Instructions (AMICAL Conference)
At the conference, submit to the event staff at the check-in/information desk all supporting documents requested below (institutional invoice OR original boarding passes, receipts, itemization of expenses, explanation of currency conversion, etc.).
If you are unable to provide all documents at the event, send the complete documentation after the event to:
American University of Paris
Attn: Jeff Gima / AMICAL
102 rue Saint Dominique
75007 Paris
FRANCE
If you are submitting an invoice for reimbursement to your institution (preferred method)
1. Before filling the form out, select your Form of Payment below. IF your invoice includes all bank/address information requested below, you do not need to submit this form.
2. Send to the address above a numbered, dated, itemized invoice on institutional letterhead and addressed to "American University of Paris" as payer. You may send this as an original (not scanned) electronic document to accounting@amicalnet.org, but keep the originals safely in case the they are requested by AUP Accounting.
3. Use this form to send additional requested information that is not already provided on your invoice.
If you are requesting reimbursement as an individual (or as an institution unable to invoice)
1. Complete and submit this form online.
2. Submit the following supporting documents, as appropriate:
Your boarding passes for outbound travel to conference. These should be either the printed boarding passes used, or born-digital boarding passes, but not scanned copies.
A receipt or e-ticket confirmation that shows the following:
- Name of traveler
- Amount paid for ticket (indicating currency used)
- Date of purchase
- Travel itinerary
(IF applicable) Receipts for any other expenses that you've been authorized to claim. These need to be original paper receipts that show:
- What was purchased (we can't accept credit-card charge slips that do not show what was purchased)
- Amount paid
- Date of purchase
(IF applicable) A Multiple Expense Itemization form
(IF applicable) A printout of your currency conversion calculation, using a tool like Oanda.com
(IF you choose not to complete this form online) A printed/completed/signed Reimbursement Request form
Multiple expenses to claim? (for reimbursement to individual)
If you are claiming more than a single expense (a single receipt), then you should also complete the Multiple Expenses Itemization form, print it, and submit it along with this form and your original receipts.
You may find it helpful to partially complete the present form up through "Expenses being reimbursed" before completing the Multiple Expenses Itemization form, to clarify the reimbursement currency.
Data security
This form data is transmitted, and viewed by AMICAL staff, using secure encrpytion. Your bank account number, if provided below, will be used solely for this reimbursement and will be deleted from the form processor shortly after the reimbursement has been successfully made.
Don't want to use the online form?
Using this online form will greatly expedite the processing of your request, but if you do not wish to enter the requested information online, you may print the form, complete it by hand, sign it, and send it with your supporting documents to the address above. In order to print the correct version, you should
- select your "Form of payment"
- select any other choices that affect which questions are displayed (e.g. Institution/Individual for wire transfers)
- click on "Print Form" at bottom
Payment turnaround time
Please allow for the following approximate turnaround times for your payment to arrive, depending on the mode of payment:
- wire transfer: 2-4 weeks
- check: 4-6 weeks
Requests submitted around the holiday periods of July-August or late December may take several weeks longer.
Questions? Email contact@amicalnet.org