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

⚠️ 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, copies of your bank statement are accepted
  • If you used Ueber or Bolt: generate invoice through the app
• Rename Receipts according to the date used, in American format; e.g.: 10-27-2024

2. Fill in the provided Excel form –

• Use the file sent to you via email (”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 “Mode of transport & Reason”
• Check if per diem calculation is correct
  • everywhere "yes" or "no" has to be selected
• Sign the form

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

Download Leaflet

Here are some screencasts that could to help you out:

How to fill in the Form:

How to sign:

How to export to PDF:

Frequently Asked Questions

1. Why is the total sum not showing all the amounts I added?
   Ensure that the amounts you entered are numbers and are displayed in the "Gross amount in EUR" column K. If you used a decimal point (.), replace it with a comma (,). For example, use 2,50€ instead of 2.50€.
   Additionally, confirm that the "Gross amount in EUR" column K matches the "Gross Amount" column H, as this is necessary for the subtotal to be generated.
    
2. What should I do if I don't have receipts anymore?
   You can submit officially generated bank account statements that include your name, bank account details, the amount spent, and the date and location of the transaction. Highlight the relevant information and redact all info that doesn't belong to the reimbursement.
   
   In the Excel: If the statement shows the original amount in EUR, use EUR in the Excel sheet. For example, if your statement shows the original amount paid, e.g. 5,20€, (even if your bank deducted in another currency) enter 5,20€ in the Excel sheet.
    
3. The Excel sheet is locked, and I cannot make changes. What should I do?
   The Excel sheet is designed to be locked for a reason. If you need to make any changes or require assistance, please contact your event manager.
    
4. Can I send all documents via email, or do I need to use this platform?
   You can send all PDFs to your event manager via email if you prefer.
    
5. I left early. How do I handle the table of per diem allowances?
   In the "Duration (Hours)" column, you can change your input to "I did not attend" or "I left early." Additionally, make sure to update the "Departure" field to reflect the day of travel instead of indicating a stay for 24 hours.
   
   If you have other questions, please contact us.

Thank you for your cooperation!