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Small office supplies

Small office supplies are available in cupboards located in Delphineā€™s office.

In case you need other items than those available, please adviseĀ Delphine. You can take a look at the LYRECO or other catalogue available in her office andĀ provide her with the full reference of the item chosen – preferably by email.

Please note that we try grouping the purchases in order to avoid extra delivery costsĀ charged for purchases in small quantities. Therefore, if you use an individual printer (not theĀ printer in the cafeteria), please do not forget to order specific ink cartridges well ahead ofĀ time specifying the full cartridge reference nr. as well as the printer type and serial number.

Please notify the secretariat each time you take the last piece of a specific item inĀ the office supply cupboards. This contributes to an efficient stock management.

We thank you in advance for not constituting your own stock of small supplies in your officeĀ by not taking more than one piece of each item at a time. This gives everybody the chance toĀ find the items needed.

Please note that you can purchase some small material immediately at COTUBEX (@ 10Ā minutesā€™ walk from Campus Plaine) by providing them with a ā€œbon blancā€ (document availableĀ at the secretariat. The ā€˜bon blancā€ can be used only for an amount up to maximum 1000ā‚¬).


Please provide as soon as possible the following information to Delphine:

  • Which expenses are to be covered and onĀ which account
  • Dates of arrival and departure of your visitors in order for her to make hotel reservations, prepare an envelope for each visitor with reimbursement forms (in case ULB covers some of the expenses), WIFI procedure and office key, as well as to update the listing of expected visitors on the white board in the hallway.

Upon arrival of your visitor, please direct him to the secretariat . During the visit, direct your visitorĀ to Delphine for filling in and signing the reimbursement documents.

For visitors who are entitled to ULB reimbursement for some of their expenses, please noteĀ also that they will need providing the following documents to Delphine during their visit:

  • original or electronic boarding passes, flight/train tickets, taxis receipts, etc.
  • copy of their passport or identity card
  • bank details (IBAN NĀ°, BIC or SWIFT code and address of the bank)
  • This form, filled in

As soon as possible upon return from your trip, provide Delphine with one ORIGINAL and one copy (recto/verso) of the following:

  • travel reimbursement form

  • original or electronic boarding passes, flight/train tickets gluedĀ (no staple!) on A4Ā recuperation sheets (recto/verso)

  • original travel justification documents (flight/train/hotel and taxi invoices betweenĀ hotel and airport only, etc.) gluedĀ (no staple!) on A4 recuperation sheetsĀ (recto/verso)

  • If you have used your personal car, please fill in also the relating form: car expenses declaration

  • for expenses made by credit card, please provide a copy of the monthly statement of expenses of your credit card showing such expenses ā€“ the rest may be whited out.


  1. Any meal cost shown on hotel bills and/or conference registration fee have to be deducted from the per diem.
  2. By agreement with your promoter, you may only be reimbursed either on the basis of real costs (providing all meal tickets, taxi/metro/etc. receipts) or through a per diem (lump sum). It is not allowed to mix lump sum and real cost reimbursement.
  3. In case of cash payment in another currency than EURO, please use the official conversion link accepted by ULB, print the result obtained and join it to the other justification documents