Thesis and reimbursement

Printed and digital theses
Please find the Erasmus MC policy on printed and digital theses here.
In sum:

• The thesis, in digital form, must be submitted to the University Library 5 weeks before the date of defense. You can do this after the defense date has been definitively set in Hora Finita.
• All PhD candidates are required to bring ten (10) printed copies of their thesis to the defense ceremony, to serve as reference material for the doctoral committee during the ceremony. In addition, please consult with the members of the doctoral committee in a timely manner to determine whether they wish to also receive a printed copy prior to the defense.
• It is no longer required to provide printed copies to the Beadles Office before the defense ceremony.
• If the PhD candidate, together with the supervisory team, chooses to provide a digital copy of the manuscript to the supervisory team and others, the content should be the identical to the printed copy of the manuscript. A digital copy of the manuscript must be secured and not editable by third parties. A secure PDF document is sufficient.

Thesis reimbursement
Erasmus MC PhD candidates are eligible for a reimbursement of thesis production costs up to €750, provided that the required number of hard copies is submitted to EUR. The reimbursement applies to both the design and production costs of a digital version and the printing costs of paper versions. Please find the Erasmus MC guidelines on thesis reimbursement on pages 28-30 of this document. 

PhD candidates can apply for an allowance once the thesis has been processed by the university library. After processing, an e-mail from Hora Finitais sent about the reimbursement procedure. The reimbursement must be submitted within 3 calendar months of the promotion date.

Reimbursement procedure
For reimbursement, please use the form ‘Expense claim of miscellaneous costs non-employees' found here.
NB1: Also use the abovementioned form whenyou're still employed by Erasmus MC.
NB2: The reimbursement can only be used for the design and production of a digital version or the printing costs of paper versions. It cannot be used for other purposes. 

The mandatory fields of the form need to be filled in as follows:

• Personnel details of the declarant
• Cost center(if deviating): 0664
• Date: promotion date
• Business motivation: printing costs thesis
• Column Printing/Thesis: amount to be claimed (maximum €750)
• Name/date/signature of the submitter

The following documents should be combined in 1 PDF file:

1. The claim form (Excel sheet)
2. The title page of the thesis with the name of the doctoral candidate, the title and the promotion date.
3. The invoice of the expenses. The invoice must be in the name of the claimant with a private address.
4. A proof of payment (bank statement with the amount debited).  

The PDF should be e-mailed to: thesis@erasmusmc.nl