Skip to content

Administrative Procedures

Routine operational processes — travel, reimbursements, purchasing, contract renewals, meetings, and visitors — and what our administrator needs from you in each case.

Almost everything on this page runs through Constance, GDD's administrative coordinator. The pattern is the same throughout: contact Constance before you commit to anything, and supply the fund/OTP number every time.

UNIGE Mementos are the authoritative source

For any official university procedure — leave policies, HR questions, accepting a grant, announcing a change of address — there is a memento covering it. See memento.unige.ch. This page records how GDD applies those procedures, not the procedures themselves.

Lead times to plan around

Process Lead time
Reimbursement, once a complete request is submitted up to 3 weeks for accounting to process
Visitor per diem paid by bank transfer at least 3 weeks
Contract renewal reaching the HR focal points at least 2 months before your contract end date

Travel and bookings

Send Constance: destination, dates, purpose of the trip, and the OTP number, plus a copy of your passport. If you have a preferred itinerary, identify it. For long-haul flights, say whether you want a window or aisle seat and what luggage allowance you need. Constance can also book your accommodation.

There are three ways a trip gets paid for:

  1. Constance books it on the ISG credit card and sends you the confirmations.
  2. For complex travel, Constance books the flight schedule through a travel agency; it is paid by credit card or on invoice.
  3. You book it yourself and submit the expenses for reimbursement — allow up to three weeks for processing.

Keep every receipt

Keep all receipts for any expense claim, whichever option you use.

Travel insurance

ISG is enrolled in the Corporate Mobility programme with TSM Assistance, which provides 24/7 coverage worldwide.

Register work trips outside Europe and the US

Coverage technically applies worldwide, but we specifically advise team members to register any work-related trip outside of Europe and the United States on the platform before travelling.

To register, go to travelsecurity.garda.com/welcome and enter your professional email address along with the policy number — ask Constance for the current policy number. Once your enrolment is validated, Sonia Mondo Brouze will provide your insurance card.

Reimbursements

To claim back travel costs or any other expense:

  • Send Constance all invoices or receipts, including proof of payment.
  • Confirm the OTP / fund number.
  • If proof of payment is missing, provide a short written justification.

Constance submits the request through Notes de Frais. Once Andrew has approved it, accounting takes up to three weeks to process the payment.

Using the ISG credit card

Constance is the sole user of the card. Coordinate with Constance to make any purchase — do not expect to use the card yourself.

The card covers conference and research travel, office supplies, and software purchases.

Before any purchase:

  • Get approval from Andrew or Elizabeth. Purchases need pre-approval.
  • Contact Constance before the card is used, so the purchase can be logged properly.
  • Confirm the project / OTP number so the expense can be reconciled.

HR and contract renewals

Contact Constance about renewals or changes to your contract; Constance liaises with the HR focal points.

Two months minimum

Requests must reach the HR focal points at least two months before your contract end date. Start the conversation earlier than you think you need to.

Three documents go to HR:

  • Cahier des charges
  • Exposé des motifs
  • Formulaire d'engagement SiRH

The exposé des motifs must answer four questions:

  1. Needs analysis.
  2. Is the position properly defined (workload, classification, effective date)?
  3. Has the position been reviewed and reorganised in light of recent internal changes and developments?
  4. Is funding secured?

HR focal points at the Faculty (CMU)

Focal point Covers
Killian Scharding A, MA, postdocs, PAT
Lara Broi Collaborateurs scientifiques, PENS

Publications and profile updates

Lab website. Send Constance new publications and press mentions as they come out, with the full citation and a DOI or PMID (or the PDF if available). Constance updates the Publications page, and can also update your biography on the People page.

ISG website and profile. Let Constance know about changes to your title, project, or bio. Send an updated photo or CV whenever you would like your profile refreshed.

Coordinating meetings and room bookings

Contact Constance to book conference rooms on campus and to arrange catering (if needed). Provide:

  • the date;
  • the expected number of guests;
  • any dietary requirements;
  • a tentative agenda.

Constance books the room, confirms catering, and shares the quote details beforehand.

On-campus catering is not open

For events at Campus Biotech we are required to use the on-site caterer, Newrest Restauration.

Alternative contacts:

  • FCBG Events team — events@fcbg.ch · +41 58 201 02 10
  • AV Hotline, for videoconferencing problems in the room — +41 58 201 02 80

Hosting visitors and visiting researchers

For an incoming visitor, Constance books flights and accommodation. Send:

  • a copy of the visitor's passport;
  • the preferred itinerary;
  • confirmation of whether a letter of invitation is needed for visa purposes.

Two constraints to plan around:

  • Accommodation — under UNIGE rules, a night's stay in Geneva should not exceed CHF 220.
  • Meals on campus — cafeteria vouchers can be requested.

Per diem for visitors

A per diem can be paid either in cash or by bank transfer.

  • Cash — the visitor collects the money in person at the Caisse Centrale at Uni Dufour.
  • Bank transfer — allow at least three weeks for processing.

For a bank transfer, the Demande de création per diem form needs the visitor's details. Required fields are marked with an asterisk on the form.

Personal and address details: civility (Madame / Monsieur), nom, prénom, adresse, code postal, localité, pays, e-mail, and titulaire du compte (account holder).

If the visitor has an IBAN: IBAN, SWIFT/BIC, and nom de la banque.

If the visitor has no IBAN (for example, American bank transfers): account number, bank/clearing/ABA routing code, SWIFT/BIC, C/Rice–RIB, bank name, branch, and the bank's address, postcode, locality, and country.

Quick reference — who to contact, and when

Topic Contact Constance for What to send
Travel and bookings ISG travel insurance registration (outside Europe/US) and trip approval Passport copy, travel dates, destination, luggage allowance, purpose of trip, fund number
Reimbursements Expense repayment Receipts, fund / OTP number, purpose of the trip
Credit card Buying an approved item Fund / OTP number
HR Contract renewals Updated documents (cahier des charges, exposé des motifs) — keep the two-month lead time in mind
Publications Website and ISG profile updates New publications, biography or photo changes
Coordinating meetings Room bookings, catering orders Date, guest count, dietary needs
Hosting visitors Flight and hotel bookings, per diem requests Passport copy, travel dates, destination, luggage allowance, purpose of trip, fund number