Who is eligible for reimbursement ?

Only the PhD students registered to StarOmics doctoral program, researchers/teachers, and people organizing the activities can ask for reimbursement. 

Attendance to the activities is free for all the people belonging to the affiliated institutions (Bern, Fribourg, Geneva, Lausanne, Neuchâtel).

 

How to get a reimbursement ?

  • Fill out the participants / teachers reimbursement form. Sign it.
  • Attach all the original receipts.
  • Hand in or send the form + receipts to the coordinator (see below).

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

You always need to provide the appropriate receipt/invoice. Train ticket, 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. 

Note for the participants: you'll be reimbursed only if your 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 for collecting signatures and sending the list to the coordinator of the doctoral program.

Which kind of expenses are reimbursed ?

There are three main categories of expenses: 

1. Staff/management expenses, which include remuneration, transportation, meals and accommodation costs 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; 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 and meals:
1 night + breakfast: up to 190 CHF per day per person.
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 (up to 2 meals/day) x number of days of the activity x number of people.
For activities lasting only 1 day, only 1 meal will be reimbursed.

During a conference or a symposium, a maximum of 5 persons (up to 3 invited speakers, and organizers) can have 1 meal disposing of up to 60 CHF/person, but this is only in an exceptional circumstance.

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

2. Participants expenses, which refer to traveling, meal and accommodation expenses of the PhD students attending an activity organized by the doctoral program. Those of you having an AG ticket can also ask for reimbursement. 

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 and meals:
1 night + breakfast: up to 90 CHF per day per person.

Meals: up to 25 CHF per meal (up to 2 meals/day) x number of days of the activity x number 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). For 2 days (1 night): Fr. 270.- max.

3. Operating expenses, cover primarily consumables. Publication fees can be claimed as operating expenses, but they should not be included in the budget of a particular activity and their reimbursement requires a justified separate request. 

The restrictions of the CUSO have to be adhered to. Participants cannot be reimbursed for expenses exceeding the limits listed above. Moreover, all other expenses not belonging to the categories above cannot be reimbursed.