TRAVEL, COMPUTING, AND OTHER COSTS
Currency
All costs will be reimbursed in euro and all claims must be in euro.
The relevant exchange rate must be shown where appropriate.
Reimbursement of Costs
The following claim form is to be used only for reimbursement of Travel, Computing, and Other Costs;
Labour Costs can only be claimed by submitting a six-monthly cost statement.
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Request for Reimbursement of Costs:
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No costs will be reimbursed unless the member has completed, signed, and submitted the Membership Agreement.
Costs incurred before the Membership Agreement comes into force are ineligible.
With the exception of costs specified in Annex 1 of the ECVision contract (and annexed to the Membership Agreement),
all costs must have the prior written approval of the Network Coordinator.
Procedure for Claiming Travel, Computing, and Other Costs
Travel, Computing, and Other Costs may be claimed by completing the claim form above.
All claims must be accompanied by appropriate supporting documentation (receipts, paid invoices, etc.).
Travels Costs
Travel costs relate to transportation and subsistence (food and accommodation) expenses incurred in connection with an
ECVision-related trip, such as attendance at the six-monthly network meeting, visiting a member site as part of a
specific action or as part of an area coordination meeting.
In this respect, the following guidelines apply:
- The travel costs of only one person per member is allowable; if a member wants to send more than one person,
then ECVision will reimburse costs up to the limit of €750 (see below).
- Several members per institute are allowed if they are in different laboratories/groups;
in such cases they are deemed to be separate members sharing a common (institute) membership number.
- The maximum cost per trip per member is €750 (to include all travel and subsistence, cf. p. 22 of Annex 1 of the contract; additional funding may be made available in exceptional circumstances subject to prior written approval).
- The maximum allowable subsistence rate per day is the same as the normal Commission allowance of €150 per day and subject to the same rules (see below).
- Members may send delegates to meetings if they are unable to attend.
Notes on Transportation Costs
Actual transportation costs between the member’s usual place of work and the meeting place may be claimed,
on production of supporting documents, subject to the following conditions:
- For journeys by air, the amount claimed should not exceed the economy class fare and the
cheapest price (APEX, PEX, or “excursion”) must be sought.
- Where a journey is undertaken by car, the amount accepted shall equal the price of a standard class
train ticket (including compulsory travel supplements) for the journey.
Notes on Subsistence
A daily subsistence allowance may be claimed, depending on the duration of the trip, as follows:
- 1 day trip, destination < 50km from place of origin: €75.
- 1 day trip, destination > 50km from place of origin: €150.
- 2 day trip (i.e. one overnight stay): €150.
- Each additional day / overnight stay: €150.
For example, a member departing Paris for Nice on 21/3/02, returning Paris 23/3/02,
would be eligible for a subsistence allowance of €300.
Computing Costs
Computing costs include the costs resulting from the use of computer services and media at the disposal of
the member in question. These costs must be substantiated.
Other Specific Costs
Other specific costs include
- “cost relating to the supply, and to the preparation and selection work, e.g. in the event of exchange of reference materials and products between participants”
- cost of organizing meetings (excluding personnel costs, travel costs)
- cost of publication of information concerning work carried out in ECVision
- direct costs related to setting up of financial guarantees
These costs must be substantiated.
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