Summary of reimbursement rules according to the COST Annotated Rules - July 2021

GENERAL INFORMATION
Following the principle of good governance, financial soundness, and efficiency, participants to an Action event shall:
  • Choose the most economical means of transportation.
  • Make their transportation arrangements as early as possible upon receipt of the e-COST official invitation to the approved activity.
  • Avoid double funding. The participants shall declare via e-COST when submitting their Online Travel Reimbursement Request (OTRR) that they will not receive a reimbursement or any allowance from a third party to support their attendance at the approved COST activity for which they are submitting a claim.

E-COST PROFILE
  • If you don’t have an e-COST account, please register HERE, and check that your profile data on e-COST are correct and updated.
  • Remember to accept the invitation received through e-COST before the event.
  • Sign the attendance list on each attended day.
  • Submit via e-COST a completed Online Travel Reimbursement Request (OTRR) as soon as possible and not later than 15 calendar days after the end of the event.

ELIGIBLE EXPENSES

LONG DISTANCE TRAVEL
  • Long-distance travel is any travel above 100 km one way from the legal entity of affiliation of the participant (as encoded in the e-COST profile) to the meeting venue or from the meeting venue to the legal entity of affiliation.
  • Long-distance travel may be by train, ferry, bus, plane, or car.
  • The incurred long-distance travel expenses are reimbursed on face-value, up to a maximum of EUR 1500 (cancellation insurance included, for the roundtrip).

On top of the administrative requirements the participants shall attach supporting documents which shall clearly detail:
  • The name of the service provider.
  • The mode of transport taken.
  • The full price paid for the ticket.
  • The name of the passenger if applicable.
  • The travel dates, departure, and arrival times (an invoice only showing the amount will not suffice).
Failure to provide the required supporting documents with the information mentioned above may lead to the rejection of the claim.


CAR TRAVEL
  • Car travel is limited up to 2000 km for the entire journey.
  • Car travel shall be reimbursed at EUR 0,35 per km.
  • If multiple participants travel together, only ONE person may claim the reimbursement of the number of km. Other eligible participants travelling in the same car are not eligible for the reimbursement of the car km.
  • km to be reimbursed have to be proven by google maps, mappy or similar tools.
  • When the overall one-way travel to the event location covers a distance shorter than 100 km without crossing any Country border, car travel is considered as local transport and is included by the daily allowance.

ACCOMMODATION / MEALS / SHORT-DISTANCE TRANSPORT
The reimbursement of incurred expenses for accommodation, meals, and short distance travel (<100km) is paid as one lump-sum amount known as daily allowance (NO invoices needed).
Daily allowance rate is based on the country where the event takes place (to be found HERE), and is calculated against:
  • The number of days of attendance to the event (as confirmed against the signature on the attendance list).
  • The participant may arrive on the day before the event commences and/or leave one day after the event finishes.
  • The participant’s travel start and end dates and hours: Travel START means the day and time when you get out from your home/office and start your travel for going to the meeting. Travel END means the day and time when you get back to you home/office and you end your travel after the meeting.

NON-ELIGIBLE EXPENSES
The following expenses may never be claimed as travel expenses:
  • Any expenses claimed on top of the daily allowance or long-distance travel such as: taxi or parking expenses, fuel costs, carbon tax, toll charges, car rental expenses linked to car travel, additional accommodation or meals.
  • Conference / registration fees.
  • Lecture fees and honoraria.
  • SMS costs, photograph cost or photocopies, postage expenses or service fees associated with obtaining visas.
  • Life and medical insurance – expenses related to addressing / treating health issues.
  • Luggage insurance.
  • Fees, charges, and/or penalties linked to a participant changing or having to rebook travel tickets.
  • Wi-Fi, telephone, internet, laundry and mini-bar consumption expenses.
  • Printing and postage expenses.
  • Regional and/or national taxation fees; stamp duty expenses.

​Should you require any kind of assistance, please contact the Grant Holder prior to making any bookings.
(Alberto Mattedi: alberto.mattedi@fmach.it)