Reimbursement

NorFA provides funding for NGSLT to pay for the travelling and accomodation for the participants of the NGSLT courses, coming from the Nordic and Baltic countries and NW Russia. Below you find information on:

Expenses to be reimbursed

1. Airfare, train or bus fares.
Taxi can be used only when motivated, ie. if your flight is so late that there are no other options from the station or airport to the course location or your home or vice versa. If not agreed on beforehand, taking the taxi is always a bit risky.

2. Hotel accomodation, usually reserved in before hand by NGSLT.
If you stay together with someone else than another course participant, you can ask for compensation for half the hotel room price.

You can stay one additional night at the hotel in case it is the only way to get a cheap apex air ticket but check first that the total cost for your flight plus hotel costs is considerably less than without the extra night. However, do not stay in a third country even if flying that way is cheaper than a direct flight. If the price difference is considerable, discuss the matter first with Päivi Väätänen. Also, do not use your own car without agreement in beforehand.

Fill in the Travelling Expenses Specification form in English, available as:
or ask for a paper copy from Päivi Väätänen, see contact information below. Add your email address on the form and do not forget to sign it.

Send all original receipts and also the parts left of the airfare tickets along with your specification form to Päivi Väätänen within two months of the travelling. If you send it in later, write a letter with a motivation for that. Note that unfortunately it takes quite a lot of time, especially during the summer, for the University of Helsinki to process the matter. It is also possible for the University to pay your travel agent or airline directly if they agree on sending the invoice directly to Päivi Väätänen.

3. Travelling arrangements (flights) /Baltic and Russian students only:
The best option would be: your University pays the tickets (and other travelling expenses) and then invoices us. However, if this is not possible, follow the instructions below.

If you reside in the Baltic area (Estonia, Lithuania, Latvia) or SW Russia, you can book the tickets to the NGSLT-courses directly from the Area Travel Agency Ltd. We will inform Area who is eligible to do this. Area will contact us at the Department for acceptance in each individual booking and send the invoice to us directly. You will receive the tickets by email if possible, or you will be able to pick them up from the airport you use or from the city office of a specific airline. Area will send you all information directly from now on.

In order to make this work, you will need to copy the information below (between the triple asterisks) and fill it in on EACH email you send to Area’s email address yliopisto@area.fi

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Subject: NGSLT-travelling Baltic area and SW Russia to participate in the NGSLT-courses in the Nordic countries

Surname:

First name:

MS/MR:

Home country:

Travelling from:

Destination:

Arrival date and preferred time:

Return date and preferred time: (or flight information if you already have that available)

Course:

Seminar dates:

1^st , 2^nd or closing seminar:

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Specification of travelling expenses

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We have gathered here some points which seem to be problematic (at least to some students).

Bank information:
the Specification of Travelling Expenses asks for the following information:

Bank account No. (1)/Code(2)/Name of the bank(3)/Swift code(4)

Here are some clarifications:
(2) is only needed for USA accounts
(3) in addition to the name of the bank, you should also give the country (and the address, if possible) where the bank is situated

Business & pleasure should not be mixed:
you should not extend your course trip (e.g. to stay with friends or visit the country), even if it does not add to the price of the flights.

Courses:
remember to mark clearly on the specification which course(s) you attended (generic "NGSLT course"is too vague).

Currency:
please remember to mark clearly which currency is used. You can have different currencies in one specification of travelling expenses but please mark each of them carefully.

Invoice:
if your University pays for the flights/other traveling expenses, they will have to invoice us directly (it is not possible to handle this through a student, i.e. first pay the student who would then pay back the University).

Insurance:
NGSLT does not pay your travel insurance.

Sums:
please use the exact sums (as they appear on the receipts), e.g. 831,70 and not 831. Also, use the same currency, e.g. NOK if the original receipt is in Norwegian crowns - do not convert the sums yourself.

Information about accommodation

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If you don't find adequate information about accomodation here
Please contact the course coordinator.

Accommodation during courses in Gohenburg spring 2009

If you need accommodation in Gothenburg please contact:

Quality Hotel Panorama, Eklandagatan 51-53 (close to the university)
Tel +46 31 7677010
Fax +46 31 7677071
reservation.panorama@choice.se

If you want to use NGSLTs reservation you have to contact Hotel Panorama no later than 2009-01-15 for intensive week 05 (28 Jan- 30 Jan).Quote group booking number 113842 and GSLT.

For the intensive week 11(8-13 March) you have to co tact Hotel Panorama no later than 2009-02-20. Quote group booking number 113870 and GSLT.

In Gothenburg NGSLT will pay your accommodation immediately if you are a NGSLT-student

Contact

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If you have any questions about the compensation, please contact:

Päivi Väätänen
Coordinator
KIT Finnish network for language technology studies
Department of General Linguistics
P.O.Box 9 (Siltavuorenpenger 20A, 3rd floor room 314)
FIN-00014 UNIVERSITY OF HELSINKI
tel:+358-9-191 29326, fax:+358-9-191 29307
ngslt-travel@ling.helsinki.fi

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