Where do I send my request for the refund of the publication costs?

Requests for the refund of the publication costs should be sent to publikationskosten@fwf.ac.at

What costs can be funded through the Peer-reviewed Publications programme?

The following applies for projects that have been approved after 1 November 2014:

Gold Open Access: In addition to the project budget, the FWF refunds the costs up to an amount of €2,500.00 per publication. If the publication costs exceed this amount, the authors are responsible for choosing a different publishing venue and covering the additional costs with the funds of an ongoing FWF project or the difference with the aid of other options (e.g., cost sharing among co-authors).

Hybrid Open Access: In addition to the project budget, the FWF refunds the costs up to an amount of €1,500.00 per publication. If the costs exceed this amount, the authors are responsible for choosing a different publishing venue or Green Open Access. There is also the option to cover the difference with funds from an ongoing FWF project or with the aid of other options (e.g., cost sharing among co-authors).

Other costs: Costs for articles in subscription formats that are not related to open access (e.g., page charges, colour figures, membership fees) are no longer refunded by the FWF. If such costs are to be funded, the authors are responsible for choosing a different publishing venue and using the global budget of an ongoing FWF project or other funds.

How does the refunding of publication costs work?

If there is no direct agreement between the FWF and the publisher (for this, see https://www.fwf.ac.at/de/forschungsfoerderung/fwf-programme/referierte-publikationen/), publication costs must be paid in advance and a refund can be requested afterwards at publikationskosten(at)fwf.ac.at.

Please note: In the case of ongoing projects, publication costs must be financed in advance from the non-personnel funds account/project account as the FWF can only send a refund to this account. In the case of finished projects, the publication costs must be paid in advance from a university or institution account.

What documents are required to request the refund of publication costs?

The following documents are required:

  • A fully completed “application form (pdf, 124KB)”
  • An electronic version of the publication (*.pdf, no scanned files)
  • Original invoice (*.pdf) of the publisher with the note “funded by the FWF”, or a clear link between the invoice and the article must be able to be established, for example, by the persistent identifier or the title on the invoice.
  • Proof of payment in euros (*.pdf)

    • (a) If the invoice is paid by a research institution that is subject to the Universities Act 2002 (UG 2002), SAP list of expenditures with the stamp and signature of the bursary or finance department of the university. Bank charges and taxes can be included, but they must be expressly indicated and attributable to the amounts.
    • (b) Credit card statement or a copy of a bank transfer
      In both cases, there must be a clear connection between the invoice and the proof of payment. The costs must be paid in advance (if possible, from a current FWF account) and a request for the refund of the costs can be submitted afterwards to the FWF. If none of the above-mentioned options are available, the FWF can help out directly in exceptional cases and pay the publisher directly (but please contact me beforehand).

How long can publication costs continue to be financed through the Peer-reviewed Publications programme after the end of the project?

Publication costs can be refunded or direct agreements with publishers for funding publications can be concluded up to three years (36 months) after the end of the project/funding period.

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