location:Home > About Us > Policies and procedures

About Us

Invited Speakers and Visitors Support Policy

The BAIC-SM supports and assists Center members in bring scholars to be visitors, invited speakers or lecturers for events such as conferences, workshops, and lecture series that are related to Center academic activities.

Various policies and regulations of the Chinese government authorities and the university control the extent to which expenditures related to such events are appropriate for the Center support. For costs associated with such events to be considered for direct payment or reimbursement by BAIC-SM, the following policy has been established.

1.  The support that the Center or the Center PIs can provide to such visits is limited to travel (economy airfare and ground transportation) and accommodations. No other specific incidentals or personal expenses shall be paid (phone, laundry, medical costs, etc.).

a.   Travel costs: support for international airfare is only provided to visitors whose primary travel purpose is to attend academic activity of the Center. For visitors who travel to China for additional purposes, the Center will reimburse that expense associated with transportation from the previous destination to BUCT and local transportation. (We strongly recommend the visitors to obtain travel assistance from the administrative office for ticket booking and questions regarding travel, before not after the travel).

b.  Accommodation: The number of reimbursable hotel nights should not exceed the length of the meeting. (If additional stay is necessary or unavoidable, request for reimbursement must be approved by the Center or agreed by the Center PI).  We strongly recommend the visitors to seek help from the administrative office to make hotel reservation).

2.   If the Center invites visitors or Center PIs invite visitors on behalf of the Center, the Center shall cover all the expenses; if the Center PIs invite a visitor personally, the PI provides the support using his/her research funds. 

3.   Approvals are required by the Center if the Center PIs intend to invite visitors on behalf of the Center and themselves. The application for the approval needs to be submitted to the Executive Committee at least 2 month in advance.(please use attached “Invite Visitor Application Form”)

4.   Honoraria will be supported only if a program provides such funding and it has approval in advance from the Executive Committee.

5.   All invited speakers will receive complementary registration to the conference or seminar if it is applicable.

6.  When claiming reimbursement, the visitor must submit “Visitor Support & Reimbursement Request Form" along with original receipts within 30 days of the meeting end date to be reimbursed. Request forms received after the deadline or without the original receipts will not be reimbursed, unless extenuating circumstances prevents meeting this deadline and the Executive Committee has approved the extension.


 

 

 

 

 

 

 

 

 

Appendix 1

    Invite Visitor Application Form

 

Host’s Name:

Email:

Phone:

Invitee’s Name

 

 

 

 

 

 

 

 

 

Institution:

The purpose of the visit:

 

Proposed dates of the event:

 

 

 

 

 

 

 

 

 

What this person's role will be in the event?

 

If the invitee will give a presentation, what is the title and abstract of the presentation(s):

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Budget for this visit:

Sources of funding:

Signature of the host & date:

 

 

 

 

 

 

 

 

 

 

 

The Center for Soft Matter Science and Technology

(signature)                          

date

 



Appendix 2

Visitor Support & Further Reimbursement Request Form

Visitor’s Name:

 

 

 

 

 

Contact Information: 

Email:

Phone:

 

 

 

 

 

Department

Purpose of the visit:

Dates of the visit:

Inviter’s Name:

 

 

 

 

 

Contact Information: 

Email:

Phone: 

 

Visit expenses

date

Location/destination

Amount paid(indicate the type of the currency if it not RMB)

Transportation

lodging

meals

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Attach required original receipts and other documentation for all transportation, lodging and other expenditure, conference agenda is also required when conference expenses are to be claimed.