1. Application Process:

1. 1. Deadline: Due to the limited funds of the center, please submit your application 6 months before the symposium and cooperate with the meeting time of the executive committee of the center (held in March and August every year).
   2. Examples of schedules:

• • • The symposium held between 113.07.01~12.31, the funding applications must be submitted in conjunction with the Executive Committee meeting held in March 2014.
    • The symposium held between 114.01.01~06.30,  the funding applications must be submitted in conjunction with the Executive Committee meeting held in August 2014.

1. 3. Fill in the “Application form for Symposium Subsidy-PRPC”, attach the electronic documents of the relevant application materials, send it to PRPC (prpc@phys.nthu.edu.tw) by e-mail before the application deadline, and send a hard copy with the signature and seal of the unit supervisor to the center.

2. Time and method of review:

The Executive Committee will be held twice a year to review whether or not to subsidize, and the funds will be voted on by the Committee, and the subsidy will be approved by the highest number of votes. If the highest number of votes is the same, the subsidy will be averaged. After the meeting, a special letter will be sent to inform you of the review results.

3. Expense reimbursement and closure report:

1. 1. The expense reimbursement of the approved funds shall be handled in accordance with the regulations of PRPC, and all expenses shall be reported following the relevant regulations of the Executive Yuan.
   2. In order to cooperate with the accounting audit procedures of the accounting unit (National Tsinghua University) where the Center is located and the deadline for closing the special plan, the organizer is requested to reimburse and settle the account as soon as possible within 1 month after the end of the symposium, and submit all the documents (All headings must be ‘National Tsing Hua University’, unified number: 46804804) to PRPC for Application for reimbursement.
   3. The approved seminar expenses shall be initially paid by the organizing unit. After the seminar concludes, please promptly submit the receipts for expenses in accordance with the approved items to the PRPC for reimbursement.
   4. The organizer is required to sign all receipts and invoices to indicate responsibility. Any documents that do not comply with the relevant regulations for each item will be returned.
   5. If you need to pay more than NT$100,000 to the same manufacturer, please provide the meeting agenda and quotation (with the manufacturer’s seal) to the center 2 months before the event, and send the information of the “Consent Letter for Remittance from Outside the University/Manufacturer“ to the cashier formation document of Tsinghua University, to facilitate the scientific research procurement operation.

   6. When reimbursing the expenses, in addition to attaching the relevant reimbursement documents, the organizer should also submit the closure report of the Physics Research Promotion Center of the Department of Nature of the National Science Council to subsidize the holding of physics-related seminars in China, to complete the verification procedure.

   7. To apply for a seminar for a research procurement project, you must fill in the “Acceptance Record“ for acceptance.

   8. Funding Items:
      • • Meals:
          
          • Issuance standard: NT$120 for lunch; The domestic seminar is NT$250 per person for half a day, and NT$500 per person for more than 1 day (inclusive).
          • Documents to be attached: consumption receipts, meeting sign-in sheets.
        • Presentation Fee:
          
          • Issuance standard: NT$2,000 per person per hour, calculated on a pro-rata basis.
          • In order to produce the receipt, please fill in the “Speaker Fee Breakdown Form” as soon as possible and provide the speaker’s information.
          • Documents to be submitted: the speaker’s signed receipt, the speaker’s name, and the agenda of the start and end times of the speech.
        • Accommodation Fee:
          
          1. Approval standard: Based on the principle of subsidizing the participants of the National Science Council plan, the daily accommodation fee subsidy is NT$2,000.
          2. Documents to be attached: receipts of consumption, list of dated accommodations.

• • • • Transportation expenses: If the seminar location is remote and difficult to reach by railway, you can apply for a transportation bus (please attach the receipt, the list of buses, and indicate the starting and ending locations). If you take a taxi for official business, you should explain in detail the reason why you are unable to take the public transport, and write the amount on the receipt in Chinese characters (壹、貳、參、肆、伍、陸、柒、捌、玖、拾、佰). Sample receipt for transportation expenses
      • Other items: venue decoration fee, printing fee, etc., please call after receiving the approval notice.
      • Reconciliation of funds: When writing off funds, you need to fill in the “Expense Reimbursement Form” and send it back to the center.