Claim of Expenses

NOTE: Regulations for making claims require that receipts be provided for all expenditures.

Officers, Divisions Presidents, Standing Committee Chairs, Commission Chairs and Task Group Chairs have the authority to request Claim Forms. These will be sent directly to each claimant.

JUNE 2024 UPDATE – The IUPAC Secretariat is rolling out a new online expense claim form to replace the Word-based form that we have used for the past years. Effective immediately, please submit all claims using this online form: https://www.cognitoforms.com/IUPAC1/IUPACClaimFormReceipts.

Note that there has been no changes in the reimbursement policy*, and only a few details of the process itself is changing:

• You can use the same form for any expense type – you get a chance to choose the type when filling out the form.
• We ask for somewhat more detailed information to reduce any risk of ambiguity. This helps us to assign your claim to an expense category more accurately.
• We ask that you enter the name of your Task Group Chair, or other responsible person to verify that this expense has been agreed upon.

• • If you are a Task Group Chair, please ask your Division President or Committee Chair to verify the expense.
  • If you are asked to verify a claim, you simply need to confirm that this was a planned expense. You need not review the receipts; they will be reviewed in the office.

*see Travel and Expense Policy (2020).

—– former process —–

RequestsforClaim Forms should be made by e-mail to secretariat@iupac.org and should include the following information:

• Name
• IUPAC Body or Project
• Nature of the claim: travel expenses or administrative expenses
• In the instance of travel expenses:
  • date and location of the event
  • name and e-mail address of the participants to whom claim form should be sent
• Type of reimbursement:
  • Fixed allocations or
  • Lowest Economy Airfare plus subsistence expenses limited to a maximum per diem according to location* for each day; receipts are required for payment of both travel and subsistence expenses
• With this information, the Secretariat staff will provide a pre-filled Claim Form to each of the individuals approved by the President or Chairman responsible.

Claim Forms for Administrative expenses should be used when requesting reimbursement for expenses such as shipping, copying, telephone, meeting room rental, etc. Receipts must be provided for expenses over USD 50 total. If a project has regular administrative expenses, please submit claim forms only at reasonable intervals, not monthly, unless your expenses for a particular month were large. If payment is requested to a hotel or other institution a copy of the original invoice is required.

Claim Forms for travel expenses will be sent directly to participants. The Task Group Chair should provide the Secretariat with the name and contact information of the person travelling, the reason for the trip, the destination, and the dates of the meeting. Please note that reimbursements are made only to individuals who provide documented justification for their expenditures.

Reimbursement for travel can be provided by two mechanisms. The first is reimbursement for actual transportation (lowest economy airfare) and subsistence. Subsistence will be paid in the amount for which receipts are furnished but is limited for each day to the standard IUPAC rate as given in the Subsistence Rate Table for that year [See US Department of State resource]. The number of days of subsistence is calculated as the number of days of the meeting plus one. Receipts must be furnished before payment can be made for any claims; scanned copies of these receipts sent electronically will be acceptable. In cases of necessity members may claim in advance for an airfare on the basis of an estimate; a receipt for the actual fare must be provided after the trip.

The second mechanism is usually requested by a budget holder to provide a fixed amount as a contribution towards actual expenses. This is commonly used when IUPAC business is only part of the reason, often not the major part, for a trip and other sources of funds will be used to cover the costs of the trip.

See also Travel and Expense Policy_(approved by Bureau 2020)