Requests for reimbursement must be made within three months of travel via email. This is the procedure:

1. Complete the Durham University "Request for Payment" form
2. Create a single document (Word/PDF/ODF) containing:
   1. proof of participation,
   2. proof of expenditure,
   3. a short report on how you benefitted from the award.
3. Email the two documents to the CCP-NC.

Guidance

If the below guidance doesn't answer your queries on how to get reimbursed, please email us. Please follow the guidance as carefully, as incomplete / incorrect claims will be returned.

'Request for Payment' form guidance

Download and fill in the expenses form. You only need to complete the white boxes. Please use one line for each distinct type of expenditure, with sufficient detail to link to proof of expenditure, e.g. 2 x Bus fare from X to Y, but NOT each individual receipt OR just "Travel".

Proof of participation guidance

A simple screenshot of an abstract book (conference) or attendance list / certificate of attendance (workshop etc.) is usually sufficient. It may also help to include the full conference booklet, together with an indication of where your name may be found - this may be emailed as a separate attachment if more convenient.

Proof of expenditure guidance

Receipts / invoices should include the name of the traveller. If travel/accommodation was booked for more than one person, this should be clearly stated. Unless there is a good reason, shared costs should be split pro rata, i.e. you can only claim for 1/3 of the cost, if 3 people were sharing.

Scanned copies of receipts and screenshots of successful payments will be accepted. If information is unclear, please add captions or annotate the originals, for example:

• Travel from XX to XX on dd/mm/yy
• Accommodation from dd/mm/yy to dd/mm/yy, split between 2 people equally

For payments in currencies other than GBP, the exchange-rate to GBP used must be stated together with a screenshot of where you got this exchange-rate. Please state the conversion rate(s) used on the "Request for payment form".

The value of reimbursement will match receipted expenditure, with the proviso that the value may be capped at the initial award value.

Report guidance

Alongside the information needed to reimburse expenses, award holders are asked to provide a short report that explains how they have personally benefitted from the award. This should be in the form of a single concise and self-contained paragraph, suitable, for example, for use on the CCP-NC website. We may also wish to use the report, perhaps excerpted / condensed for clarity in other CCP-NC communications, e.g. our Twitter account. We would prefer to attribute quotes e.g. "A recent travel bursary award holder, X from Y university, said this about their award '...'", but you may request that any quotes are anonymous.