Frequently asked questions (FAQ)

 

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 column H "Gross amount". You need to select the "Used Currency" in column "I", so that the toal amount shows in cell K53.
   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?
   Ideally, provide original receipts (digitally or printed). If you don't have them 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. Make sure, that it is an official document - we don't accept screenshots. Additionally, the order of appearance of your amounts should match the order of the amounts in the statement.
    
3. The money was deducted in a different currency, although it was an EUR-country. How do I manage that?
   If your statement or receipt shows both currencies, the original amount in EUR and your home currency, use the currency that fits your needs and select the right currency. If your statement only shows your homecountry's currency, choose that one and select the right currency for conversion.
    
4. My bank will issue my statements only in a few months. Is there a deadline to send the reimbursement sheet?
   We don't have a deadline as such, but you should be aware that the projects ends beginning 2027, so after ending of the project you won't be able to get reimbursed anymore.
    
5. 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.
    
6. 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. Please merge all files to one file.
    
7. I paid for Bolts / Ubers / Taxis. It exceeds the amount of public transport per person, so I want you to reimburse less than this amount. Is that possible?
   No, unfortunately not. If the amount exceeds the price per head for publice transport, we cannot reimburse you at all. Please be aware that we can only reimburse what is actually written on the receipt.
   If your receipt is under this amount, please submit your receipt alongside the names of the persons you shared it with. 
    
8. I paid for the travel ticket and other groceries that I bought, so the amount in my statement only reflects the total price of my purchase, so I want you to reimburse less than this amount. Is that possible?
   No, unfortunately not. We can only reimburse what is actually written on the receipt. If you still have the ticket that issues the price, then you can provide that with the statement. But if you lost both the ticket and the receipt, and the statement is not showing the price of ticket only, we unfortunately cannot reimburse this.
    
9. 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.
    

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