Procedure via own institution

Annex I states that travel costs will be compensated according to the internal rules and regulations of the travelers' home institutes. The home institutes will then bill the Project Coordinator for the travel occurred. The amounts will depend on the sites where the network will meet, and can be decided only after the plan of the meetings has been agreed upon. The coordinating partner, University of Helsinki, will hold travel allowance for all partners, and the actual compensations will be made by the University of Helsinki.

Address to where cost claims should be sent is:

    Pasi Tuohino
    Exactum Project Services
    Kumpula Campus Service Centre
    P.O.BOX 68 (Gustaf Hällströmin katu 2b)
    FI-00014 UNIVERSITY OF HELSINKI
    FINLAND

    Tel: +358-9-19151333
    Fax: +358-9-19151336
    Email: pasi dot tuohino at helsinki dot fi

In other words, each participant gets his or her travel costs paid by his or her own institute according to the rules of the institute in question. Then, the institute will send a bill to University of Helsinki and keep the original receipts. For the final audit, University of Helsinki will produce the bill from the institute who has already paid the participant. Notice that:

• The final payments are according to the Finnish state travel rules
• UH needs copies out of every receipt

Procedure via UH

This procedure allows you to claim your expenses directly to UH, according to Finnish regulations.

1. For all JEM travel, you obtain authorization from Olga Caprotti by sending email to her.
2. Olga will then inform the travel agent of the University of Helsinki about your travel. The travel agent makes all the necessary reservations, and bills directly to UH. So you need not pay anything upfront. To make the reservations, please contact, after Olga has responded, the University travel agent directly at yliopisto at area.fi.
3. Within 30 days of your travel, a travel bill must be written. In that bill, you charge the applicable per diem for your travel (plus possible other allowable expenses). The attached travel expenses report forms are useful because they tell what personal and bank information is needed for payments to European and other than European bank accounts. Using these forms is highly recommended. The form should be filled and sent to Pasi within 1 month from the date of the trip.
4. The University of Helsinki needs a couple of weeks to circulate the travel bill after which you will get paid for the per diem and other costs.

General rules

1. Every journey of every person should be reported individually.
2. Acceptable costs of each journey should be specified and the original receipt of every cost must be included:
   • Flights, trains, ships, busses, trams and taxis:
   • Specify the a) vehicle used, b) when, c) and from where to where
   • Accommodation:
     • Meals and minibar costs on the hotel bills must be deducted, we don’t pay those costs.
   • Telephone and internet costs should be justified.
3. Conference payments:
   • Optional conference dinners should be justified
   • Conference program should be included in the report
4. UH does not pay any meals. Daily allowances are meant to cover such costs. The daily allowances will be paid according to the Finnish state travel rules.

For calculating the daily allowances we need the exact times of

• when the journey started: Month: MM day: DD and the time: HH:MM
• ended: Month: MM day: DD and the time: HH:MM

UH will calculate the daily allowances for the travelers and add them on their travel expenses reports.