• Reimbursement Request Form

    AMICAL Grant-Funded Activities

  • Instructions (by activity type)

  • To see the relevant instructions, indicate the event or activity concerned by this reimbursement:

  • Instructions (AMICAL Conference)

    When checking in at the conference, submit to the event staff 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 check-in, 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 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, securely using high-grade 256-bit encryption. Your credit card or 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 

    Questions? Email contact@amicalnet.org

  • Instructions

    Any original/paper documents requested below should be sent 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. Send to the address above the following supporting documents:

    Your boarding passes for related travel. 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 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 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, securely using high-grade 256-bit encryption. Your credit card or 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 

    Questions? Email contact@amicalnet.org

  • Grant Beneficiary

  • Enter here information about the individual whose expenses are being reimbursed, or the person responsible for the grant-funded project:


  •  -

  • Form of Payment

  •  

    Easiest methods:

    If you are able to receive your payment as a charge reversal to a credit card number that you provide, this is the preferred method and likely to be the fastest and most trouble-free. If possible, use a credit card, not a debit card, since we've encountered problems in a few instances with reimbursement to debit cards.

    If your bank is in the US or can accept a check in USD, we can send your reimbursement in the form of a check in US dollars, sent to you by normal postal service (air mail).

    Alternative method (longer form):

    If neither of the two payment methods above are possible for you, you may select wire transfer and enter the full details of your bank below.

    • Credit Card  

    • Credit Card

    • Provide your credit card information by uploading a photo or scan of your credit card. All of the following must appear legibly in the image:

      1. Card holder's name
      2. Card type (Visa / Mastercard / American Express)
      3. Card number
      4. Card expiration date

      If any of the the above are not visible, add that information in the comments at the bottom of the form.

      By providing your credit card number here, you are giving the American University of Paris permission to issue a credit to that account, as a reverse charge in the amount requested below as your reimbursement.

      Credit card reimbursements are issued in euros, and you'll receive them in the currency of your account. If your expense was in a non-euro currency, you'll need to provide the euro conversion information below.

    • Upload a File
      Cancel of
    • END Credit Card  
    • USD Check  

    • USD Check

    • Please note that we are only able to send checks by normal postal airmail service.

    •
    • END USD Check  
    • Wire Transfer  

    • Wire Transfer: Bank

    • Wire Transfer: Bank Account & Account Holder

    • Enter bank account information below for the institution or individual receiving the reimbursement payment:

    • Select your institution from one of the following lists. The lists are separated according to whether AUP has been able to make make successful payments in euros or in US dollars in the past.

    •
    • END Wire Transfer  

    • Expenses being reimbursed

    • Enter the date of the expense (or the last of this group of expenses) being claimed for reimbursement:

    •  -  - Pick a Date

    • Enter below the amount to be reimbursed (not to exceed amount in the email notifying you of your award/support).

      If your purchase was in a currency different from the currency shown below, you should calculate the equivalent total in the currency below (e.g. using a tool such as Oanda) and enter the converted amount below. Upload a screenshot or PDF of the calculated conversion below, or print it out and submit with other supporting documents.

    • Upload a File
      Cancel of

    • If you have multiple expenses to claim, see instructions at top. Download this itemization form template to list each expense, then upload the completed form below (or print it and submit with other supporting documents).

    • Upload a File
      Cancel of

    • You may submit an electronic copy of an air/train/bus/etc. fare receipt or other documentation requested by AMICAL. 

    • Make sure that any fare receipt you submit shows your name, travel itinerary and dates, the amount paid, and the date purchased.

    • Upload a File
      Cancel of

    • Please sign below (using mouse/touch/stylus/etc.):


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    • After submitting the form you will be taken to a “Thank you!” page, indicating that the submission was successful. If you do not reach this page, then something has gone wrong. Consult our troubleshooting document to find out how to proceed.

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