Overseas Fieldwork Expenses

The WGSSS has limited funds which can contribute to overseas fieldwork expenses. If you are an WGSSS funded student you can apply for funding towards part of your costs. Please submit your application at least three months before you begin your fieldwork.

Eligibility

You are eligible for this allowance if you are a full-time ESRC funded student in the doctoral element of your award. Part-time students are not eligible to claim overseas fieldwork expenses unless the host institution has agreed to a change of status to full-time for a fixed period.

  • You may make only one application for overseas fieldwork expenses in the life of your award. A second application cannot be made. An application can include multiple trips and/or different locations, but must outline the full fieldwork plan in one coherent case for support.
  • Your application must have support from your school and supervisor.
  • You can only apply for this funding if you are carrying out primary research overseas that is essential to your PhD. Applications will only be considered where your supervisor’s case for support provides sufficient evidence that the overseas fieldwork is essential to your research.
  • The proposed overseas fieldwork should have been outlined in your original research application.  A request for fieldwork funding may exceptionally be considered in the case where a project has changed significantly since the original studentship application and fieldwork was not included in the original proposal. 
  • The proposed overseas fieldwork should either have been outlined in your original research application or at the end of the first year of a 1+3 award.
  • If you hold a doctoral studentship attached to your supervisor’s ESRC research grant any fieldwork will be funded from your supervisor’s grant, and you will not be eligible for this allowance.
  • Payment of any contribution towards the fieldwork costs will not be authorised if the Foreign, Commonwealth and Development Office (FCDO) advises against visiting the country concerned. Further guidance can be found at the gov.uk pages on passports, travel and living abroad. Students are responsible for ensuring they have the necessary visa arrangements in place for international travel.  Advice should be sought from the host University’s International Office, or equivalent.  Students studying under a Tier 4/Student visa may have further restrictions on their travel and should seek advice. 
  • Retrospective claims for overseas fieldwork expenses will not be considered.

You must comply with your university’s policy on health and safety in fieldwork and undertake appropriate risk assessments, as required, prior to commencing any fieldwork. Please ask your school or graduate office for further information.

What does the allowance cover?

Overseas fieldwork must be an integral part of your PhD and take place during the life of the award. The purpose of the visit should be to carry out primary research, such as archival research or fieldwork that is essential to the successful completion of your thesis. Studentships will not be extended to reflect periods in the field. Fieldwork should not be undertaken in the last three months of the award. 

Overseas fieldwork visits will normally last less than 12 months. However, if a strong case for a visit longer than twelve months can be demonstrated, fieldwork of up to a maximum of 18 months may be considered.  

If approval is given for overseas fieldwork lasting more than nine months, it may be appropriate for one return visit to the UK half way through the period of fieldwork research.  This must be financed from the allowance given.  No extension to the fieldwork period can be given to compensate for time spent on a return visit to the UK.  It is expected that communication with supervisors will however be maintained via online meeting tools (Teams, Zoom, Skype etc.) and may therefore eliminate the need for a return visit during fieldwork. 

The overseas allowance does not cover the expenses of any family member accompanying you. 

The overseas allowance will not be increased to cover extra expenses incurred once you have commenced your fieldwork.

Overseas Fieldwork Costs  

Students and their supervisors should work together to submit applications that are based on reasonable and accurate costings, with as much detail as possible, including appropriate justification of costs where applicable. 

Standard allowable expenses include the below: 

  • International Travel:  Travel to and from the overseas fieldwork destination 
  • Internal Travel:  The expectation is that students use public transport wherever possible. Where there are no practicable public transport options, or concerns exist about available transport, a justification will need to be provided for alternative arrangements. 
  • Accommodation:  Please check with your host institution whether their travel policy permits AirBnB bookings prior to making an application.  You will be asked to confirm that any necessary checklists, as may be required by your home institution, have been completed to demonstrate minimal risk.   
  • Related Travel and Health Expenses: Travel visas and research permits will typically be covered and recommended vaccinations which are not available free on the NHS.  Students must check with their own institution for insurance as University policies will routinely cover student travel. 
  • Subsistence:  The expectation is that students will cover these expenses with their stipend, which will continue to be paid throughout the period of fieldwork.  Requests for partial support in cases where the cost of living is significantly higher than in the UK will be considered.  The use of numbeo is recommended for evidence of cost of living differences and a % difference top-up for subsistence may be requested. 

If your fieldwork requires the purchase of equipment, payment of participants or transcription and translation assistance, these may be supported by the Research Training Support Grant. 

Please note: 

  • Once the fieldwork allowance has been allocated, it is the student’s responsibility to manage the funds. These will not be increased to cover other expenses incurred whilst a student is abroad. Should the fieldwork be abandoned, reduced or unsuccessful, resulting in the student returning to the UK early, the WGSSS allowance will be reduced accordingly. WGSSS support will be limited to covering the costs of any reasonable expenditure already incurred. 
  • Students should follow local institutional processes for booking and managing travel arrangements. Please check with your host school/department  as to whether you are required to use your institutional travel provider to make bookings. 
  • Once an application has been approved by the WGSSS, the student’s home institution will administer payment arrangements. You are required to follow the guidance on expense claims and reimbursement from your home institution. Receipts must be provided on return from the overseas fieldwork visit. Approved fieldwork funds will be transferred by the WGSSS to your institution on receipt of a final statement of expenditure incurred, accompanied by receipts.  If costs are more than the WGSSS contribution agreed, any surplus expenditure beyond the sum approved would need to be covered from alternative sources.  The overseas fieldwork allowance may be supplemented by your Research Training Support Grant. 
  • Students must seek advance permission from the WGSSS if there is a requirement to repurpose any unspent funds.   
  • If there are any changes to your fieldwork plans, please inform the WGSSS as we require details of the revised fieldwork schedule. 

How to apply

Students making an application to the WGSSS overseas fieldwork scheme will be asked to confirm their adherence to relevant policies from their home institution. Whilst overseas, students must follow any recommendations arising from their University’s risk assessment and adhere to any policy or guidance issued.  Travel should ordinarily be covered by the travel insurance policy of your host institution. Please speak to your respective department/host institution about this process. 

The overseas fieldwork application is for a contribution towards the cost of an overseas fieldwork visit. As there are only limited funds available, not all costs will necessarily be met. The actual allocation of funds for fieldwork is at our discretion and the WGSSS Management Group will oversee the process.

You will need to complete the WGSSS Overseas Fieldwork Application Form  and send the completed form via email to enquiries@wgsss.ac.uk.

Please allow at least three months between submitting an application and commencing the overseas fieldwork. We normally expect to communicate funding decisions within two months of application.