Currently, due to the change in Board Members, we are having some delays with reimbursement. With your requests, we have all the paperwork within our emails/documentation, so we appreciate your patience on this matter.
The PhD Chapter Board funds many PhD events over the year; such events are usually organized by the PhD Chapter Board, the PhD Councils, or regular doctoral students. Requests are usually approved as soon as possible, and applicants are encouraged to invoice the chapter directly. Events to be sponsored by the chapter must be organized only after receiving the approval from the board. This means that purchases and reservations, for which chapter sponsoring is needed, must be done after receiving the approval.
If you are interested in requesting funding, fill out the funding request form and send it to board@dr.kth.se.
The chapter recommends payments via invoice, and you are encouraged to provide the invoice details found below to the establishment/company where your event is taking place. In the invoice reference, you must include the name of the person who submitted the funding request and the school.
Invoice details for events approved by the board –
Ivo Bruijl
Doktorandsektionen vid Tekniska högskolans studentkår
Orgnr: 802412-5026
Email: treasurer@dr.kth.se
Drottning kristinas väg 15 10044 Stockholm
If the value is too high, our treasurer might work directly with you on invoicing or ordering the items directly from the Chapter’s account.
Reimbursement of approved expenses is possible, but it requires a longer time and some paperwork. As per the updated laws as of July 2024, in Sweden, physical receipts are no longer required.
Hence, the organizers of the event, who want to request a reimbursement are required to send in digital copies (scanned copy) of the receipts along with a signed reimbursement (outlay) form to treasurer@dr.kth.se.
General Guidelines for Funding
The funding described here is intended to promote integration between PhDs and boost their welfare, and as such, they should be the target audience. Any KTH-affiliated doctoral student or any Student Council can make the funding request. As all applications are separately considered by the board, we cannot give 100% certainty on its approval. The application will nevertheless be considered, especially if it falls under at least 2 of the following areas:
- JML (Equality, Diversity, and Equal Treatment)
- Reception for new students
- Student influence
- Educational quality
- Health and wellbeing
- Career or professional development
- Social event/activity
- Sustainability
As a rule of thumb, the board asks the funding request to be reasonable and justifiable(i.e., include costs breakdown), and the requested budget should be proportional to the size of the audience. Some examples that we have brainstormed are: fika for scientific talks, board game nights, or a bowling event with your department.
The 2025/2026 board has decided that:
- In order for the board to approve the request, a minimum of 50% of the participants of the event must be PhD students at KTH.
- Furthermore, as per values towards student welfare, the board has decided to not fund alcohol in any event.
- For organizing fikas, the board usually puts a maximum budget of 50 kronor per person, unless there are other justifiable reasons.
- For organizing dinners, the board usually puts a maximum budget of 200 kronor per person, unless there are other justifiable reasons.
- For organizing workshops/events (e.g. pottery/bowling/mini golf/seminars), the board usually puts a maximum budget of 200 kronor per person, unless there are other justifiable reasons.
If the total request is under 250 SEK per person and follows above stated guidelines, the chairperson or the treasurer can approve the funding themself (fast-track). In this case, the board aims to approve/disapprove the request within five working days from sending in the funding request.
If the cost is above 250 SEK per person, the full board needs to vote and a clear majority of the board needs to vote yes, for the request to be approved. In this case, the board aims to approved/disapproved the request within ten working days from sending in the funding request. For this, the board members have 5 working days to vote, from that the request has been published for the board to vote.
If the total funding request is above 15 000 SEK, then the board can request a board member to be part of the organization of the event, in order to guarantee fairness. This is since the board is responsible for the chapters and its economy.
Examples of Applications
All names here are not directly related to the requester albeit these examples are real.
- Gandalf the Grey, a PhD student, requests a budget for 10000 kr for producing a seminar on discrimination with lawyers, where the student will bring an expert. The event will have fika and it’s also necessary to pay the lawyers. It’s expected to receive 50 PhD students, which results in a request of 200 kr per PhD student. (Approved)
- The budget was approved because the event costs 200kr per person. This event conforms to our values Educational Quality and Career or professional development.
- Jedi Master Yoda, a council chair, requests 600 kr for a fika during an elections meeting. 12 participants are expected during the meeting, which results in a request of 50 kr per PhD student. (Approved)
- The budget was approved because the board estimates that more than 12 people will show up to the elections meeting, costing 50 kronor per person. This event conforms to our values Student influence, Educational quality, and Career or professional development.
- Naruto Uzumaki wants to organize an afterwork for PhD students of his school. The student requests 48000 kr and expects the participation of between 100 to 150 PhD students. The cost breakdown includes a dish (130 kr per PhD student) and a few alcoholic drinks. (Rejected)
- This event was rejected because the doctoral student wants to fund alcohol at the event. This is against the values that the PhD Chapter Board upholds.
- Katniss Everdeen, a PhD student, requests a budget of 4000 kr to have some refreshments during the board game night the student is organizing. 20-30 PhD participants are expected, which results in a request of 133-200 kr per PhD student. The student also wants to take the available board games from the PhD Chapter for a night. (Approved)
- The board game night was approved because of a Social event/activity. The event is open to all PhD students and the board believes the estimate of the number of students to be correct as well as the cost breakdown to be within 200SEK per person. Now you know that the PhD Chapter also has board games that are available for renting!
- Mulan wants to organize an origami workshop and expects between 10 to 20 PhD students. The student requests 1000 kr to buy all the material and some small fika for the students going there,which results in a request of 50-100kr per PhD student . (Approved)
- The budget was approved since the estimated cost per person is below 100kr, with 50kr per person for fika.
- Donkey Kong, a PhD student, wants to organize an event to visit Body Flight, in Stockholm, and requests 10000 kr for 30 students, which results in a request of 333kr per PhD student. The funding includes half of the entry and some fika. (Partially Approved for 6000 kr)
- The budget was partially approved because the event involves Health and Wellbeing and social event/activity. Since all PhD students get a wellness benefit of 3000kr from Benify, the board decided that the PhD students should cover the remainder. Therefore the board decided to fund 200kr per person.
