Frequently asked questionsregarding reimbursement of travel expenses
- Where can I find information regarding reimbursement of accommodation and travel costs for the meeting that I attended at the EMA?
All information regarding reimbursements can be found in the document ”Reimbursement of Expenses for delgates and experts attending meetings”; which delegates receive together with their invitation to the meeting.
- How to claim reimbursement?
Please complete the Reimbursement form in full which is presented to you at the meeting, and return to a member of the Meeting and Conference Organisation team; together with any travel documents (applicable for non EMA travel and accommodation arrangement bookings).
- What expenses are covered by the Daily allowance?
The daily allowance is intended to cover a variery of miscellaneous expenses such as: meals, local transportation (return transport from the airport or station including taxi), car parking, and any national bank charges that may apply.
- I would like to book my hotel accomodation and travel myself. How much would the EMA reimburse?
Hotel accomodation will be reimbursed up to a maximum rate of £160.00 per night, including breakfast and tax. The cost for a flight or train ticket will be reimbursed in full, providing that the travel is booked under a standard non-flexible economy fare. However, the EMA ceiling rate for an economy flight or a standard class train ticket, provided by our Travel Agent will apply on all other higher classes of travel.
- I attended more than one meeting at the EMA; do I recieve all of my reimbursements together?
The meetings are processed individually, therefore it is most likely that you will receive more than one remittance advice covering each meeting reimbursement; which may be paid at the same time. Delegates attending consecutive meetings are identified with a [*] alongside their name on the Remittance advice.
- How can I submit a travel invoice and/or hotel bill for reimbursement that I booked myself?
Invoices and/or hotel bills can be submitted either:
Directly at the time of the meeting to a staff member from the Meeting and Conference Management Department.
Please send a copy of an applicable document/s (i.e boarding pass, travel invoice and/or itinerary, hotel invoice) by e-mail to:
- Who should I contact at the EMA if I have any questions or require assistance, in reference to the EMA Meeting reimbursements?
For any questions or queries with regards to the reimbursement of expenses, please send your e-mail to
For any questions or queries relating to the Financial Identification form (bank details), please send your e-mail to . Please note that if you have already submitted your bank details and received first payment you do not have to fill in the Financial Identification form again, however if you would like to change your existing bank details please complete a new FIF, quoting your EMA account number (this number can be found on the Remittance advice you receive by e-mail).