Rules to follow to have your expenses covered by GERPISA

 

Rules to follow so that your expenses are covered by GERPISA
 
 
Dear colleagues, members of the International Steering Committee and invited guests
  
Here are a couple of rules to follow to have your expenses covered.
 
Due to the inflating amount of administrative work related to helping you with your expenses, considering the new stringent guidelines we have to abide to, you are kindly invited to take your share of the burden and help by following carefully the standards and rules below :
 
The normal procedure is as such :
-       Over one month in advance
GERPISA (namely Tommaso Pardi, cc Gery) agrees on the perimeter of your expenses that can be covered by us (transport, accomodation, number of meals and nights, dates)
 
-       30 days in advance latest, to be communicated to our financial department for approval and communicate your request to the travel agency in due format
You fill up the demande d’ordre de mission form ("request for a mission order"). A template is available below.
> You provide your personal details
> You identify your preferred flight schedule and airline.
> Unless otherwise specified you will have to find accomodation on your own and will be refunded upon receipt / bill presentation (air BnB not permitted) for the number of nights agreed. Maximum amount is 90€/night in Paris.
> Ideally you have your signature in electronic format and can paste it, so that you send us the completed form in .doc "word" format
> Please respect the following "tree structure" formatting for document designation :
YourName – dd.mm.yyyy – request for mission order – state of advancement
(dd.mm.yyyy is date of the event - should be sufficient information; state of advancement is "signed (your initials) – not signed TP" ==> eg "Deffontaines – 12.06.2019 – request for mission order – signed GD not signed TP")

This form will have to be signed by Tommaso. It will then become
YourName – dd.mm.yyyy – request for mission order – state of advancement
(dd.mm.yyyy is date of the event - should be sufficient information; state of advancement is "signed your initials – signed TP" ==> eg "Deffontaines – 12.06.2019 – request for mission order – signed GD signed TP")
and will be sent to our financial department and to the travel agency.
 
The travel agency will make a ticket offer that will be valid for only 24 hours, that we will have to approve.
 
 
-       At this point if we haven’t got your details in our database you might be asked to fill up a "Fiche personne physique" with your personal details and bank details (template can be downloaded below)
This is a permanent document so once we have it we have it for good
-       In any case we also need an "ordre de mission sans frais" which is a document signed by your institution certifying your employer is not supporting you (or not supporting you for all expenses, depending on what has been agreed). Template to be downloaded below.
 
 
-       After its process by our financial department we will send you an "ordre de mission" form ("mission order") which summarises the expenses that will be covered : number of meals paid (15€), number of hotel nights paid (90€ max), plane ticket (directly purchased by our travel agency - the total cost including travel agent fees is indicated).
Please return it to us respecting the following format for document designation :
YourName – dd.mm.yyyy – Ordre de mission – state of advancement
(dd.mm.yyyy is date of the event - should be sufficient information; state of advancement is "signed your initials – not signed TP"  ==> eg "Deffontaines – 12.06.2019 – ordre de mission – signed GD not signed TP")
This form will have to be signed by Tommaso. It will then become
YourName – dd.mm.yyyy – Ordre de mission – state of advancement
(dd.mm.yyyy is date of the event - should be sufficient information; state of advancement is "signed your initials – signed TP"   ==> eg "Deffontaines – 12.06.2019 – ordre de mission – signed GD signed TP")
and will be sent to our financial department for a last signature approving the expense.
 
-       After your stay you are invited to send us your recepits and bills.
> hotel bill (air BnB not permitted)
> plane or train ticket and/or ticket stub
> used public transportation receipts and bills
> restaurant receipts and bills : if you dine out with friends or family please ask for a personal receipt and bill – the limit is 15€/meal. It is always better when we can clearly identify the place and meal.
in any circumstance a bill with your name makes things easier.
 
Please scan and return us each of these items to me respecting the following format for document designation :
> YourName – dd.mm.yyyy – receipts – accomodation
> YourName – dd.mm.yyyy – receipts – public transportation
> YourName – dd.mm.yyyy – receipts – place/train ticket (and/or stub)
> YourName – dd.mm.yyyy – receipts – meals
(dd.mm.yyyy is date of the event - should be sufficient information)
This is cumbersome but will really make everyone life’s easier, especially on our side
 
Please insert the following table (here filled with examples)
YourName YourFirstName
 
 
 
Dd/mm/yyyy - event
Item (date, place/trip)
Price
(of which will be refunded)
Accomodation
3 nights
300€
270€
Public transportation
 
 
 
Sub item 1
Eg CDG à Cachan 15th June
14€
14€
Sub item 2
3 days ticket Paris area
25€
25€
etc
 
 
 
Meals out
 
 
 
Sub item 1
Eg Night 1 16€
16€
15€
Sub item 2
Eg night 2 17€
17€
15€
etc
 
 
 
Others if applicable
 
 
 
Total
 
372€
339€
 
 
Remember to always use meaningfull and easy to read and classify e-mails titles
Eg
YourName – dd.mm.yyyy (date of the event) – object (eg receipts) – for reimbursement
 
*          *          *
 
Remember that our resources are scarce, half of our budget is French taxpayers’ money and the other half is from our representative bodies (or colloquium fees…). We all have to be thrifty with them.
Whenever possible, try to find the adequate financing in the institution you’re working for and ask yourself is our support is justified by a fair contribution from your side.
 
We have proceeded ex post in the past but as some of you have experienced this can turn into a red tape quagmire. Let’s avoid that in the future

 

AttachmentSizeHitsLast download
Fiche personne physique - template52.5 KB163 weeks 6 days ago
Demande d'ordre de mission - template159.64 KB174 days 15 hours ago
Ordre de mission sans frais - template English41 KB1611 weeks 2 days ago

GIS Gerpisa / gerpisa.org
61 avenue du Président Wilson - 94230 CACHAN
+33(0)1 47 40 59 50

Copyright© Gerpisa
Concéption Tommaso Pardi
Administration Géry Deffontaines

Powered by Drupal, an open source content management system
randomness