Rules for Reimbursement - Europeana 2019

GENERAL PROVISIONS

1. Europeana will reimburse travel and hotel costs for one representative per organisation who attends the Europeana 2019 event, is a member of the Europeana Network Association and not a participant to a European Commission funded project. (this includes all Europeana DSI Generic Services Actions, or Horizon 2020 projects coordinated by DG CNECT).

2. To be eligible for reimbursement of travel and accommodation costs, any conference attendee needs to have acquired a ticket for Europeana 2019 before 12 October 2019.

TRAVEL AND ACCOMODATION COSTS

1. For travel and stay a maximum of 400 EURO will be reimbursed. (Only costs substantiated with invoices will be accepted)

2. Travel undertaken should be made using public transport where possible. The cost of second class rail fare, economy class airfare and transportation by public transport from and to an airport can be reimbursed. Where there is no public-transport option, travel by car (0.25 EUR per kilometer) costs are eligible but must be approved in advance by the Europeana 2019 events team.

3. Travel documentation is required for reimbursement (receipts, boarding pass, train ticket, etc.). Clear and readable digital copies (preferably in pdf format) or photocopies are necessary . The submitted travel documentation should include: name of claimant, places of origin and destination, dates of travel, total amount paid, proof of payment

4. An invoice for accommodation is required.

5. Conference attendants must have signed the official attendance list to qualify for reimbursement.

REIMBURSEMENT OF COSTS

1. Reimbursement may be transferred into a personal or an institutional bank account on the provision of the relevant bank account number, IBAN, BIC or SWIFT codes and full address details.

2. Payment will be made within six weeks following the receipt of the expense claim form.

3. Expense claims should be submitted within four weeks following Europeana 2019. Expense claims submitted later than six weeks after the event, will not be eligible for reimbursement, unless an agreement with the financial department was made before the deadline for submission of claims..

4. Claims in non-Euro (€) currency will be converted by the coordinator on the day of processing of the travel claim using the European Union’s currency converter, InforEuro.

The completed electronic version of the Europeana 2019 - ´Connect Communities´ Travel & Subsistence form should be emailed, with supporting invoices and other documentation, to events@europeana.eu. Travel claims which are not complete will not be processed and returned to sender with reasons for rejection.