Rules for Costs Reimbursement

You must inform us of your mission dates at least one month before it starts. Please send us the travel form without filling in the "requested amount" part.

The preferred option is that your institution is refunded. Alternatively, the project office can centrally book your flight and accommodation.

Please identify your flight (using, for example, and send an email to Accommodation must be reserved by the project office, but you may also identify your hotel (using for example, The travel agent will book your flight/accommodation and bill us directly. Please reserve your flight as soon as possible, as flight costs increase significantly when reserved less than one month before departure.

In order to be reimbursed for the costs incurred during the exchange visit, you will need to send us the following documents:

  1. Travel form, dated and signed
  2. Original receipts of eligible expenses (meals, local transport) containing the following billing address:
    Universidade do Porto - Faculdade de Engenharia
    Rua Dr. Roberto Frias, s/n
    4200-465 Porto
    VAT number: PT 501413197
    Please note that no costs will be reimbursed if the expenses include a different name or VAT number. Costs in the name of the researcher will not be accepted. According to EC regulations, ineligible costs (e.g. bank transfer costs) will not be reimbursed.
    According to EC regulations, receipts issued from ORP beneficiaries (i.e. institutes participating in ORP either as a partner or as a third party)  cannot be accepted.
    If the receipts are not in English please attach them to a sheet of paper explaining their nature.
    Only receipts can be refunded. No per diems, lump sums or km indexed car transportation can be awarded. VISA (including travel to obtain it) and insurance costs are not eligible for a refund.
  3. Original boarding passes
  4. One-page report of the work done during the exchange visit signed by the participant
  5. Declaration of the host institution duly signed and dated confirming the participation of the researcher in the exchange visit

These documents must be sent by regular mail at the latest two weeks after the end of the exchange visit to:

Universidade do Porto - Faculdade de Engenharia
Att: Paulo Garcia
Rua Dr. Roberto Frias, s/n
4200-465 Porto

You will speed up your reimbursement if you send us by email, in parallel to the above, scanned versions of the above documents, receipts and boarding passes.

If your mission takes place near the end of a fiscal year make sure that you inform us well in advance; fiscal year-end closing accounting procedures will probably not allow a refund.

If you have any questions concerning the reimbursement of your expenses please contact with the subject Fizeau Programme.