Claim of Expenses
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Task Group Chairmen
Divisions Presidents, Standing Committee Chairmen, Commission Chairmen
and Task Group Chairmen have the authority to request Claim Forms.
Requests for Claim Forms should be addressed to the IUPAC
Secretariat, preferably by e-mail to <[email protected]>,
and should include the following information:
- IUPAC Body or Project
- Nature of the claim: travel expenses or administrative expenses
- In the instance of travel expenses:
- date and location of the event
- name of the participants to whom claim form should be sent
- type of reimbursement:
-- fixed allocations or
-- Apex airfare plus IUPAC per diem according to location*
With this information, the Secretariat will provide a pre-filled Claim
Form to each of the individuals approved by the President or Chairman
responsible.
Claim Forms for Administrative expenses should be used when
requesting reimbursement for expenses such as shipping, copying, telephone,
room rental, etc. Receipts must be provided for expenses over USD 75
total. If a project has regular administrative expenses, please submit
claim forms only at reasonable intervals, not monthly, unless your expenses
for a particular month were large.
Claim Forms for travel expenses will be sent directly to the
person traveling. The Task Group Chairman should provide the Secretariat
with the name and contact information, if necessary, of the person travelling,
the reason for the trip, the destination, and the dates of the meeting.
Reimbursement for travel can be provided by two mechanisms. The first
is reimbursement for actual transportation (apex or economy airfare)
and subsistence at the standard IUPAC rate as given in the Subsistence
Rate Table for that year*. The number of days of subsistence is calculated
as the number of nights of hotel accommodation plus one. The second
mechanism is to provide a fixed amount as a contribution towards the
actual expenses. This is commonly used when IUPAC business is only part
of the reason, often not the major part, for a trip and other sources
of funds will be used to cover the costs of the trip.
* Download IUPAC Subsistence
Rates 2011 (pdf file- 31KB)