Reimbursement Rules

RULES
concerning standard-rate reimbursement of travel and subsistence expenses for persons performing a short-term visit in the frame of the EFNUDAT project

 

GENERAL PROVISIONS
Article 1

Within the limits specified by the Programme Advisory Committee, travel, accommodation and subsistence expenses can be reimbursed for persons invited for a short-term visit in the frame of the EFNUDAT trans-national access programme.

Article 2

Travel and subsistence expenses shall only be reimbursed in € by bank transfer.

Article 3

Within one month after finishing the visit the supported visitor submits to the Project Coordinator a final report, a statement of expenses and an evaluation form. The reimbursement requests must be appended with all the corresponding ORIGINAL travel tickets and receipts or invoices. All documents must be sent by ensured mail to the Networking Coordinator.

 

TRAVEL EXPENSIONS
Article 4

The place from which travel costs are reimbursed shall be the address specified in the official invitation letter sent to the visiting scientist. Unless an exception is expressly made by the Project Coordinator, this place is the home institute of the user.

Article 5

  1. The basis for the calculation of reimbursement shall be the shortest and most economical standard return route between the place specified in the invitation letter and the institute where the experiments are performed;
  2. Preference must be given to the most economical means of transportation;
  3. The basis for the calculation of reimbursement shall be:
    • if the user is travelling by train:
      the maximum refundable train fare, against production of the tickets, is the second-class roundtrip ticket plus supplements. This may include supplements as the cost of seat reservations, transport of necessary luggage, supplements for special fast trains and sleeping accommodation (second-class couchette) when the journey includes night travel;
    • if the user is travelling by air:
      the maximum refundable air fare, against production of the tickets, is the roundtrip low cost or PEX ticket. For trips not allowing the use of a low cost or PEX fare, the purchase of the ticket must be agreed with the EFNUDAT Project Coordinator;
    • if the user is travelling by private car:
      a flat rate of 0.17€/km plus motorway tolls, against production of receipts. The maximum number of kilometres is calculated on the basis of two times the shortest distance between the place specified in the invitation and the institute where the experiment is performed. Costs as car rental and fuel will not be reimbursed;
    • if the user is partly travelling over sea:
      reimbursement in the same class as specified in the first indent of this paragraph;
    • transport of equipment will not be reimbursed.
  4. Taxi costs will only be reimbursed when they are inevitable. A justification for the use of a taxi must be attached to the statement of expenses. Based on this justification, the project coordinator will decide on the reimbursement.

 

SUBSISTENCE AND ACCOMMODATION EXPENSES
Article 6

A standard daily allowance for subsistence and accommodation expenses of 100 € per day is foreseen.

Article 7

The number of reimbursed days is counted on the basis of the days defined in the invitation letter and the real presence of the visitor at the institute.

 

SPECIAL PROVISIONS
Article 8

Deviations from the rules specified above may only be granted after a decision of the EFNUDAT Project Coordinator. He may grant reimbursement of travel and subsistence expenses in excess of the maximum amounts laid down in the forgoing Articles. His special decision must state the reasons on which it is based. 

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