1. SW-Vircamp Consortium Meeting – VITERO 22-23 April 2010
Practical administrative issues
By Anne Karin Larsen, HiB

2. Reimbursement of Staff Costs
Please send reimbursement form for working hours from the last reimbursement till end of April 2010.
Deadline for sending the forms: 7 MAY
Use the forms available at:
One reimbursement form for each institution including information about all participants
One excel file with detailed overview of tasks and working hours/WP/staff category
The contact person has the responsibility for collecting the overview of working hours from staff
When claiming reimbursement for staff costs – do not exceed the number of days/WP/staff category that is in the amended resourceplan for
If you have used more time on tasks than presented in the resourceplan, please include all the work related to the project in the list of hours, but make a note about what has been included in the reimbursement form
NB! Both the excel file and the reimbursement form must be signed by yourself and a superior (also the ones you have sent in before)

3. Reimbursement of travel costs – subsistence for meetings
The Reimbursement form for travel you can find at
Remember to send the copies of tickets and bills.
Keep the original at your institution for 5 years.

4. Force Majeur – cancellation of tickets for Amsterdam
22 April 2010 The Executive Agency is fully aware of the consequences of the exceptional situation linked to the Icelandic volcanic ashes. After consultation with our financial unit, please take note of the following information: 1. Firstly, we would recommend that you consult your airline company / travel insurance company to know what compensation they will offer. If you or your partners had purchased travel insurance, this is eligible expenditure under the project. If you/they subsequently cannot fly, you/they should normally be reimbursed by the insurance company. 2. However, if no reimbursement or only partial reimbursement is possible, you are advised to send us supporting documents from the travel insurance and airline company that demonstrate that these costs have not been covered / accepted . Along with these documents, you are advised to clearly explain the circumstances (Icelandic volcanic ashes). The EACEA will analyse each individual case very carefully and make a decision on the basis of the file presented. Please note that this situation may justify transfers between budget headings (please consult the Handbook concerning amendment rules) but no increase of the total grant awarded. Should this situation have impact in the implementation of your work programme, please contact us urgently in order to find a joint suitable solution.

5. Next reimbursement
Before June HiB will refund your claims – minus self costs/staff
Next reimbursement will be at the end of the project.
PLEASE DO YOUR BEST TO FOLLOW THE PROCEDURE!