Reimbursement

 

Who is eligible for reimbursement?

Only the PhD students inscribed to the Doctoral Program in Microbial Sciences, researchers/teachers and people organizing the activities can ask for reimbursements. 

What kind of expenses is reimbursed?

1. Participation expenses: refer to expenses for traveling, meals and accommodation of PhD students attending an activity organized by the Doctoral Program in Microbial Sciences.  Costs for attending activities other than those organized by the Doctoral Program in Microbial Sciences, 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. As the activity is not organized by the Doctoral Program in Microbial Sciences, costs for participation cannot be reimbursed by the program.

Transportation:
No matter how you travel (train, car,...), you are always reimbursed for the equivalent of the half-fare train tickets (2nd class) from your University to the place of the activity. Those of you having an AG ticket can also ask for reimbursement.

Accommodation and meals:
Accomodation: up to 90 CHF per day per person (Breakfast included).

2. Staff/management expenses, which include honoraries, transportation, meals, and accommodation for the teachers/speakers/organizers, the scientific staff collaborators, as well as the administrative/technical staff responsible for the organization of the activities.

Transportation:
 People invited from abroad: plane, economy class (exception individuals with special needs); train, 1st class.
People resident in Switzerland: no matter how you travel (by train, car...), you are always reimbursed for the equivalent cost of the half-fare train tickets (1st class allowed) from your University to the place of the activity. Taxi fares, Bus/Metro tickets and Parking expenses are not reimbursed.

We recommand that the invited speakers purchase their tickets.

Accommodation and meals:
Accomodation: up to 190CHF per night (Breakfast inluded).
People invited for a seminar are normally reimbursed only for 1 night (1 day full board), because they can come, participate to the event and leave in the time period of 24h. Exception is made for speakers coming from abroad, for which a night before and another after the event are reimbursed (2 nights full board). Meals: up to 40 CHF per meal. 

For speakers/teachers coming from abroad, the payment of a fixed fee per day without presentation of the receipts is considered as remuneration and subject to direct tax. Therefore, this way of payment will only be admitted in exceptional cases.

3. Operating expenses, cover primarily the material of consumption, other than any durable equipment. 

 

Important:

  • All other expenses that do not belong to the following three categories are not reimbursed.

  • A detailed description of the CUSO directives can be found here

  • Participants will be reimbursed only if the participation to an activity has been certified. Thus, make sure you sign the "list of participants" when you attend to an activity. The person in charge of the activity is responsible of collecting signatures and sending this list to the coordinator of the doctoral program. 

  • The amounts for the reimbursements given below should be considered as maximum amounts. 

  • Do not pay with Institutional credit cards.

 

How to get a reimbursement?

  • Fill out the participants/teachers reimbursement form. 

  • Sign it.

  • Attach all the receipts.

  • Hand in or send all documents to the coordinator (see below).

Except for train tickets, you always need to provide the appropriate original receipt/invoice. Bus/Metro tickets to commute from the railway station to the place of the activity are also reimbursed, but you need to provide the tickets.Taxi fares are not reimbursed.

Every payment is then carried out directly by the accounting office of the CUSO. 

Send your reimbursement form with your receipts to:

Andrea Bshary
Coordinator 
Doctoral Program in Microbial Sciences
Université de Neuchâtel
Institut de Biologie
Rue Emile-Argand 11
CH-2000 Neuchâtel
Switzerland
email

Reimbursement Rules

 

 


SPEAKERS & ORGANIZERS

CUSO PHD STUDENTS

TRAVEL

People invited from abroad: plane, economy class (on presentation of boarding passes); train, 1st class allowed.

People resident in CH: reimbursed for the equivalent cost of the half-fare train tickets (1st class allowed) from their university to the place of the activity.

Taxi & parking fares will not be reimbursed.

reimbursed for the equivalent cost of the half-fare train tickets (2nd class) from their university to the place of the activity.

HOTEL

Hotel (1 night + breakfast with taxes): up to 190 CHF per night per person.

Hotel (1 night + breakfast with taxes): up to 90 CHF per day per person.

Only if the place of the activity is more than an hours journey from their home

MEALS

40 CHF per meal per person (up to 2 meals/day).


Welcoming Meal (only 1 per activity with max. 3 speakers & 2 organizers) : 60 CHF per meal per person

Lunch (collective only):

20 CHF per person (1 per day)

Social Dinner (only 1 per activity & only if activity is at least 2 consecutive days):

35 CHF per person

EXTRA- MUROS ACTIVITIES

180 CHF per meal per person (including hotel, meals, coffee breaks, room reservation)

180 CHF per meal per person (including hotel, meals, coffee breaks, room reservation)

COFFEE BREAKS & APERITIF

Coffee breaks (1 break per half-day): 6 CHF per person


Aperitif (once per activity): 10 CHF per person


No more than 15 CHF per person and per day!

Coffee breaks (1 break per half-day): 6 CHF per person


Aperitif (once per activity): 10 CHF per person


No more than 15 CHF per person and per day!

TEACHING

Up to 300 CHF per hour and a maximum of CHF 2’300 per year (only for people invited from abroad) and maximum of CHF 12’000 per year (resident in CH from a non-CUSO iversity or from a CUSO University but hired at less than 100%)

CUSO directly reimburses the teacher. So please do not directly pay the teacher from your own institute.

More Information

A detailed description of the CUSO directives can be found here.

  1. The main organizer of the activity accepts to respect the budget granted by CUSO.

  2. CUSO reimburses a maximum of 4 speakers for a one-day activity, plus 2 extra speakers for each additional full day. CUSO reimburses a maximum 3 speakers from institutes outside Europe per activity.

  1. CUSO reimburses the participation fees (travel, accommodation and meals) of a maximum of 3 organizers per activity.

  1. CUSO only reimburses collective meals of CUSO PhD students (i.e. social lunch or dinner set up by the organizers).

  1. The external participants (i.e. participants not belonging to a CUSO University, namely UNIBE, UNIFR, UNIGE, UNIL & UNINE) pay a contribution towards organizational costs. Under CUSO rules, the amount of the registration fee is calculated as follows: the sum of the fixed costs (expenses of organizers & speakers plus miscellaneous expenses such as coffee breaks, material) divided by the expected number of participants. You must then add an overhead of 25% of this amount per participant.

  1. For any special expense (such as vehicle rental, specific material), please contact the coordinator of the doctoral program before the activity so that he/she can transmit your request to the CUSO and can check that it is reimbursable.

 

More information:

 

CUSO:

 Denis Billotte
 General secretary's office
 Tel: +41 (0)32 724 89 13
 email 

Anne-Lise Baume
 Accounting office
 Tel: +41 (0)32 724 89 11
 email