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.

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. 

⚠️  Important Guidelines

• Please fill in your reimbursement form so that each row in the Excel sheet matches the order of appearance of your receipts or statements. Write one row for each amount on the statement. Even if the dates seem out of order, follow the order of your receipts or statements exactly.
  • First put your receipts into order (preferably starting with day 1 and ending with the last day)
  • Then fill in the reimbursement sheet, starting with the first receipt, ending with the last page of your receipts. 
     
• Please do not combine expenses into one row, if it is not shown in your receipt.
  • If you have a receipt that combines a couple of expenses, you can also use the sum that is written in the receipt
  • Examples:
    • CORRECT: you bought 4 metro tickets of each 3,50€ and you received 1 receipt. The receipt shows these 4 tickets and sums them up to 14€. You can enter these 4 tickets into one row, with the amount of 14€
    • INCORRECT: you bought 4 metro tickets on different days, so you have 4 receipts that issue each 3,50€. You have to enter each amount of 3,50€ in each one row. 
       
• Please don‘t round any expenses off or up! Use the exact amount of the receipt/statement.
   
• Use the date shown on your receipt or statement, even if it is different from the actual travel date.
  • Examples:
    • if your travel was on 30.03., but the receipt shows 01.04., write "01.04." as it appears on the receipt.
       
• If you use bank statements:
  • please provide official documents. We cannot acceopt screenshots. You may login to your bank and press on "print statement", so that the bank generates an official statement.
  • Blackout everything we don't need to see.
  • 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 or at least in latin alphabet.
   
• Please remember to send your request for reimbursement within 2 months after completion of your participation. Otherwise we cannot guarantee to reimburse you after a certain time. Please contact us if there are any problems you face with this timeframe, so that we can find a solution.
   

Thank you for your cooperation!