Rules for working groups cost reimbursement

You must inform us of your mission dates at least one month before it starts. Please send us the travel form  (.pdf.doc) without filling the  "requested amount" part.

The preferred  option is that your institution is refunded. Alternatively your flight and accommodation can be centrally booked by the project office. Please identify your flight (using for example and send an email to with subject "OPTICON project". Accommodation must be reserved by the project office but you may also identify your hotel (using for example The travel agent will book your flight/accommodation and bill us directly. Please reserve your flight as soon as possible as flight costs increase significantly when reserved less than one month before departure.

In order to be reimbursed for the costs incurred during the exchange visit you will need to send us the following documents:

1) Travel form dated and signed (.pdf, .doc)

2) Original receipts of eligible expenses (local transport and exceptionally meals) containing the following  billing address:

Universidade do Porto - Faculdade de Engenharia

Rua Dr. Roberto Frias, s/n

4200-465 Porto


VAT number: PT 501413197

Please note that no costs will be reimbursed if the expenses include a different name or VAT number. Costs in the name of the researcher will not be accepted. According to EC regulations, ineligible costs (e.g. bank transfer costs) will not be reimbursed.

According to EC regulations receipts issued from OPTICON beneficiaries (i.e. institutes participating in OPTICON either as partner or as third party (*) ) cannot be accepted.  

If the receipts are not in english please attach them to a sheet of paper explaining their nature.

Only receipts can be refunded. No per diems, lump sums or km indexed car transportation can be awarded.

3) Original boarding passes

4) Organizers should provide the working group meeting program as well as sheet signed by all funded participants. 

These documents must be sent by regular mail at the latest two weeks after the end of the exchange visit to:

Universidade do Porto - Faculdade de Engenharia 

Att: Sandra Costa

Rua Dr. Roberto Frias, s/n

4200-465 Porto


You will speed-up your reimbursement if you send us by email, in parallel to the above, scanned versions of the above documents, receipts and boarding passes.

If you have any questions concerning the reimbursement of your expenses please contact with subject OPTICON project.

(*) Observatoire de Paris (LESIA, UMR 8109), Université de Nice-Sophia Antipolis (LHF, UMR 6525), Université de Provence (LAM, UMR 6110).