Reimbursement procedures for ESF travel grants

and fellowships

Before the visit takes place, the fellowship stay must have been approved by the Chairman of the ESF Network/Programme according to the decisions of the Steering Committee. The approval must show the term of the visit and the upper financial limit for its reimbursement in French Francs.

Support provided by the ESF is intended to cover travel and accommodation, with a contribution to daily living expenses. Travel and health insurance will not be reimbursed by the ESF, although cancellation insurance will be reimbursed if an APEX plane ticket or other fare with special conditions is purchased. It is the grantee’s responsibility to ensure adequate personal and health insurance coverage during the visit, including any special insurance required for laboratory work. Bench fees are not normally paid to the receiving institute.

1. Visits of up to 7 days

Reimbursement of expenses for travel, accommodation and meals, up to the maximum amount allocated by the Programme Steering Committee, will be made after the visit on submission of a completed travel claim form accompanied by original tickets, invoices, and other justifications of expenditure.

2. Visits of between 7 days and 1 month

Costs for travel (on the basis of APEX fares) and accommodation (on a bed and breakfast basis) will be covered on the basis of actual expenditure. In addition, as far as the maximum amount granted allows (eg FF 10 000), a daily allowance of up to FF 200 will be paid as a contribution to meals and living expenses, for which no bills or other justification have to be submitted.

A first payment of 75 per cent of the award is normally made in advance of the visit (if time permits), with the balance of the award payable after the visit on receipt at the ESF Office of an account of expenditure, accompanied where necessary by original tickets and bills. A short scientific report of the visit is also required. Both the account of expenditure and the scientific report should be submitted within one month of completion of the visit. Where the advance payment of 75 per cent exceeds the total of actual costs and daily allowance, the balance must be returned to the ESF.

3. Visits of more than 1 month

Costs for travel (one return trip on the basis of APEX fares where possible) will be reimbursed up to a maximum of FF 3000 on the basis of actual expenditure, for which original tickets must be submitted. A subsistence allowance of up to FF 9000 per month can be paid, for which no bills or other justification need be submitted.

As above, a first payment of 75 per cent of the award is normally made in advance of the visit (if time permits), with the balance of the award payable after the visit on receipt at the ESF Office of an account of expenditure, accompanied where necessary by original tickets and bills. For visits of more than six months, payments may be made in several instalments. A short scientific report of the visit is also required, together with a statement from the collaborator/supervisor at the receiving institute which confirms the duration of the grantee’s stay and the scientific subject of the visit. Both the account of expenditure and the scientific report should be submitted within one month of completion of the visit.