Candidate Guide

Travel

You are expected to use the most efficient and economical means of transport and the most customary route. Travel costs are reimbursed, for a direct trip to the ESRF and back (this is not applicable to spouses and/or family).

We highly recommend that you contact the ESRF travel Office (traveloff@esrf.fr) as soon as the invitation for interview is notified, in order to inform on preferred travel plans (departure/arrival places, dates and times…). The ESRF will then propose you prepaid travel tickets (to avoid prepayment from you). In case ESRF travel suggestions are not convenient, you may purchase tickets on your own, and claim for reimbursement afterwards; however, the ESRF contribution will be limited to the costs of our initial suggestion.

For economic reasons, limited risks of accidents and environmental issues, public transportation must be preferred when organising travels:

Train: the train must be used if your return journey is less than 1200 km or if it takes less than 8 hours one way. The ESRF will reimburse the costs of your trip on the basis of a second-class rail ticket. The ESRF Travel Office can organise your trip. (2^nd class fare, “non-refundable, non-changeable” tickets)

Flight: over 8 hours or if your return journey is 1200 km or more, an flight ticket is justified, and the ESRF Travel Office can organise your trip. If you wish to organise it yourself, notice that the ESRF will reimburse the costs on the basis of the most economical airfare (economic rates, “non-refundable, non-changeable” tickets, up to APEX fare).

Car: if you want to travel by car, we reimburse 0.18 €/km. Toll and petrol are not refunded. You will be reimbursed up to the price of a second-class rail ticket or up to the most economical airfare tickets (up to APEX fare).

Accommodation

Candidates usually stay at the Guesthouse on the ESRF site (access 24/24, 7/7). If the Guesthouse is full, we will book a hotel room for you.

The ESRF covers the cost of a single room (+ breakfast and local taxes) for the duration of the interviews.

If you intend to come with an accompanying person or family, please let us know in advance as they are not accepted onsite and a hotel room downtown must be booked.

If you prefer to book your own accommodation, the ESRF contribution will be limited to the housing expenses we would have paid if booked by the ESRF.

If you stay at the Guesthouse, please note that you room is pre-paid. You will have to pay for your own expenses such as telephone, minibar, etc.

Meals

There is a canteen on the ESRF site (open from 11:30 to 1:30 pm and from 7 pm to 8:30 pm every day, http://www.epn-campus.eu/practical-info/site-restaurant. You will get meal vouchers when you arrive.

After 8 pm, there is a sandwich machine at the Guesthouse.

If you decide to eat in a restaurant in town, we will reimburse you no more than 14,75 Euros per meal (or 29,50 Euros per day) outside the ESRF, upon presentation of original bills.

Meals taken during the trip are not refunded by the ESRF.

How to get reimbursed

After your interviews, you may ask for reimbursement of your expenses. Please make sure to keep all original receipts for refund.

To get reimbursed, you will have to fill in two documents (Doc 1 & Doc 2) and return them by postal mail along with the original receipts to:

Louise Peritore-Niang
Human Resources Service
71 avenue des Martyrs – CS40220
38043 Grenoble Cedex 09
FRANCE

For refund of your travel expenses, you should let us know your full private bank details on the Personal Data Form (Doc 2) as refund is made by wire payment. The personal data form should be attached to the reimbursement claim.

Document 1 - Reimbursement Claim

Document 2 - Personal Data Form

You should be reimbursed within 2 months. Should there be any problem, feel free to contact the ESRF Travel Office, at traveloff@esrf.fr