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Here, we briefly describe how to handle reimbursement after travel. Detailed information can be found in the ASIAA Policy handbook.
The typical procedure is to submit a travel expense voucher within 15 days after the travel is completed. For international travel, a travel report must also be submitted.
Domestic Travel Reimbursement
To reimburse domestic travel expenses, it is necessary to submit a Domestic Travel Expense Voucher along with receipts within 15 days after completing the travel.
Registration fee reimbursement for classes or conferences is separate from domestic travel support. It should not be included in the Travel Expense Voucher calculations and must be submitted separately. Since these vouchers are often provided at the conference site, they must be kept to claim reimbursement.
If the registration fee is no more than NTD10K (including 10,000), please pass the receipt (signatures of the recipient and PI required) to the cashier (Grace). If the registration fee is over NTD10K (10,001+), please submit ASIAA Purchase Request Form in advance.
For accommodation there is an upper limit per day of NTD2,000 and receipts are required.
Transportation fees is reimbursed based on the actual payment. People need to get the approval in advance for taking airplane and/or High Speed Train and receipts are required for reimbursement. Check ASIAA Policy handbook to purchase HSR ticket. It is required to use GUI No.: 03811209.
An example is of the Domestic Travel Expense Voucher is shown. Expenses such as transportation, accommodation, miscellaneous, except the conference registration fee, must be added to this document.
In the Expense Voucher Overseas form there are three two tabs that need to be completed. The summary and the expenses. The image only corresponds to the expenses.
International Travel Reimbursement
To reimburse international travel expenses, please remember to submit 1) a Travel Expense Voucher, 2) Flight itinerary & Boarding passes, 3) Receipts with signature, and 4) a Travel Report within 15 days after completing the travel.
The "Overseas Travel Expense Voucher" can be completed in excel/google sheets. An example is shown on the left. For airplane travel provide photocopies of each boarding pass and e-ticket. Include relevant receipts when necessary.
If you flew with a non-local airline, the Application Form for Taking Non-Local Airline must be also completed.
You should submit a travel report if you request to claim any travel expenses. There is no word limit for both scientific collaboration/regular meetings and international conference. Your travel report must be reviewed and approved by your supervisor. It is strongly encouraged to write good reports, as the reports will be posted online to the system.
If you print poster(s) for attending a meeting, please give the cashier (Grace) the invoice(s) immediately for reimbursement. Please DO NOT INCLUDE it in your travel expense.
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