Reimbursement

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

Target group

The following applies only to the participants registered for the WG meeting. Students registered for the Training School will receive a flat sum grant and do not need to record their expenses. They do need to follow the e-cost procedure outlined in the emails sent from e-cost though.

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 long-distance travel receipts only (e-tickets are to be submitted as email printout). Do NOT submit receipts for: hotel, public local transport, and meals.

  • 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 at EUR 20,- / meal and only if funds allow (decision of the Management Committee).  
  • Here is a very short official document with the current COST rules on reimbursement. 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 (e-cost)

Your reimbursement will be handled by the Action Grant Holder (Karlsruhe Institute of Technology) and not by the COST Office. Please do NOT submit your reimbursement claims to the COST Office in Brussels. Please direct ALL questions on reimbursement to Vladimir Klebanov.

You should have received an official invitation email for this meeting from e-cost@cost.eu. The email contains the links to accept/decline the invitation. This link will also let you download a personalized claim form after you have created an account at the e-cost site (most participants already have one). The claim form has to be submitted on paper.
  1. After the meeting: Fill out and sign the claim form. Please do not forget to fill out the time of travel.
  2. Attach copies of all relevant receipts (printouts for e-tickets)
  3. Send the receipt copies and the original signed form to
Vladimir Klebanov
Institut für theoretische Informatik
Am Fasanengarten 5
76131 Karlsruhe
Germany

The deadline for sending in claims is July 10th..

FAQ

  • 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.
  • Can I fax or email you the form? No, we need the original paper form with your signature. This is a legal COST requirement.
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