Visitors
- Visiting professors (individuals)
- Participants in workshops, conferences, summer schools
- Jury members of thesis defences
- Candidates and selection committee members in competitions for teaching and administrative staff vacancies
- Experts, auditors, other committees' members
According to the Principal's Decision No. 38/2008 authorised visitors are entitled to:
- Reimbursement of travel expenses on the basis of the most appropriate and cost-effective means of transport to and from the EUI
- Daily subsistence allowance(s) in the form of a flat-rate payment to cover accomodation, meals and occasional local expenses of up to €175 per day
The Request for Invitation of Visitors is an administrative document authorising the visitor/s to visit the EUI.
It must specify full details of the planned visit and give the Head of Unit all the necessary information to sign it with full knowledge of the facts. Please provide a rough estimate of cost items already known.
The form must be filled in and signed by the Institute member making the request, and then sent to the Head of Unit for approval (or to the Secretary General if necessary).
Head of Unit means: Head of Department/Service, Director of the Robert Schuman Centre for Advanced Studies, Director of the Max Weber Programme, Director of the Academy of Law.
The Head of Unit can authorise a daily allowance up to €175 per day.
The Secretary General has to give approval in special cases:
- proposals for daily allowance over €175
- travel by car
- travel by air in business class or equivalent
- taxi costing over €70
- parking (at airports only) for more than 4 days
The relevant authorising officer by subdelegation will commit the estimated expenses upon receipt of the authorised Request for Invitation of Visitors, within the limit set by the Principal's Decision No. 38/2008
Note that, according to Articles 51-54 of the Institute's Financial Rules, legal commitments can only been made after budgetary commitments.
The visitor must submit a (signed) Declaration of Expenses within 4 months of the date of the visit.
The form must be filled in and signed by the visitor, countersigned by the Head of Unit or the inviting professor/secretary confirming the visitor's presence.
The Declaration of Expenses must be completed correctly. All relevant supporting documents should be attached. Taxi receipts must be originals.
The secretary organizing the visit/workshop/conference must forward the Visitor's Bank Details Form to the competent financial officer for registration.
Data is exclusively used for the reimbursement of the expenses. For more information on EUI policy for the protection of data see the link to 'Data Policy' in the footer of this page.
The relevant authorising officer by sub-delegation will pay the due amount into the bank account specified by the visitor.
Travel by car (if duly authorised by the Secretary General) is reimbursed at €0.22 per kilometre. Visitors travelling by car should specify whether: with their own car (number plate), someone else's car (owner's name and number plate), or a hired car.
Taxi expenses are reimbursed up to a maximum of €70 per visit. Taxi receipts are required in original.
Parking expenses (at airports only) are reimbursed up to a maximum of 4 days per visit.
The Head of Department can authorise a daily allowance up to €175 per day for visits related to external members of thesis committees.
For the day of the thesis defence only, the Head of Department can authorise a daily allowance up to €350.
In exceptional cases the Head of Unit can propose that a contractual fee (not a daily allowance) of up to €200 could be paid to a thesis co-supervisor who cannot attend a thesis defence for reasons considered justified.
Principal's Decision No. 38/2008 adopting general regulations for EUI visitors and establishing daily allowances and ceilings for accommodation.
Visitor Forms
Bank Information