From 41224e297e65ebf0f12861cad6e3d6794ad9d14d Mon Sep 17 00:00:00 2001 From: Peter Cock Date: Wed, 15 Apr 2026 08:17:00 +0100 Subject: [PATCH 1/2] Combined travel claims need justification This is to try to clarify how we would like to handle any complex combined trips (potentially requesting a quote for the main event only and capping with that). --- Travel_fellowships.md | 4 ++++ 1 file changed, 4 insertions(+) diff --git a/Travel_fellowships.md b/Travel_fellowships.md index 578cf29..9c94900 100644 --- a/Travel_fellowships.md +++ b/Travel_fellowships.md @@ -101,6 +101,10 @@ If the cap is insufficient, applicants can describe their hardware needs in thei ### Expenses and Cancellation All expenses require receipts to be eligible for reimbursement. + +If you plan to combine your travel with other activities such as sightseeing or another event, please state this in your application. +We would not cover the additional costs, and may ask you to obtain a quote for travel to the primary event only, and cap your travel costs accordingly. + We recommend you purchase travel insurance, and include this as part of your expenses claim. In the event of cancellation, we would expect to reimburse your travel insurance premium and any insurance excess fee (as long as the total reimbursement does not exceed the originally agreed award). From 821bcf9eda661fca4970e6858e04e73a0f1c5ccf Mon Sep 17 00:00:00 2001 From: Peter Cock Date: Wed, 15 Apr 2026 15:46:02 +0100 Subject: [PATCH 2/2] Apply suggestions from code review Hilmar has made claims under a system using this kind of policy. Co-authored-by: Hilmar Lapp --- Travel_fellowships.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/Travel_fellowships.md b/Travel_fellowships.md index 9c94900..eaaa647 100644 --- a/Travel_fellowships.md +++ b/Travel_fellowships.md @@ -102,8 +102,8 @@ If the cap is insufficient, applicants can describe their hardware needs in thei All expenses require receipts to be eligible for reimbursement. -If you plan to combine your travel with other activities such as sightseeing or another event, please state this in your application. -We would not cover the additional costs, and may ask you to obtain a quote for travel to the primary event only, and cap your travel costs accordingly. +If you plan to combine your travel with activities not directly related to the event, such as sightseeing or another event, please state this in your application. +We would not cover any resulting additional costs, and as supporting documentation will ask you to obtain a quote for travel to the primary event only. Travels costs eligible for reimbursement are the lesser between actual and hypothetical costs. We recommend you purchase travel insurance, and include this as part of your expenses claim. In the event of cancellation, we would expect to reimburse your travel insurance premium and any insurance excess fee (as long as the total reimbursement does not exceed the originally agreed award).