Reimbursement

The two most beautiful words in the English language are "Cheque Enclosed." -- Dorothy Parker

What you can claim

In order to claim reimbursement, you need to fill out the reimbursement form and submit it together with copies of all relevant receipts. Relevant are all long-distance travel receipts. NOT relevant are: hotel receipts, public local transport, and meals. E-tickets are to be submitted as email printout.

Long-distance travel costs are reimbursed mostly as incurred according to your receipts. Local transport is reimbursed without receipts up to an amount of EUR 25,- (please note that this is not a flat fee). Rules for reimbursement of taxi fares are very strict. Accommodation is reimbursed at a fixed rate of 120 EUR per night. Meals are reimbursed (EUR 20,- for each meal not paid for centrally) only if funds allow (per decision of the Management Committee).  A very short official document with the current COST rules on reimbursement is attached to this page below. Please consult it.

If you are claiming reimbursement condition to available funds please make sure to submit a claim in any case.

How to submit the claim

Your reimbursement will be handled by the Action Grant Holder (i.e., University of Koblenz) and not by the COST Office. Please do NOT submit your reimbursement claims to the COST Office. We also ask you NOT to register in the COST.org database. Please direct ALL questions on reimbursement to Vladimir Klebanov.

  1. Download the reimbursement form
  2. Fill out and sign the form. Please do not forget to fill out the time of travel.
  3. Attach copies of all relevant receipts (printouts for e-tickets)
  4. Send the receipt copies and the original signed form to

Vladimir Klebanov
Institut für Informatik
Universitätsstr. 1
56070 Koblenz
Germany

The deadline for sending in claims is November 20th 2009.

FAQ

  • Can I fax or email you the form? No, we need the original paper with your signature. This is a legal COST requirement.
  • I'm attending other events before going back (coming here). How do I fill out the form? Fill out the travel times as if you did not attend the non-COST event.

Ċ
Vladimir Klebanov,
Oct 2, 2009, 3:08 AM
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