Expenses refund

Provisional Guidelines for the reimbursement of
Travel, Accommodation and Subsistence costs  

The present document has been prepared by the Project Administration Board following the request of the Project Coordinator, Prof. Giuliano Augusti, with the intention of giving some indications on the refund policy of the EUR-ACE IMPLEMENTATION project. As the project’s budget is very limited, such a policy may be necessary and helpful in order to ensure a smooth progress of the project activities.  

The present guidelines are proposed to be valid for the first ten months of the project (01.09.06 – 31.07.07) after which it can be revised and modified if necessary.

The reimbursement procedure of the project will follow some general rules like in most European projects.

Travel and accommodation/subsistence costs will be reimbursed from the regular budget of the project on the basis of real costs. Costs actually occurred should be attested by original documents, boarding passes, receipts etc. The partners claiming for reimbursement  should send all the original documents together with a claim form duly filled in to the Project Headquarters (International Relations Office – School of Engineering, University of Florence). Claims should be submitted not later than 1 calendar month of the date of expenses.

However, because of the limited budget of the project, it seems advisable to set a maximum limit of the costs that can be reimbursed[1].

Regarding travel costs, they will be reimbursed on the basis of real costs but up to 250 Euro. This may include costs of economic flight, local transport, using public transportation. Taxi cost will be reimbursed only if the lack of public transport can be attested.

Regarding accommodation and subsistence costs, they will be reimbursed on the basis of real costs but up to 120 Euro per day. This may include costs of hotel and subsistence related to the official duration of the meeting.

Certified copies of the documents attesting the expenses (tickets, invoices etc.) will be also accepted in case the originals are kept by the administration of the person making the claim provided the original copies will be available in case of audit.

As for other European projects it is essential that the partners contribute to the project whether covering in part costs of travel and subsistence or /and in kind dedicating their time to work on it. Partner contribution and other costs such as room rental have to be declared using the same form.