Reimbursement

Welcome to our reimbursement
document submission site!

To get started with the upload, please click the Register button in the menu.

You need:

1. The excel template called "Travel Expense Report"

2. Your Receipts in PDF
 

If you didn't receive the excel template Travel Expense Report yet,
please download it here by clicking below:

Travel Expense Report: Exchanges Travel Expense Report: Trainings

For detailed instructions on how to upload your documents, download our leaflets:

Reimbursement Procedure Exchanges Reimbursement Procedure Trainings

⚠️ Before uploading, ensure the following:

All required forms are complete and signed.
Your address is correctly entered.
Files are properly renamed as per the guidelines.

Steps to take before the upload

1. Gather all Receipts –

• Keep & collect all travel receipts and any necessary documents.
  • If you don't have receipts, generate bank statements that include your name and bank account number (please don't submit Screenshots of your bank!)
  • If you used Ueber or Bolt: generate invoice through the app

2. Fill in the provided Excel form –

• Use the ”Travel Expense Report”
• Fill in personal details
  • Address
  • Bank details
  • date
• Don’t forget to select the used currency – if not done, the amount doesn’t add to the total sum! The total amount will generate automatically.
• If you paid transport (e.g. taxi) for more people, please name them in the Cell “Reason”
• if eligible, check if per diem calculation is correct
  • everywhere "yes" or "no" has to be selected
• Sign the form

Eligible Receipts

If you don't have receipts, you can provide copies of your bank statement additional to pictures of your tickets. Please make sure that these statements are official documents. We don’t accept photos or screenshots that don’t contain name, bank account number, etc. You can blackout everything that we are not supposed to see.

Our Finance Department will see your reimbursement sheet for the first time and they don’t know anything about our Event (dates, transport etc.). That is why everything must be written exactly as it appears on your receipt or statement, and in the same order. 

MEANING: 

• Please fill in your reimbursement form so that each row in the Excel sheet matches one item on your receipt or statement. Write one row for each amount on the statement. Do not combine expenses into one row.
• For example, if your statement shows €2,80 for 8 April and €2,80 for 9 April, write two separate rows with these amounts. Don‘t round off or up!
• Use the date shown on your receipt or statement, even if it is different from the actual travel date.
• For example, if your travel was on 30.03., but the receipt shows 01.04., write "01.04." as it appears.
• Start with the first item at the top of your statement and continue in order until the last item on the last page. Even if the dates seem out of order, follow the statement exactly.
• Please highlight or mark the date and amount on your statement if you didn’t blackout the rest.

• If possible, provide proof documents in English.
   

Thank you for your cooperation!