I realize after quite a multitude of administrative work within the faculty and university that there are a few things needed, especially when money is involved.
1) Travel expenses must include justifications for every single thing - airfare must include proof of where you got the quotation from, even if it's the document provided by the university.
2) If there are different exchange rates involve, include a print out of the calculation, the rate, the source which you got your calculation from.
3) Always have an updated CV ready.
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