If you intend to organize an activity for the doctoral program Population Genomics, you should be aware of the reimbursement guidelines below before the activity begins. Please, do not hesitate to contact the coordinator Ute Friedrich, if you need more information.
The reimbursement of costs is given strictly on adherence to SNSF regulations and a detailed explanation of these rules can be found on the SNSF website (English version). NOTE: These regulations are general rules for all SNSF grants and not specific for doctoral programs.
The amounts for the reimbursements given below should be considered as maximum amounts. Whenever possible, one should try to reduce these costs, so that the fund granted by SNSF can be used for organizing as many activities as possible.
The person in charge of an activity is responsible for collecting signatures from the participants and sending this participation list, including their names, department, university, and status (PhD student, professor, etc.) to the coordinator Ute Friedrich. This is a prerequisite to allow the participating people to ask for reimbursement.
ONLY COSTS FOR ACTIVITIES ORGANIZED OR APPROVED BY THE POPULATION GENOMICS DOCTORAL PROGRAM CAN BE REIMBURSED.
THE RESTRICTIONS OF THE SNSF WILL HAVE TO BE RESPECTED AND ANY GOING BEYOND THE BUDGET WILL BE CHARGED TO THE PARTICIPANT. EXPENSES THAT DO NOT BELONG TO THE POINTS BELOW ARE NOT REIMBURSED.
Who is eligible for reimbursement?
- PhD students enrolled in the Population Genomics doctoral program
- Invited speakers / teachers
- Staff / management organizing the activities
Which kinds of expenses are reimbursed?
1. TRAVEL (between your home institution and the place of the activity)
- Train: 2nd class, half-fare train tickets
- Bus / Metro / Tram: from/to the railway station
- Car: not recommended, please ask the coordinator beforehand
- Taxi: fares are not reimbursed
Invited speakers from outside Switzerland
- Flights: Economy class (you must present the ticket AND the boarding pass for reimbursement; passenger receipts are not valid for reimbursement)
- Train: 2nd class
- Bus / Metro / Tram: from/to the airport or railway station
- Taxi: fares are not reimbursed
- Car see 'in general' above and discuss special conditions with the coordinator Ute Friedrich beforehand.
2. ACCOMMODATION AND MEALS
Full board (1 night + meals for the day): up to 120 CHF per day per person
Accommodation (max. 3-Star category) plus meals (max. 60 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 might be reimbursed (2 nights full board).
For activities lasting only 1 day, only 1 meal will be reimbursed.
For speakers 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.
How to get a reimbursement?
- Fill out the reimbursement form indicating the date, activity, duration, costs and your bank account (IBAN/BIC preferable, address of the bank, if you come from outside Europe).
- Attach all the original receipts. We recommend you keep copies for yourself.
- Hand in or send the form + original receipts by regular mail to the coordinator.
Every payment is then carried out by the account manager of the SNSF Fund.
REMINDER: You always need to provide the appropriate original receipt or invoice. For flight tickets you need to provide the ticket and the boarding pass. Every single public transport ticket needs to be provided.
NOTE: You need to prove your participation in an activity by either an attestation from the course organizer (activities by other organizers) or by signing the participation list (activities organized by the Population Genomics program). The person in charge of the activity is responsible of collecting signatures and sending this list to the coordinator of the doctoral program.