MAX IV launches pilot program for travel and shipment reimbursement 

Users from Swedish universities and higher education institutions outside Skåne can now request reimbursement for certain travel costs, as well as costs for sample shipment in connection with user science programme experiments at MAX IV.

Scope of reimbursement program

The procedure applies only when the trip can be linked to a specific experiment and the costs fall within specified compensation levels. 

The possibility of applying for funding does not guarantee it will be granted. Applications will be assessed individually.

This is a pilot for autumn 2026, and terms may change before 2027 following program evaluation. Please check back for additional information during fall 2026, updates will also be highlighted in the User Newsletter from MAX IV. 

Compensation levels and limitations per experiment

  • Hotels in Lund and the surrounding area: up to 900 SEK per hotel night per person, for a maximum of 7 nights, or as many days as the experiment lasts if less than 7 days (with the possibility of arriving the evening before the first day of allocated beamtime).
  • Travel costs from a Swedish city to Lund (round trip): up to SEK 1,000 per person.
  • Number of people: maximum 3 people per experiment.

or

  • Shipment costs for MX sample deliveries to BioMAX and MicroMAX: up to 1 000 SEK per shipment and experiment.

Responsibility of the User (applicant)

The applicant is responsible for ensuring that the application relates to the correct experiment, that the compensation level limitations are followed, and that complete documentation is attached.

How to apply

  1. Travel and accommodation or transport must be purchased through your university’s recommended and procured channels.
  2. Gather documentation according to the section “Documentation to be attached” (see below).
  3. Fill in the form Travel_reimbursement.pdf and choose whether the application is for travel and subsistence allowance or if it is for transport costs and clearly state: proposal ID, period of the visit, and period of the beamtime, name of participant/s and summary of the requested amount (hotel + travel or transport).
  4. Check that the costs fit within the reimbursement levels 
  5. If several people are applying within the same experiment, specify the coordination contact for the experiment and attach a summary showing that a maximum of 3 people are included. Make sure to disclose if people from another Swedish higher education institution are applying for support within the same experiment.
  6. Your department should send an e-invoice with attached application within 30 days of the end of the visit to:

Lund University
MAX IV Laboratory
Box 188
221 00 LUND

Reference: MAX IV 

More information about e-invoicing: lu.se/leverantör

Documentation to be attached 

In order for the application to be processed, the following documentation must be attached (digitally):

  • Hotel receipts/invoices (with dates, names and amounts)
  • Receipts and tickets for travel (e.g. train, plane, bus) or other documentation showing the amount paid
  • Receipts and invoices for transport cost (with date, name and amount)
  • Information about the experiment (proposal-ID), the start and end dates of the visit and the people who participated
  • Bank details/payout details 

Contact

If you have questions about travel reimbursement, documentation or the status of the case, contact MAX IV via finance@maxiv.lu.se.