Eligible users receive financial support from the ESRF for travel, accommodation and subsistence expenses directly related to the experiment.
Download the reimbursement claim form (.xls file).
Note: Additional users may be included in the experimental team, but these persons will not benefit from any reimbursement of expenses by the ESRF.
Download the file 'Reimbursement regulations' (PDF).
Eligible users will be subsidised for travel, accommodation and subsistence expenses for a period including the duration of both the SAXS and SANS experiments, plus an interval of up to 4 days between experiments, plus an additional allowance of 3 days (e.g. for setup).
The reimbursement of travel expenses is made on the basis of the most economical means of transport and on presentation of tickets.
If a private car is used for the transport of two or more reimbursed users involved in the approved experiment (no prior authorisation requested in this case): reimbursement at standard rates 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: reimbursement 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.
Visitors invited for experiments will be accommodated in the Guesthouse (except if affiliated to a laboratory located in Grenoble). The Guesthouse has 114 single bedrooms and 20 twin rooms. Where this is not possible, the ESRF Reception Office will book hotel rooms to be paid directly by the ESRF.
Users receiving financial support from the ESRF
The costs of the room and breakfast will be paid directly by the ESRF provided that the booking is made by the ESRF.
Users not receiving financial support from the ESRF
The request for accommodation arrangements must be made through the A Form, as for the reimbursed users. However 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 person per night is:
The site entrance badge is used for the payment of meals at the ILL/ESRF common restaurant.
Note: the ESRF will not pay for or reimburse meals purchased elsewhere or during travel to/from the ESRF.
If the user charged his/her badge, any credit remaining on the badge at the end of the stay can be reimbursed by the restaurant cashier during opening hours. During evening and week-end services, the cash desk in the entrance hall of the restaurant is closed, and the refund of remaining credit is made at cash desk inside the restaurant.
Expenses will be paid as follows
Note: Please make sure that students coming for experiments have their expenses covered at the time of their visit. For example, the person leading the experimental team could 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.