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Reimbursement procedures

The ILL is dedicated to helping its visiting researchers to make the most of its facilities. Neutron beams and instrument access are provided free of charge for proposers of accepted experiments.

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User Club

The ILL User Club provides online access to all the information and administrative tools for our scientific visitors, presented in a user friendly environment.

Reimbursement procedures for ILL reactor users

Neutron beams and instrument facilities are provided free of charge to proposers of accepted experiments under certain conditions, detailed below.

  • Scientists affiliated to laboratories in ILL member countries may be assisted with travel and daily subsistence for a limited period.  Scientists affiliated to laboratories in ILL interim member countries are not eligible for reimbursement.
  • A maximum of two persons per experiment are reimbursed. On instruments with very 'user-demanding' experiments (e.g. D11, D17, D20, D22, PN1), additional people may be reimbursed. In some cases, this may also apply to other experiments when the User Office has authorised it.
  • ILL pays for the number of experiment days allocated (given on the invitation form) + 1 additional day. Extra days of beamtime allocated at short notice by the instrument responsible may be reimbursed after confirmation by the Instrument Responsible or Local Contact. Payment of extra days for installing special equipment or preparing samples may be authorised by SCO if requested beforehand. In general, extended stays for data treatment are not reimbursed. 
  • The UK maintains an additional budget line which is used for the purpose of enabling extra users (PhD students, users new to the ILL). Users must be affiliated to a UK lab and based in the UK. Requests require justification and authorisation by SCO.
  • Reactor users from the Grenoble region are not eligible for reimbursement. Users with beamtime for CRG, Test, Internal and Industrial experiments are not eligible for reimbursement.

Submitting your claim form

  • On arrival, you will receive the travel-claim form at the site entrance (if eligible for reimbursement).
  • Reimbursement claims are accepted for processing within six months after the final date of the visit.
  • Expenses can be reimbursed only if they are corroborated by the correct documents:

    • original tickets and/or receipts containing date and price of the trip, including e-tickets
    • payment confirmation documents containing price, date, and mode of payment

    Please note that booking confirmation documents and invoices are not acceptable without boarding passes (including electronic ones - not scanned) or original tickets (including e-tickets).

  • It is important to fill out the claim form clearly. Please note all the expenses separately, so that nothing is missing. Please use the original currency as the conversion to EURO is done automatically during the reimbursement claim processing. 
  • There is no need to provide receipts for meals; these are at a fixed rate according to the number of days covered by ILL.
  • Cash advances are not possible.
  • Expenses are reimbursed by bank transfer following the submission of your claim form, once all items (badge, film dosimeter, radiation warning bleeper) have been returned. Expenses cannot be reimbursed to your laboratory.

Please refer to the following for more detailed information applying to users eligible for reimbursement (for any special requests please contact the User Office before arrival):

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