Please, note that all the formalities must  be completed prior to the trip. We are sorry that no reimbursement can be issued a posteriori if the requested documents have not been sent before the trip.

The official reimbursement rules can be found by downloading this document

 

 

 

 

If you plan to make a trip and claim support from grants / contracts, please, download the files 'Demande d'OM.doc' and 'fiche_creation_agent.doc' (in french) or  'Demande d'OM_english.doc'  and   'fiche_creation_agent_english.doc'  (in english), fill them electronically and send them by email to Janani Chandran and me . The forms 'fiche_creation_agent.doc' (in french) or  'fiche_creation_agent_english.doc'  (in english)  are only needed if this claim is your first travel reimbursement claim.

 

 

 

(if you are travelling outside Toulouse and need to call the agency, the phone number to be used is 05 62 12 67 00).

 

 

 

Ask the travel agent to send the cost estimate (devis) to Janani Chandran . She will send the order (bon de commande) to the travel agent who will issue the electronic ticket and email it to you. If you do not receive the ticket within a couple of days, please, refer to  Janani Chandran . Only economy fares (chepest company and most direct route) are allowed. If you have any doubt, please, refer to me.

 

 

 

Please, download the form entitled 'FICHE MISSION team.doc' below, fill it and send it to me. This will help me decide which financial support can be used for this trip. To fill this form, please, follow the following tips.

 

For travel airfare or trainfare, ask the price estimate to the travel agent.To help you provide the housing and liviing expense estimates, you can refer to the allowed per diem according to the country visited, by looking at the official web page of the Ministere de l'Economie et des Finances 'Frais de Missions des personnels civils de l'Etat'. Remember that you need to save all receipts for hotels and meals. Hotel counts for 65% of the per diem and each of the 2 meals (breakfast does not count) for 17.5%. The per diem is given in the foreign currency but you can convert to euro by using the 'Taux de chancellerie' which can be found on the web page of the  Ministere de l'Economie et des Finances: 'Taux de Chancellerie' .

 

In the case of a trip in France, the per-diem is 15.25 euros per meal (lunch and dinner) and 60 euros for the hotel room (this includes breakfast). In large cities, the per-diem for a hotel room can be raised up to 90 euros. The list of eligible cities can be found on page 17 of this document.

 

To the airfare cost, plase, add the travel agent fees

If you use your own car, the expenses are calculated by multiplying the number of kilometers by the 'Indemnite Kilometrique'. It depends on the 'puissance fiscale' (fiscal power) of your vehicle. You can find the IK in the file IK.pdf below. 

 

 

 

 

You can claim reimbursement of conference registration fees; Please, provide the receipt and the official conference document detailing the content of the registration fees. If the fee includes housing or meals, the corresponding amount will be deduced from the per-diem (according to the rule explained in the previous section). It is not advised to pay registration fees by bank transfer from the lab account due to uncontrolable potential administrative delays which might prevent you from accessing the conference.

 

If your trip requires a visa, and if this is allowed by the country your are planning to visit, you can use the services of a company which will take care of the visa formalities. In this case, you can claim reimbursement of the visa fees and the service fees due to this company.  If you process the visa formalities by yourself, you can claim reimbursement of the visa fees as well. Please, ask Janani Chandran for details.

 

 

 

Please, save ALL RECEIPTS (boarding passes, hotel receipts, taxi or shuttle receipts). Receipts for meals are not mandatory if you travel in France but you must provide a signed copy of the 'Attestation_absence_restaurant_administratif.pdf' which can be downloaded below. Receipts are mandatory if you travel abroad. Provide all these recepts to the secretary as soon as you are back. Delay in providing receipts may result in the impossibility of refunding you.

 

 

 

If you need to use your car or if you want to rent a car, an adminitrative authorization is required. You can download below a model for asking this authorization (addressed to the head of the UFR MIG). Doc file 'Demande_vehicule_team.doc'. For the use of your own car, you also need to provide a copy of your 'Carte grise' (certificate for licence plate) and 'Carte Verte' (certificate of insurance).

 

 

 

 

Information about requested entrance formalities, security and other Important tips concerning the countries you plan to visit can be found on the web page of the Ministry for foreign affairs.

 

 

 

 

in the framework of the INRIA Large-scale Initiative Action on Applied Mathematics and Computer Sciences for the ITER project: