PROCEDURES FOR REIMBURSEMENT OF MISSIONS EXPENSES FOR PhD STUDENTS

1ST CASE : YOU FOLLOW A CATALOGUE TRAINING

You are fully refunded

At least 2 weeks Before the mission if it takes place in France or 1 month before if it takes place abroad :

• Join the FREE MISSION ORDER form signed or certificate of non-payment (if UBFC is not your employeer)
  
• Fill in the UBFC “Request for authorization to travel” form https://spim.ubfc.fr/wp-content/uploads/sites/17/2023/07/Demande-dautorisation-de-deplacement-Ecole-doctorale-4-1.pdf.
  
• Join the travel document (certificate of registration, invitation letter…)

These 3 documents are to be given to the Doctoral School secretariat before the mission, in order to be validated by the doctoral school and UBFC.

After the mission:

• Provide the proofs of your travel (SNCF tickets, bus, tram or metro tickets, motorway, hotels…) to the Doctoral School. For meals, you must indicate if you have eaten in a University Restaurant (CROUS).
• Provide the form “Personne physique à créer” https://spim.ubfc.fr/wp-content/uploads/sites/17/2023/07/Formulaire-personne-physique-a-creer-1.pdf and your bank details.

Please note that only original tickets or e-tickets are accepted for SNCF transport. You must make sure you download and register them before your departure date.

If you have used your personal vehicle, you must provide: photocopies of your driving licence, vehicle registration certificate, insurance certificate. (Only for the first trip).

BE CAREFUL : you must prefer public transport (train/bus). If you use your personal vehicle, it is because there is no public transport on the route and/or you have heavy material to carry (computer equipment for example). If these criteria are not met, the reimbursement will be on SNCF2nd class).

These documents must be sent to the secretariat of the doctoral school.

2d CASE : YOU FOLLOW AN  OFF-LIST CATALOGUE TRAINING OR YOU GO TO A CONVENTION/CONFERENCE

REIMBURSEMENT PAID BY THE DOCTORAL SCHOOL  UP TO 1000 EUROS PER YEAR PER PhD STUDENT

Your laboratory pays the costs and is refunded by the doctoral school up to 50% of the total amount of your mission.

At least 2 weeks before the mission if it takes place in France or 1 month before if it takes place abroad :

• Draw up a MISSION ORDER WITH EXPENSES of your establishment to be given to the administrative staff of your home research unit for signature.
• Fill in the form ” request for participation in the reimbursement of a non-catalogue training course ” https://spim.ubfc.fr/wp-content/uploads/sites/17/2023/04/Annexe-5-Demande-de-participation-au-financement-dune-mission-dun-doctorant-1.pdf,  to be signed by the research unit director before sending it to the Doctoral School.
  

After the mission :

• The laboratory must provide the liquidation statement as well as all the invoices necessary for the payment (registration fees…).
• The laboratory sends all these documents by e-mail to the UBFC Financial Manager.

If you have any question, please contact us:

– Secretariat of the DS:

UFC : Mrs Alika ROSSETTI (alika.rossetti@ubfc.fr)

UTBM : Mrs Chainez BOUSSAHA (chainez.boussaha@utbm.fr)

UB : Mrs Céline DAUBIGNEY (celine.daubigney@u-bourgogne.fr)