Bursary recipients must adhere to both European Science Foundation and University of Michigan rules regarding reimbursement of expenses. Funds will be paid by U-M up to the bursary amount, but the ESF requires that bursary recipients follow ESF financial rules for the reimbursement of expenses.

As soon as possible, bursary recipients should send their name and address to Kevin Hawkins (kevin.s.hawkins@ultraslavonic.info) so that he can have the U-M Library Finance set up a personnel record for payment of the bursary. For tax purposes, bursary recipients must also indicate whether they have a US taxpayer ID such as a Social Security Number. If so, a secure method to transmit this information will be determined.

In the discussion of reimbursable expenses below, keep in mind that bursary recipients will be reimbursed only up to a total of the amount of their bursary.

ESF financial rules for the reimursement of expenses

Bursary recipients should arrive and depart as close as possible to the beginning and end of the conference.  In cases where bursary recipients have been traveling on other business either before or after the meeting, the bursary will cover only expenses incurred by attendance of the conference unless extension of stay is justified by a significant reduction in overall cost (e.g., resulting in reduced airfare).

Direct refund of travel costs

Air tickets should be tourist class (or at a lower rate if cheaper tickets, e.g. PEX/APEX, are available). To benefit from the most economical fare, early booking is essential.  Where no price is indicated on the ticket, the invoice should also be provided to the conference organizer.

Train tickets and train supplements may be first class.

Taxis should only be taken when convenient public transport is not available.

Costs of health, life and luggage insurance are not reimbursed by the ESF.

Cancellation insurance fees will only be reimbursed for PEX/APEX tickets.

Use of private car (including road tolls and fuel) should be reimbursed, unless otherwise agreed in advance, on the basis of first-class train fare or, for longer distances, on the basis of the APEX airfare where this is more economical.  An estimate of the fare from a certified travel agent should be produced with the claim for reimbursement. For short journeys by car where no public transport is available and therefore no estimate of fare can be provided, the number of miles/kilometres covered should be indicated.  When two or more bursary recipients travel together by car, travel costs will be reimbursed to one person only. 

Bursary recipients must make their own reservation for accommdation but should inform Kevin Hawkins (kevin.s.hawkins@ultraslavonic.info) of the place of accommodation so that U-M Library Finance can pay the hotel directly for the lodging. This way bursary recipients will not need to wait for reimbursement of this expense. We recommend reserving at the Inn at the Michigan League because a special discount rate is available for reservations paid for by U-M. If you choose this option, ask the Inn at the Michigan League to contact Kevin to arrange the payment.

The conference organizer will reimburse lunch and dinner up to €21 per meal.

Registration fees

Bursary recipients are provided with a discount code to use when registering online for the conference and for workshops. This will provide a 100% discount on these fees, and the amount that would have been paid will be deducted from the amount reimbursed to bursary recipients. Individual subscriptions are not reimbursable.

U-M reimbursement procedures

Bursary recipients will be paid by wire transfer to a bank account according to information supplied by the busary recipient. Recipients must fill out this form, following the directions below the heading "F. Receiving Bank Information" and submit this to Patricia Scott ( patanash@umich.edu ) with "TEI Consortium Conference" in the subject line.

When picking up conference materials at the conference registration desk in Ann Arbor, bursary recipients will receive a form for reimbursement of travel expenses to be filled out and submitted along with receipts in the envelope provided. This form may be given to a local organizer of the conference to give to Library Finance following the conference or simply mailed (posted).