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Small office supplies
Small office supplies are available in cupboards located in Delphineâs office.
In case you need other items than those available, please advise Delphine. You can take a look at the LYRECO or other catalogue available in her office and 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 costs charged for purchases in small quantities. Therefore, if you use an individual printer (not the printer in the cafeteria), please do not forget to order specific ink cartridges well ahead of 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 in 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 office by not taking more than one piece of each item at a time. This gives everybody the chance to find the items needed.
Please note that you can purchase some small material immediately at COTUBEX (@ 10 minutesâ walk from Campus Plaine) by providing them with a âbon blancâ (document available at the secretariat. The âbon blancâ can be used only for an amount up to maximum 1000âŹ).
YOU PLAN TO WELCOME A VISITOR
Please provide as soon as possible the following information to Delphine:
- Which expenses are to be covered and on 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 visitor to Delphine for filling in and signing the reimbursement documents.
For visitors who are entitled to ULB reimbursement for some of their expenses, please note also that they will need providing the following documents to Delphine during their visit:
As soon as possible upon return from your trip, provide Delphine with one ORIGINAL and one copy (recto/verso) of the following:
original or electronic boarding passes, flight/train tickets glued (no staple!) on A4 recuperation sheets (recto/verso)
original travel justification documents (flight/train/hotel and taxi invoices between hotel and airport only, etc.) glued (no staple!) on A4 recuperation sheets (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 â the rest may be whited out.
 PS
- Any meal cost shown on hotel bills and/or conference registration fee have to be deducted from the per diem.
- 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.
- 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
