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- Financial Assistance
Eligible users receive financial support from the ESRF for travel, accommodation and subsistence expenses, or for sample shipment directly related to the experiment.
Note: accommodation and/or meals expenses incurred during the trip are not reimbursed by the ESRF
For additional information, consult the "Travel Rules" in the "ESRF User Policies and Rules"
Note:
The ESRF will pay either for a user to travel to the ESRF or for a parcel of samples to be sent to and from the ESRF, up to the maximum number of users/parcels allowed for the experiment type considered:
Notes:
Reimbursement for users and parcels may be mixed, e.g. it is possible to request reimbursement for 2 user visits and 1 parcel of samples for an experiment session.
The request for reimbursement of either user visit or parcel shipment costs is made in the "Users" tab of the A-form for the session by the Main Proposer.
Additional users may be included in the experimental team, but these persons will not benefit from any reimbursement of expenses by the ESRF.
Download the file 'Reimbursement regulations' (PDF).
Eligible users will be subsidised for travel, accommodation and subsistence expenses for a period including the duration of both the SAXS and SANS experiments, plus an interval of up to 4 days between experiments, plus an additional allowance of 3 days (e.g. for setup).
Complete information on our information web page "Travel Rules" (Article 23 - Travel, in "ESRF User Policies and Rules").
Visitors invited for experiments will be accommodated in the Guesthouse (users affiliated to a laboratory located in Grenoble: see "Travel Rules"). The Guesthouse has 114 single bedrooms and 20 twin rooms. Where this is not possible, the ESRF Reception Office will book hotel rooms to be paid directly by the ESRF.
Users receiving financial support from the ESRF
The costs of the room and breakfast will be paid directly by the ESRF provided that the booking is made by the ESRF.
Users not receiving financial support from the ESRF
The request for accommodation arrangements must be made through the A Form, as for the reimbursed users. However they will have to pay their stay directly at the Guesthouse (in cash, by cheque on a French bank or by credit card).
The price per person per night is:
NB: the ESRF does not cover/reimburse accommodation (hotel) expenses that occured during the trip to/from the ESRF.
Detailed information in our information web page "Travel Rules" (Article 24 - Accommodation, in "ESRF User Policies and Rules")
The site entrance badge is used for the payment of meals at the ILL/ESRF common restaurant.
Users receiving a contribution towards expenses
Note: the ESRF will not cover/reimburse restaurant expenses occured during the trip to/from the ESRF
Users not receiving financial support from the ESRF
Reimbursement of credit remaining on the badge
If the user charged their badge, any credit remaining on the badge at the end of the stay can be reimbursed:
Additional information in our information web page "Travel Rules" (Article 25 - Meals, in "ESRF User Policies and Rules")
It is mandatory for Users to submit their travel request and expenses claim via the e-travel application, SAP Concur. All information on how to use SAP Concur, including how to make an expense report (reimbursement claim) can be found here.
Download the paper reimbursement claim form ONLY for the reimbursement of sample shipments for Non-Structural Biology samples (since no associated travel request exists). All other reimbursements must be done via SAP Concur.
Note:
Accommodation (hotel) and/or restaurant expenses during the trip to/from the ESRF are not reimbursed by the ESRF.
Expenses are paid by bank transfer provided that full bank details have been supplied in the User Account (tab 'Reimbursement Data'). The user will be responsible for any charges incurred on their bank account in relation to such transfers.
Note: Please make sure that students coming for experiments have their expenses covered at the time of their visit. For example, the person leading the experimental team could advance the total costs for the group, and then make one claim for reimbursement on behalf of all of the members. In this case, simply write on the reimbursement claim 'this claim represents the total costs for experiment xx-yyy' and enclose all receipts.