The preferred option to get your flight refunded is by directly booking with one of our institute travel agents. Please identify your flight (using for example amadeus.net) and send an email to travel@european-interferometry.eu with subject OPTICON project. The travel agent will book your flight 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. You may also identify your hotel (using for example booking.com) and ask the travel agent to reserve the hotel and bill us the hotel directly. If due to unforeseen personal reasons you have to cancel your trip, all costs will be charged to you.

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, accommodation costs and exceptionally meals) containing the following  billing address:

Universidade do Porto - Faculdade de Engenharia

Rua Dr. Roberto Frias, s/n

4200-465 Porto

PORTUGAL

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. VAT, 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.  For example, if you are staying in a room during a mission and the receipt for the cost of this room is issued by one of the institutes above we cannot refund it. But if you stay in a room such that the receipt is issued by another organization that is not in the list above (e.g. an hotel) we can refund you.

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

PORTUGAL

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 sandrar@fe.up.pt with subject OPTICON project.

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