Can I claim eligible expenses that I have already paid in advance, if they are related to a short research stay that has been cancelled or that I have had to interrupt? Yes. These expenses can be claimed and allocated. We are looking into possible solutions for these cases (impossible to begin or finish a short research stay because of the world health crisis), so that the mobility can be resumed after the crisis is over.
What expenses can I claim? You can claim an expense if it is duly justified and if, after cancellation, it has not been reimbursed by a travel agency, airline, railway company or other relevant service provider. As part of the justification, you may also be requested to produce evidence of any steps undertaken to claim reimbursement from the service provider. You should, therefore, keep all records of communication and other documents related with these expenses.
My flight has been cancelled. Will the travel expense be eligible, even though it exceeds the five-day limitation, given the exceptional international situation? The five-day limitation requirement, specified in the instructions for financial justification of expenses, is not applicable to travel affected by the current situation. The beneficiary organisation (UPF) will specify the particular circumstances that have made it impossible to meet the requirement in the corresponding final financial report.
What documents do I need from the host institution of my short research stay? It is important that you obtain from the host institution of your research stay (interrupted due to the current coronavirus crisis) a signed certificate, on which both the start date and the date on which the stay was interrupted are clearly stated. Once the research stay is resumed, you will need to ask the host institution to sign a new certificate stating the dates of the new period.
See the internal instructions and the document on certification of short research stays.
For any queries regarding short research stays, please contact [email protected] and [email protected] at the Research Service. For more information, see the AEI FAQs on the effects of the coronavirus situation on AEI calls.