ONE YOUTH AMBASSADORS EXPENSES FAQ

What can we expense?

  • Public transport to and from activities directly related to the Youth Ambassador programme
  • (Event)Tickets, materials, printouts, … you were asked to purchase in order to participate to youth ambassador activities
  • Anything else? Follow step 1 here under: check with your Campaigns Assistant!

But what about travelling by car?

We understand that sometimes Youth Ambassadors would be required to travel by car. If this would be the case, please check this in advance with your Campaigns Assistant. If he or she agrees, you can be reimbursed the equivalent of your hypothetical travel by public transport. Note however, that in order to claim this amount, you need to be able to provide us with a receipt from the gas station that

  • Shows a date around the activity you were travelling to
  • Shows an amount equal or higher than the sum you wish to claim (i.e. the hypothetical travel by public transport).

How do we get reimbursed?

By always following these steps:

  1. First, always check with your Campaigns Assistant to approve your envisaged cost
  2. Keep the receipts (no receipts = no reimbursement)
  3. If the cost is slightly different than previously communicated, inform your Campaigns Assistant, so we can keep track of budget
  4. Provide us with
  5. a completed Volunteer Expenses form (see instructions below)
  6. the original receipts (scanned receipts can only be used as temporary solution)
  7. Your name, IBAN bank account, bank BIC/SWIFT/SORT code (only the first time)
  8. When? You need to submit your expenses to your Campaigns Assistant with the details mentioned above before the following dates:
  9. 20/04/2015
  10. 20/08/2015
  11. 10/12/2015
  12. If all in order, you will be reimbursed by bank transfer

When do we get reimbursed?

If you submit all required and fully completed forms as requested by the due date, you will be reimbursed three times throughout the programme:

  • End of April
  • End of August
  • Mid-December

Do I always have to wait until the next payment to get reimbursed?

In general, yes. However, we understand that at times expenses can amount to large sums. Therefore, you can request to be reimbursed before the scheduled payment if the total sum that you’re still due amounts to €200 or more.

How to complete the Volunteer Expense form:

  • Make sure you’re in the right sheet (‘expense form’)
  • Fill in your name and surname and submission date at the top
  • Describe the expenses one by one in the column ‘Expense’ - no receipt = no expense. Please be specific (e.g. Train from Rome to Naples; 200 flyers printed for “name of event”)
  • Write the number of the expense (1,2,3 etc) on each receipt you’re submitting
  • Select “Youth Ambassadors—650” in the Project Code column
  • Select “Brussels --325” in Department Code column
  • Select the appropriate category in the column ‘GL Account Code’: travel/ events/ material/ printing.
  • Fill in the date on which you made the expense
  • Fill in the amount (use . to include decimals, eg. 3.20)
  • Fill in the expense currency and select €
  • The total amount will appear automatically below
  • Fill in your details under the table: Bank Name, SORT (also called BIC or SWIFT) code, and IBAN
  • Print and sign at ‘volunteer signature’

Conclusion: a couple of golden rules

  • Always check with your Campaigns Assistant to approve beforehand your envisaged cost.
  • Keep your receipts!
  • Any doubts or questions? Check with your Campaigns Assistant, he or she will try and find the answer to your question asap.
  • Tip: use the volunteer release form to fill in each of your expenses immediately. This way you can keep track of your ‘administration’ and avoid having to do all the work at the last minute.
  • Provide your Campaigns Assistant with
  • Your name
  • IBAN bank number
  • Your bank’s BIC/SWIFT/SORT code