Reimbursement Procedure

If you want the REIMBURSEMENT TO BE PROCESSED IN A SHORT DELAY, please  send the form at your earliest convenience, and not later than four months after the visit, at the following address:

ESRF
User Office
B.P. 220
38043 - Grenoble Cedex

Reimbursement claims will only be processed when:

• all WRITTEN PROOF OF EXPENDITURE is attached to the claim form (please paste on separate blank sheets of paper),
  
• the "CHECK-OUT PROCEDURE FORM" is fully completed and handed in, together with badges and cards, to the Security staff at the site entrance.
  

Expenses will be paid as follow

• Small amounts (up to 80 Euros) may be reimbursed in cash. Please come to the User Office during your visit to request a cash reimbursement.
•  All other expenses are paid by bank transfer provided that full bank details have been supplied in the User Account (tab "Reimbursement Data"). The User will be responsible for any charges incurred on his/her own bank account in relation to such transfers.

Following suggestions we have received, we kindly request you to bear in mind the particular needs of students who are coming for experiments, and ensure as far as possible that their expenses are covered at the time of their visit. It may, for example, be possible for the person leading the experimental team to advance the total costs for the group, and then make one claim for reimbursement on behalf of all of the members. In this case, simply write on the reimbursement claim "this claim represents the total costs for experiment xx-yyy" and enclose all receipts, so that we can treat the claim appropriately. In this way claims can be handled much more quickly within the ESRF, provided the "check-out procedure is fully completed for all team members for who reimbursement is requested, and multiple bank transfer charges will not be incurred by the group.

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Last modified 10 July 2001

Questions or comments should be sent to User Office