Frequently asked questions
General questions
How do I become an EU expert?
If you are interested in becoming an approved EU expert and participating in activities conducted within the framework of the EU cooperation project on dual-use export control, please contact us at info.excon@bafa.bund.de. We will provide you with further information on the project as well as on the application process.General requirements are expertise in dual-use export control, good presentation skills as well as a high level of English or French.
How can I participate at EU outreach activities?
After agreeing to conduct a seminar with the respective partner countries, the Regional Officers and Project Analysts, respectively, will contact approved EU experts according to their field(s) of expertise. As the EU project can currently draw upon around 160 approved experts, we kindly ask you to also get in touch with us and express you interested to participate at outreach activities, stating your field of expertise.How will my contribution to the project be reimbursed?
Work compensation will be paid in fees for each working day and per diems for each overnight stay. Fees are paid for each working day with at least 3,5 working hours for half a day and a maximum of 7 hours for an entire day, respectively, not including any breaks, such as lunch. The EU budget does not pay honorarium for weekends / non-working days or holidays. Travel time is considered as working time and if you will give a presentation one preparation day is granted.Which costs are covered by per diems? What is the per diems rate of the partner countries?
A per diem is paid for each overnight stay during the mission, it covers accommodation, meals, national transportation (e.g. bus, urban rail or tube tickets, taxi) as well as the transfer to and from the airport in your home country as well as in the mission country. The actual rate depends on the published rate, applicable to each country.What do I have to do when my personal data changes?
To inform you about project developments, contact you to ask for your availability to contribute to outreach activities or to clarify administrational procedures, we kindly ask you to keep us updated of your personal developments / changes concerning e.g. your contact information, position and bank details. For you convenience please find a pdf form on the template page of the outreach website.Can I prolong my stay for private reasons?
If you intend to prolong your trip for private reasons, it is necessary to inform BAFA in due time because of financial reasons. Keep in mind that neither fees nor per diems are paid in case of a private stay.
Before a mission
How do I receive information on the mission?
The respective Regional Officer and Project Analyst at BAFA are in the position to inform you about the exact dates and number of days that are scheduled for your missions. Please feel free to contact him or her if you have any questions regarding your mission.Are there any formalities which I have to consider when preparing a presentation?
In consultation with the Regional Officer and in accordance with the seminar’s topic (agenda), you will be asked to prepare a presentation. In that case, you are requested to send the presentation electronically in due time before the event. To guarantee the visibility of the EU outreach project, please use the EU outreach PowerPoint master.Do I have to pay for the hotel? Who does reserve accommodation?
For every overnight stay you will receive per diems. These cover all costs for accommodation, meals and extra travel costs (e. g. taxi from/to airport; public national transport, etc.). While BAFA will arrange the accommodation for you, you have to pay for the hotel when checking out, before receiving the documents for reimbursement of fees and per diems.Do I need a visa? If yes, how do I apply for a visa?
For some partner countries a valid entry visa might be required. BAFA will provide you with more information on the visa regimes of the respective country; for additional information see also technical guidelines. If a visa is required, BAFA will ask you to provide needed information and will prepare the necessary arrangements so that you can apply for the visa. The cost will be reimbursed by project funds using the documents for reimbursement.How do I get my travel tickets?
As soon as your mission dates are confirmed, BAFA will contact you to ask for your travel preferences. Thereupon, BAFA will book your flight / train tickets and will forward them to you. Travel cost will be cover by the project funds and will be paid by BAFA.Travel arrangements–business or economy class?
Concerning air travelling, BAFA is only entitled to pay for economy class tickets. In regard to long distance travelling by train, cost for first-class seats as well as reservations will be provided.
After a mission
What do I have to do to be reimbursed and receive work compensation/ per diems?
After the completion of your mission, BAFA will send you via email a personalized prepared documents for reimbursement:- Request for payment, which states your fees and per diems, and provides optional space for additional costs such as mileage allowance.
- Invoice, which includes information concerning your private address, contact email address and, most important, the bank details for transaction. Here you can change the total amount (fees and per diems) in case of additional costs.
- Timesheet, which states your working days and hours (by 7 hrs. or 3,5 hrs.), plus the number of overnight stays.
It is most important to add your flight / train tickets of your travel – in the original – including not used tickets, on an additional sheet to the above mentioned papers.
Please check for correctness and add information, if needed. Once you have signed all the papers and attached the travel tickets, please send the original papers to the BAFA address stated on the cover sheet added to the documents for reimbursement.
How long does the reimbursement take? Is additional information needed?
Your travel costs can only be reimbursed, after BAFA has received the completed and signed documents, including the original boarding passes or train tickets. After that, the reimbursement will last in general up to three weeks, due to formal administrative procedures.For transactions inside Germany, the regular bank details are sufficient. For international transactions the international bank account information – inside the EU IBAN and SWIFT/BIS, outside the EU international information – is necessary. Please contact your bank for this information.
How do I get reimbursed when travelling by car?
If you travel by car, please inform us in due time. You will be reimbursed with an amount of 0,25 € per kilometre based on the shortest distance between your home and the event site. We will ask you to sign the mileage allowance form, which will be attached to your documents for reimbursement.
