Reimbursement

When participating in an event organised by Caritas Europa, all member organisations can expect reimbursement as follows:

• EU countries + Iceland and Norway are eligible for funding for activities organised under the Caritas Europa CARES III programme (co-funded by the European Union). Caritas Europa will therefore cover travel and accommodation expenses of the participants of CARES events from member organisations from these countries. Exceptions might be possible on a case-by-case basis.
• For participants in CARES events from Caritas Europa members in countries that are not covered by CARES and for activities not funded under CARES, travel costs can be covered under the Caritas Europa Travel Support (CETS) conditions.
• Only 2nd class tickets of flights and trains can be reimbursed.
• Reimbursement ceiling for direct flights in the EU is €300.
• Reimbursement ceiling for flights with transfer or outside of the EU is €500.
• Flights with higher costs will only be reimbursed after previous authorisation of the Caritas Europa Secretariat: Marc Somers (msomers@caritas.eu).
• Taxi expenses are usually not reimbursed. In exceptional cases, proof needs to be provided that the expense was reasonable and explicitly motivated if a reimbursement is requested.
• If a participant cannot travel as planned and his/her trip needs to be cancelled, reimbursement can only be claimed in exceptional cases. Clear proof of the reason for the cancellation needs to be provided and Caritas Europa will then decide on a case-by-case basis. It is therefore recommended to have travel insurance.

How to claim reimbursement

• Hard copies of the reimbursement form together with back up documents should reach Caritas Europa secretariat no later than 1 month after the event.
• The expenses claim template must be accompanied by the original invoices, boarding cards and flight tickets. (You will find the expenses claim template in the page of the event you participated in).