Claim Form for Reimbursement of Travel & Subsistence Costs(Only for Members of Label Committee)

Status of document: 08/11/2013

ENAEE

Claim Form for Reimbursement of Travel & Subsistence Costs(only for Members of Label Committee)

Please complete all sections and submit expense claims within 2 calendar months of the date(s) of expense(s) to:
FEANI SG –Avenue Roger Vandendriessche 18, B-1150 Brussels-Belgium

Member making the claim

Name of Member
Name of the person making the claim
(if different from LC Member)
Address
Tel
Fax
E-mail

Banking details

Name of the bank
Address of the bank
Account number and code / Name Beneficiary
Bank IBAN code + BIC
Your reference of claim
(you want to be shown on the payment)

Meeting

Place of meeting / Country: / City: / Number of days:
Dates (including travel) / From: ……………………/………………/ 200…. at …….:…….. Hr
To: ……………………/………………/ 200…. at …….:…….. Hr

Details of the claim

Air/train ticket attached
(a "must" for reimbursement) / Amount in local currency (1) or Amount in EURO
4.1. Travel costs / YES / NO
Reimbursement claimed
Section reserved to treasurer / Amount reimbursed by treasurer
(see notes for claims for expenses)

(1) If different currency from EURO, change rate calculated by treasurer.

4.2. Accommodation/subsistence / Amount in local currency (1) or Amount in EURO
Reimbursement claimed
Section reserved to treasurer / Amount reimbursed by treasurer
(see notes for claims for expenses)

(1) If different currency from EURO, change rate calculated by treasurer.

4.3. Amount reimbursed / Amount in EURO
Section reserved to treasurer / Total amount reimbursed by treasurer
(see notes for claims for expenses)

Date and signature of the claim

Date of the claim :
……………./……………../ 200…… / Signature by the Member:

notes for CLAIMS FOR EXPENSES

Reimbursement will apply only to expenses not covered by a non ENAEE source.

LC members are expected to use always the least expensive options when travelling.

Travel costs

For journeys inside cities, public transport should be used. Taxi fares will be reimbursed only where no suitable public transport is available.

For journeys up to 400 km (one way) rail travel (economy class) is preferred. If air travel costs are the same or less, then these costs will be reimbursed.

For journeys over 400 km (one way) air travel (economy class) costs will be reimbursed.

If it is necessary to travel by private car, a rate of €0.35 per km. will apply.

Accommodation

Where possible, LC meetings should be scheduled in one day without the necessity for overnight hotel accommodation.

However, where there are no feasible journeys in the morning of the meeting or after the meeting for any individual member, the cost of one night’s hotel accommodation will be reimbursed. The cost of the accommodation should be in line with the cost of the meeting city’s normal business level hotel room.

Meals

Where meetings take place over a full day, ENAEE will offer lunch and light snacks, normally during the meeting.

In exceptional cases,at the discretion of the Chair and with the prior approval of the Treasurer, dinner will be offered by ENAEE.

Receipts and tickets

Reimbursement will apply only where receipts and/or tickets are provided.All reimbursement claims should be accompanied with original receipts and/or tickets. However, if original receipts and/or ticketscannot be provided, the ENAEE secretariat will acceptcopies of the receipts and/or tickets.