Community Building Reimbursement Policy

Travel Expenses

Approved expenses up to the appropriate ceiling will be reimbursed after the trip. The person funded for the travel is responsible for collecting all the necessary receipts and/or any other proof of expenses and for sending them to EGEE Project Office. The Project Office will process the request. The following expenses are eligible for reimbursement:

  • Hotel (3 or 4 star). Only the total number of days required for the visit will be reimbursed. This will by defined by the reason for traveling (EGEE Conference, User Forum, scientific meeting, etc.).
  • Airplane tickets (Economy class only). Alternatively, if destination is inaccessible by airplane or for any reasons this is not the preferable way of traveling, expenses for train, boat or bus tickets will also be covered. Combinations of the above means of traveling are also acceptable. In any case the beneficiary should define the her/his itinerary using the most economical means of transport and the most direct route.
  • Registration fees in case the event requires such. Early bird registration should be pursued although not mandatory. On-site registration fees will not be acceptable.

Please, notice also that the following restrictions apply:

  • The total amount of expenses should not exceed the maximum amount defined by the relevant policy according to the reason for traveling. If for some reason this cannot be avoided only partial expenses will be reimbursed and in any case no more than the maximum allowed.
  • Expenses for taxis, urban buses and any other means of local transportation will not be covered.
  • Expenses for food will not be covered, expect for breakfast if this is included in the hotel room price.

The beneficiary should collect and submit to the EGEE PO the following receipts, along with the completed payment request form provided:

  • Tickets, boarding passes and receipts for travelling
  • Hotel receipt
  • Receipt for registration fees (if applicable)

Failure to provide the full documentation will lead to delays in reimbursement.

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Topic revision: r4 - 2008-09-05 - VangelisFloros
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