Claiming your expenses

If you participated in an ILGA-Europe event or meeting and you are entitled to claim the reimbursement of your expenses, please read carefully the guidelines below. It gives you information on what you can claim and how.
Download the Travel Expense Form (or available to download below) and send it with all original tickets, boarding passes (from/to) and receipts to:

ILGA-Europe
rue Belliard straat 12
1040 Brussels
Belgium

Guidelines and Rules for Claiming Expenses

To claim the expenses you incurred during any ILGA-Europe event or meeting, please use the ILGA-Europe Travel Expense Form (or available to download below) . It must be clearly filled in and sent back to ILGA-Europe Secretariat at the latest one month after the date of the event. Please read also the instructions below before filling the form.

All original receipts/boarding passes/invoices must be attached. The invoices, tickets, electronic tickets or receipts should show the date, the beneficiary (where it is the case), the amount spent and the currency.

• Travel and accommodation

Travel, accommodation and subsistence expenses must not exceed the best conditions available on the market nor be superior to the Commission's rules for those expenditures. Full details must be given of the journeys made including destinations, number of journeys, means of transport to be used and the number of persons.

»Travel

Travel expenses will be reimbursed within the following limits:

• the journeys have to be carried out by the most direct and economic route;

• train journeys: second class ticket;

• air travel: Economy fares will be the normal basis of reference (air travel allowed only for distances above 400 km, i.e return flight above 800 km);

• car journeys: equivalent of corresponding second class train ticket.

In case of any doubt or last minute booking, please always check with ILGA-Europe Secretariat before final booking.

» Subsistence

Subsistence is allowed if you reside more than 100 km from the place where event is held and covers accommodation and actual expenses on the production of supporting document. Actual expenses include local public transport and the main meals at reasonable prices not included in the programme of the event. Other expenses will not be accepted unless agreed in advance.

» Accommodation

The acceptable maximum accommodation cost is determined by the country where the event is held. Since most of our events take place in Brussels, as an example, hotel accommodation in Brussels in 2008 shall not exceed € 140 per night. Please consult the Secretariat for other countries.

»The following expenses are not eligible for refund:

• All taxi trips, unless no other means of transportation is available and specific authorisation from ILGA-Europe secretariat has been granted

• Heavy material being carried without specific authorisation

• Trips made in first or business class, or any class other than the cheapest

• All expenses related to car journeys

Exchange rates

The official monthly rate of the European Commission is available here.

Bank details and money transfers

Claimants are kindly asked to include the complete account number including SWIFT code and IBAN number and all bank details on the form at each time. Without this information transfers cannot be made.

If you have submitted a valid expense claim form and bank details, you can expect us to process your refund within 30 working days.

Reimbursements of costs in cash can only be considered on an exceptional basis and only if sufficient notice was given to the Secretariat.