Sixth framework programme of the European Community for research, technological development and demonstration activities
Project ILIAS “Integrated Large Infrastructures for Astroparticle Science”
N5: Networking Activities
-GRAVITATIONAL WAVE ANTENNAS –
EXPLANATORY NOTE TO FILL IN THE FORMS
Model n. 1: “Travel, room and board authorization form”
The “Travel, room and board authorization form” must be filled in by the traveller, specifying the date.
The Model n.1 must contain: the purpose of travel, the destination and the dates of travel, the method(s) of transportation and the cost (normally the use of the private car/rented car and of the taxi is admitted with indication of the reason and the presumed cost). For the Room expenses, it’s necessary to indicate the Hotel’s name, the Category (normally “Three stars hotels” are admitted), the number of the nights and the daily cost. For the Board expenses it’s necessary to indicate the number of the expected meals and the presumed total cost (normally it will be reimbursed up to 30 Euro per meal).
The “Travel, room and board authorization form” must be sent by mail to the GWA Coordinator (Raffaele Flaminio), who has to sign it before the approval of the EGO Director.
Model n. 2: “Travel claim form”
The “Travel claim form” must be filled in and signed by the traveller, specifying the date.
The Model n. 2 must contain: the name of the traveller, the date and the place of birth, the residence place of the traveller, (in the case that the traveller’s residence isn’t in Italy, also the declaration that he wants/doesn’t want avail himself of the bilateral convention that excludes the double fiscal imposition), the total cost of the incurred expenses (in Euro and in other currencies), the date of the related “Travel, room and board authorization form”, the bank details for the payment of the amount.
The “Travel claim form”must be sent to EGO together with the other models and the receipts, in original, to proceed to the reimbursement of the traveller’s expenses.
Model n. 3: “List of expenses”
The “List of expenses” must be filled in and signed by the traveller, specifying the date and the name of the traveller.
The Model n. 3 must indicate for each expense: the number of the related receipt/invoice/used ticket/boarding card attached in original, the related date of travel, the related date of the “Travel, room and board authorization form”, the related destinations of travel, the related tipology (bus, ferry boat, train, air, car, taxi, hotel, restaurant…) and the related cost.
The Model n. 3 must also indicate the total cost of all the incurred expenses (in Euro and in other currencies).
The “List of expenses” must be sent to EGO together with the other models and the receipts, in original, to proceed to the reimbursement of the traveller’s expenses.
Model n. 3a: “List of expenses incurred by the traveller using his own car”
The “List of expenses incurred by the traveller using his own car” must be filled in and signed by the traveller, specifying the date and the name of the traveller.
The Model n. 3a must indicate for each expense: the number of the receipt/ticket related to the tolls paid by the traveller attached in original, the related date of travel, the related date of the “Travel, room and board authorization form”, the car information (type and registration number), the authorized travel, the related petrol cost (EGO would like to point out that it will reimburse up to 0,25 Euro per kilometre) and the related cost for the tolls.
The Model n. 3a must also indicate the total cost of all the incurred expenses (in Euro and in other currencies).
The “List of expenses incurred by the traveller using his own car” must be sent to EGO together with the other models and the receipts, in original, to proceed to the reimbursement of the traveller’s expenses.
Model n. 4: “List of participants”
The “List of participants” must be filled in by the GWA Coordinator specifying the date and the place of the meeting.
The Model n. 4 must contain: the object of the meeting, the names and the signatures of all participants and any attachments.
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Explanatory note to fill in the forms