After that the main proposer has declared in the SUN set all the participants to the experiment and designated whom will be taken in charge by SOLEIL, the Travel office will contact them to organise their travel and subsistence.
When possible all expenses covered by SOLEIL are directly engaged by SOLEIL travel Office.
During the experiment, users receiving a subsidy receive a ‘pre-charged’ badge depending on the duration of the stay, to have lunch and diner at the canteen. So meals, not taken at SOLEIL, are not reimbursed. As well as the nights covered by SOLEIL are those which are spent at the SOLEIL Guest house.
However, if it is justified according the delay of the journey, some additional meals can be reimbursed upon relevant documents.
Any journey or schedule modification likely to induce an increase of the ticket cost, ordered initially by SOLEIL travel office, will be supported by the user.
All expenses (air and train fares, airport shuttle, accommodation, meals, …) will be refunded after the trip by bank transfer, upon presentation of the corresponding original receipts, if not taken in charge directly by SOLEIL.
If an original ticket is missing the user will not be reimbursed for the fees engaged.
An extension of the stay for personal reasons will not be supported by SOLEIL.
AFTER the experiment, the refund requests must be submitted to the SOLEIL travel Office by the user. The requests must be presented using the Travel and Subsistence expenses Reimbursement ‘Form’ (available on SUN set).
Please note that the reimbursement claims must be sent within 2 months after the experiment.
PLEASE, REMEMBER TO KEEP THE ORIGINALS OF ALL YOUR RECEIPTS AND INVOICES to attach to the form duly completed together with your Bank Coordinates.
Please mention at the verso of each document the project N°.
The departure location is the holder home.
He or she is reimbursed on the basis of the following original tickets:
Airplane or train ticket
Original invoice of the mean of transport if paid by the user
Toll tickets
Park ticket
Railway, RER, Bus tickets
…
The following documents are not accepted as relevant documents:
Copies
Pro-forma invoices
Invoice to a third party or to a legal entity
Bank statements, …
Credit card receipts, …
Last update, 26/07/2010
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