation of costs options to ensure value for money.

Summary of Proposed Activity

You should provide a clear plan as to how you will conduct your research, and what means, mechanisms, and support you need to realise your plans.

Level of Funding Requested

Provide estimates of the costs you expect to incur that are above those usually covered by your funding arrangements. You can either list only expenses which are eligible under the OFE scheme, or you can include costs that are eligible under the RTSG scheme. In the latter scenario, all costs will be considered together. If you are unsure about cost-eligibility, we recommend including all costs.

You must provide evidence to support your cost estimates and amounts requested, e.g. screenshot from a price comparison website for accommodation, flights, etc. For overseas travel, you must have travel insurance approved through the relevant scheme at your institution, rather than request support through the OFE scheme.

Supplementary Funding

Please detail any supplementary funding you have applied for or received to support the OFE, including funding body and amount.

Case for Support

In this section you should make a clear and reasoned case for your fieldwork, explaining how it is essential to the completion of your doctorate and justifying your selected methodology and approach. If you are applying for funding to cover more than one trip, please explain why your fieldwork has been planned this way and why it was not possible to complete the fieldwork in one trip. Please note that stating that you must undertake overseas fieldwork to complete your research is not making a case for support, and remember that those reading your application are unlikely to be experts in your field.

Additionally, the DTP will be considering how your application shows value for money. This is demonstrated by itemising and justifying cost estimates, particularly if they are not the most cost-effective options.

Any Other Relevant Information

Please list anything further that you may feel is relevant for the consideration of your application. As Overseas Fieldwork needs to be integral to the completion of your project to be supported by the DTP, the ESRC expects the fieldwork to have been clearly identified in your initial research proposal. If it was not listed in your application, you will need to explain what has changed and why it is now considered essential.

If a grant is approved, funds will be distributed as per local practice at your home institution, and no further funding will be provided beyond the amount confirmed in the award letter.

All expenses must be supported by original receipts and any other additional information required.

All reimbursements must be settled within 3 months of the activity taking place, following local practice at your home institution.

In addition to the above financial support limits, the GUDTP maintains an Access Fund designated to assist students who would not otherwise be able to engage with DTP activities due to caring responsibilities, or for those with disabilities associated with higher costs for activities. This is particularly the case for overseas activity where the Government’s Disabled Student Allowance (DSA) is not available. Access funding is limited and is intended to supplement, rather than replace, support available through home universities. Both home universities and host organisations are asked to assist where possible.