Travel refunds

From ENFSI Monopoly Programme 2011: Project S-FIVE
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Local travel costs in Brussels (train, taxi, metro) will not be refunded.

Travel costs from your home town or normal place of work to Brussels will be refunded.

If your travel costs would exceed the maximum refund amount of 400 Euro, only 400 Euro will be refunded (please note that all original supporting documents will still have to be sent to the project organizers; please check with your local administration that this will not cause any local refunding issues for the remaining amount, above the 400 Euro limit)


From the EC Guidelines for Applicants ENFSI MP2011:


It is required to use the cheapest means of travel and to make every effort to obtain the most economcal solution. [...]

Travel costs will be reimbursed on the basis of the actual costs [...] subject to the presentation of supporting documents at project closure.

The following thresholds must be applied [...]

TRAVEL COSTS

The maximum amount allowed for return flights between EU Member States is € 400 (one way journey € 200); only economy class travel only is allowed. For travelling within a Member State, air travel is only allowed if the use of a different means of transport would be more expensive or result in unnecessary additional expenses due to the length of the journey (for example, additional hotel costs). In the case of an internal flight within a Member State, the cost of a flight must not exceed the cost of a 1st class train ticket with a maximum of € 250. The maximum amount allowed for a return flight between overseas destinations and EU Member States is € 1200 (one way journey € 600).

Expenses for travel by train shall be reimbursed, on the basis of actual costs, at the rate equivalent to a 1st class ticket, except for high-speed train connections, where only travel in economy class must be charged to the project, unless it can be demonstrated that the flight costs for the same journey in economy class would be equal or higher to the costs of the 1st class ticket.

Expenses for travel by car, where substantiated and where the price is not excessive, may be refunded as follows: For the private vehicle of the project staff member and for service vehicles owned by the Applicant or Co-beneficiary organisation: on the basis of the declaration, with the maximum amount of refund being the 1st class rail fare (the price of one ticket only will be reimbursed, regardless of the number of people travelling in the same vehicle). Applicants may opt to reimburse the costs on the basis of the beneficiary's internal rules on reimbursement per km. In that case, these internal rules must be presented. For hired cars (maximum category B or equivalent): the actual cost, when this is not excessive by comparison with other means of transportation.

Expenses for travel by bus are eligible; rental or hire of a bus should be encouraged, if it is a more economical option than individual travelling arrangements of the project staff members. For example, a large number of persons needing to move from one location to another together, or the location of an activity cannot be at reached using regular public transportation, etc. If the bus is used for transporting participants to and from the airport the daily subsistence has to be deducted accordingly.

Please bear in mind that receipts, invoices, boarding passes and used tickets must always be kept as supporting evidence of paid travel costs.

This last sentence means that you will have to send all hardcopies of these documents to the S-FIVE project team by postal mail.
Address:

ENFSI S-FIVE project
NICC/INCC 
Digital Information Laboratory (DIN)
Vilvoordsesteenweg 100
B-1120 Brussels
Belgium


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