KDUbiq Expenses Claims

Reimbursement Procedure

STEP 1: Before the travel:

Please fill in and sign the web or fax form for estimation of expenses claims (see KDubiq Request travel expenses form , http://www.kdubiq.org ) and make sure that you have agreed with the KDubiq office on the number of daily allowances for the designated KDubiq event approved in advance. The Project Board has to proof in advance the estimation of your travel costs.

Download: KDubiq before travel - expenses form   ( PDF version)

Download: KDubiq before travel - expenses form   ( MS Word version)

For further assistance, please contact KDubiq Office: Codrina.Lauth AT iais.fraunhofer.de

STEP 2: During the travel:

Please make sure that you collect all original documents (for flights both original boarding cards) necessary for the reimbursement form.

STEP 3: After the travel:

Please read carefully the "KDubiq Guideline for Reimbursement of Travel Expenses", fill in the expenses invoice form below and attach to it all original documents, invoices.

To claim your expenses, use the KDubiq expense claim forms:

Download: Expenses invoice form: KDubiq after travel from   ( PDF version)

Download: Expenses invoice form : KDubiq after travel from   ( MS Word version)

The preference is for you to complete the expense claim form by editing the MS Word version; if you can't do this, then please print off the PDF version and type your claim onto it. If you really must write then write in block capitals, in black ink. Ensure that your entry is entirely clear, (particularly figures), or it will be returned.

Requests for reimbursement must be sent by post (in clear hardcopy format) to:
Fraunhofer Institute for Intelligent Analysis and Information Systems (IAIS)
KD/C1-115
Mrs. Codrina Lauth
Schloss Birlinghoven
53754 Sankt Augustin
Codrina.Lauth AT iais.fraunhofer.de

• Funding may be claimed only for KDubiq events and KDubiq project members for which approval was explicitly granted beforehand by the KDubiq Administrative Board. If you spend money without getting the formal approval from Kdubiq Project Board, there will be no guarantee that KDubiq will reimburse your expenses.
• Please use one Expense Invoice form per event.
• Print or write clearly using block capitals on the form if we cannot read it we cannot pay it.
• Expense claims must be submitted within three calendar month of expenses being incurred.