Travel Reimbursement Request

Please provide official invoices (booking confirmations are not sufficient), airline tickets, (screen shots of) boarding passes or boarding confirmations (really needed!), bus and train tickets (and/or overviews of the journeys with the public transport). Please keep all matters relating to the trip in a safe place, so that the travel expense settlement can proceed smoothly. When in doubt, drop by room 139 (preferred) or send an email to travel@mpi.nl.

For the reimbursement of your travel expenses, please use the Travel Reimbursement Request form. Travel reimbursements should be provided within six months after travelling. After this deadline had passed, travel expenses can no longer be reimbursed. All travel reimbursements will normally be settled within four weeks upon receipt. Please don't wait a few months or until you get a reminder.

The settlements will be automatically sent by email (sender will be wintrip@wintripweb.de with the subject: "Reise abgerechnet/trip settled (date of business trip)") as soon as the travel expenses are worked out. Please keep in mind that the bank transfer will be made once a week, so it can happen you have to wait a few days.

Please see BTR, Means of travel.

Additionally, please take care to adhere to the check-in times which are mentioned on the flight ticket. If the airline company refuses to transport you due to late arrival, you have to bear the additional costs. 

In the Netherlands, you have to use the OV-chipkaart or OVpay for all public transport travels (bus, tram, metro, train). For more detailed information, please check OV-chipkaart or OVpay. For your reimbursement it is necessary to have a detailed overview regarding your trip and the fees paid, those are available for download. 

Instead of being reimbursed for additional expenses for meals, business travelers will receive a daily allowance. When meals are officially provided free of charge, 20% is deducted from the daily allowance entitlement for the relevant day for breakfast, and 40% of the daily allowance for a full calendar day for both lunch and for the evening meal.

In principle, you have to pay the hotel costs yourself, but please make sure that the hotel invoice, due to fiscal reasons, is issued to the address of the MPI. If the accommodation costs exceed the maximum amount (Germany often maximum €70 without breakfast, please check with Arnold Harbers or your secretary what the actual amount (the price limit for hotels with breakfast) is, for foreign countries too), please indicate why it was necessary to book this hotel. This information can be given in the reimbursement request.

If the costs for breakfast are shown separately on the invoice with the correct MPI address, we will also reimburse the full price of the breakfast. 20% of the total per diem will be deducted for the breakfast.

The costs for the use of taxis are only reimbursed if compelling reasons exist. Always add a justification.

Please make sure that you always add all original receipts to your reimbursement forms. For example your flight invoice, boarding pas(ses), bus and train tickets, hotel invoice (should be issued on MPI address), conference fee payment, etc. Regarding the boarding passes; nowadays it is also possible to check in for flights via your mobile phone, in which case you do not get a cardboard boarding pass. For the reimbursement of your expenses, we just need the boarding passes, so please make screenshots and/or print them out. 

Reimbursement will be made for the following expenses:

• Conference fee (dinner of banquet which have been booked separately cannot be reimbursed because a daily allowance will be paid)
• Hotel costs (be aware of the price limits)
• Telephone and internet: only for business purposes (please give a short written explanation)
• Public transport (train, bus, metro, etc., see OV-chipkaart/OVpay information)
• Flight and train tickets (invoices, tickets and boarding passes needed)
• Car: please consider that the use of your own car is at your own risk! Using your own car is only allowed as an exceptional case and only if the institute car is not available. The reimbursement for your own car will be €0,20 per km, up to a maximum of €150,00.
• Check-in time flights: please take care to adhere to the check-in times which are mentioned on the flight ticket. If the airline company refuses to transport you due to late arrival, you have to bear the additional costs.

If you have any questions or comments, please contact Arnold Harbers or go see him in room 139.