Reimbursement Rules

PRINCIPLES

ESRF Users, affiliated to universities and publicly funded laboratories of ESRF contracting party (member) countries, will be reimbursed or subsidised by the ESRF for travel and subsistence expenses directly related to the execution of the approved experiment.

The Scientists receive a contribution towards expenses within the limits set out below:
 

TRANSPORT

Reimbursement of travel expenses will be made on the basis of the second class train fare, or the appropriate PEX air fare.

Preference must be shown for the most economical means of transport. On presentation of tickets, the ESRF reimburses costs on the basis of:

• The second class rail ticket where the return journey is less than 1 200 kms,
  

• The most economical air fare (up to PEX fare), where the return journey is
  1 200 kms or more plus airport shuttle expenses.
  

TRAVEL BY PRIVATE CAR

• When no receipt or other evidence is available, or if a private car is used for a single "reimbursed" user, reimbursement is made on the basis of kilometres travelled (without prior authorisation) up to the price of the train fare (2nd class).

• If a private car is used for the transport of two or more reimbursed users involved in the approved experiment (without prior authorisation), reimbursement at standard rates set by ESRF is made to the owner of the car only, on the basis of kilometres travelled. Motorway tolls will also be reimbursed on presentation of receipts. Please mention on the Reimbursement Claim the name of the Users who travelled together in the same car.
  

• If a user transports by car equipment necessary to carry out the approved experiment, he/she will be reimbursed on the basis of kilometres travelled, provided prior written authorisation has been given by the ESRF User Office. Motorway tolls will also be reimbursed on presentation of receipts.

CAR HIRE

When all the participants entitled to be reimbursed (normally up to 3) for an experiment travel together by air through the airports of Lyon Saint-Exupéry or Geneva Cointrin, the ESRF will pay for a rental car instead of the airport shuttle, provided the booking is made through the ESRF Travel Office. Please contact Anita Stadler (Anita Stadler - Tel: +33 (0)4 76 88 21 03).

ACCOMMODATION

 
Visitors invited for experiments will be accommodated in the Guesthouse (except if affiliated to a laboratory located in Grenoble), which is located on site, to the right of the main gate as you enter.  The Guesthouse has 114 single bedrooms and 20 twin rooms.

NB: visitors working in a laboratory located in Grenoble will NOT be reimbursed for accommodation expenses even if living outside Grenoble.

FOR USERS RECEIVING A CONTRIBUTION TOWARDS EXPENSES, the costs of the room and breakfast will be paid directly by the ESRF. 

FOR USERS NOT BEING REIMBURSED BY THE ESRF, they will have to pay their stay directly at the Guesthouse (in cash, by cheque on a French bank or by credit card).

The price per bed per night is:

• 31.81 € for a single room, breakfast included
• 25.81 € per person for a twin room, breakfast included
• Breakfast: 1.81 €

MEALS

Breakfast is served in the Guesthouse (cost: 1.84 €). Other meals are served in the joint ILL/EMBL/ESRF canteen on site. To eat there you will need a canteen card which you request in advance, by marking the request box on Form A.

• FOR USERS RECEIVING A CONTRIBUTION TOWARDS EXPENSES:
  in the package which you will receive at the site entrance you will find a canteen card (together with instructions) which has been pre-charged with a number of points, corresponding to the length of your experiment.

• FOR USERS NOT BEING REIMBURSED BY THE ESRF:
  if you wish to have your meals at the joint ILL/EMBL/ESRF canteen on site, please mark the box on Form A to request a canteen card. In this case, you will receive a canteen card in your envelope at the site entrance, and you need to charge the card at the canteen/cash desk at the entrance to the Common Building before your first meal. If you have forgotten to request the canteen card before your arrival, you will need to ask for one at the ESRF Reception (ESRF Central Building).