Reimbursement

Who is eligible for reimbursement?

Only PhD students inscribed to the Doctoral Program in Ecology and Evolution (DPEE), organizers, invited speakers and teachers of the DPEE activities can ask for reimbursement. 
Attendance to the activities is free for all the people belonging to the CUSO affiliated institutions (Bern, Fribourg, Geneva, Lausanne, Neuchâtel).

 

Important:

  • If you intend to organize an activity within the framework of the DPEE you should be informed about the rules of the CUSO regarding reimbursement before the beginning of the activity (Click here for the complete rules). If you have any doubts, please contact the coordinator of the doctoral program.

  • The person in charge of an activity is responsible for collecting signatures from the participants and sending this "list of participants", including their names, department, university, and status (PhD student, professor, etc.) to the coordinator of the doctoral program (see below). This is a prerequisite to allow the participating people to ask for reimbursement.

  • Costs for attending activities other than those organized by the DPEE, for which ECTS credits can be obtained, cannot be reimbursed. For example, a doctoral student can obtain 1 ECTS by attending a conference and presenting his/her research work. Such an activity is not organized by the doctoral program itself and costs for participating in such an activity cannot be reimbursed by this doctoral program.

  • The amounts for the reimbursements given below should be considered as maximum amounts. When possible people should try to reduce these costs, so that the funds granted by CUSO can be used for organizing as many activities as possible.

Which kind of expenses are reimbursed?

There are three main categories of expenses:

1. Staff/management expenses

Transportation:

  • People invited from abroad: plane, economy class; train, 1st class allowed.
  • People resident in Switzerland: no matter how you travel (by train, car,...), you'll always be reimbursed for the equivalent cost of the half-fare train tickets (1st class allowed) from your University to the place of the activity.
  • Bus/Metro tickets to commute from the railway station to the place of the activity are also reimbursed. 
  • Taxi fares are not reimbursed.

Accommodation:

  • Night (+breakfast): up to 190 CHF per night per person.
  • Number of nights allowed = nb of days of the activity + 1 (+2 for people outside CH).

Meals:

  • Meals: up to 40 CHF per meal (up to 2 meals/day) x n. of days of the activity x n. of people. 
  • For activities lasting only 1 day, only 1 meal will be reimbursed. 
  • During a conference or a symposium, maximum of 2 invited speakers and 2 organizers can have 1 meal disposing of up to 60 CHF/person, but this is only in an exceptional circumstance.
  • For activities that take place out of town, with common hosting of teachers/speakers and participants: up to 180 CHF/day/person, regardless of their status (professor, student).

Teaching:

  • Up to 180CHF per hour (only for people invited from abroad, people from a non-CUSO University or people from a CUSO University hired unless 100%).

 

2. Participation expenses, for ee PhD students attending an activity organized by the DPEE. Those of you having an AG ticket can also ask for reimbursement.


The Biology meeting: since this is an important meeting for PhD students working in Switzerland, the DPEE scientific committee agreed to reimburse travel costs to attend this meeting to all PhD students belonging to the DPEE.

Transportation:

  • No matter how you travel (train, car,...), you'll always be reimbursed for the equivalent cost of the half-fare train tickets (2nd class) from your University to the place of the activity.
  • Bus/Metro tickets to commute from the railway station to the place of the activity are also reimbursed. Taxi fares are not reimbursed.

Accommodation:

  • Night (+breakfast): up to 90 CHF per night per person.

Meals: 

  • Meals: up to 25 CHF per meal (up to 2 meals/day) x n. of days of the activity x n. of people.
  • For activities lasting only 1 day, only 1 meal will be reimbursed.
  • For activities that take place out of town, with common hosting of teachers/speakers and participants: up to 180 CHF/day/person, regardless of their status (professor, student).

 

3. Operating expenses, cover primarily the material of consumption (badges, ...), other than any durable equipment. Subsidies of publication can be considered in the operating expenses, but they should not be included in the budget of a particular activity and they require a justified separated request.

For any other expenses (vehicle rent, other material,...), please contact the coordinator of the program before the activity to justify this special request and get the agreement of the CUSO.

 

The restrictions of the CUSO will have to be respected and any going beyond the budget will be charged to the participant.

All other expenses that do not belong to these categories are not reimbursed.