Dear Colleagues,
As you may know, within the framework of COVID-19 measures, it is decided on the University Executive Board meeting held on 11 March 2020, to suspend all trips related to the university activities from 12 March 2020 until 30 April 2020.
Payments can be made for “görevlendirmeler” (appointments) that have been approved/will be approved to participate in scientific meetings, in accordance with the following plan:
Travel expenses
-First thing is to contact the airline/transportation company for a refund.
-If the company accepts to refund the ticket, any expenses incurred such as return taxes, etc. will be covered by the University (by the source (BAP, Rectorate conference support fund, Faculty / Institute / Department overheads, Revolving Fund, etc. ) specified in the letter of appointment (görevlendirme yazısı)).
-In the case that the company issues an open ticket, the ticket fare will be covered by the University (by the source (BAP, Rectorate conference support fund, Faculty / Institute / Department institution shares, Revolving Fund, etc.) specified in the letter of appointment (görevlendirme yazısı)) provided that a commitment letter addressed to the Rectorate Office indicating that the ticket will be used for a future scientific meeting, is submitted via EBYS.
Registration fee
-If the scientific meeting is cancelled by the organizers, the conference fee must be refunded by the organization itself.
-If the person appointed cannot attend the scientific meeting in line with the decisions of the University Executive Board, the organizing committee must be contacted and a refund of the registration fee should be requested.
-In case that the organizers of the scientific meeting do not accept the refund request, a petition, addressed to the Rectorate Office and to which the correspondence with the organizers are attached, should be submitted via EBYS; the registration fee will be covered by the University (by the source (BAP, Rectorate conference support fund, Faculty / Institute / Department overheads, Revolving Fund, etc.) specified in the letter of appointment (görevlendirme yazısı)).
-If the presentations are conducted with remote access, a petition, addressed to the Rectorate Office and to which the documents of proof are attached, should be submitted via EBYS; then the registration fee will be covered by the University (by the source (BAP, Rectorate conference support fund, Faculty / Institute / Department overheads, Revolving Fund, etc.) specified in the letter of appointment (görevlendirme yazısı)).
Advance payments for hotel reservations
-If the reservation is refundable, hotel administration should be contacted for any refunds.
-In case of a non-refundable reservation, a petition addressed to the Rectorate’s Office and to which the documents of proof are attached, should be submitted via EBYS; the advance payment will be covered by the University (by the source (BAP, Rectorate conference support fund, Faculty / Institute / Department overheads, Revolving Fund, etc.) specified in the letter of appointment (görevlendirme yazısı)).
Best Regards,
Prof. Dr. Ayşın Ertüzün
