Refund request procedure

This page contains information about which and how to submit all required documents to obtain refunds for attending the Workshop (if this funding was approved by the Project Team).

Please read the section What is funded? on the main Workshop page and the webpage on Travel refunding: EC Guidelines.

Project Team members (from BKA, MPS, CSCP) should follow normal refund procedures (login required).

The following steps need to be carried out in order to submit your refund requests:

• Prepare refunding request forms and collect all supporting documents
• Make a PDF scan of all these documents, and send this/these PDF(s) to workshop@s-five.eu
• Wait for approval of the scan by the Project Lead, then send all original paper documents by postal mail to the Project Lead; address:
  S-FIVE Project, NICC-DIN, Vilvoordsesteenweg 100, B-1120 Brussels, Belgium;
  please make sure to add the first two lines.
• Report back to workshop@s-five.eu when all refunds are OK/received

Please note the Project Lead will be out of office from July 4-23; please submit your scans ASAP.
Refunds will handled ASAP, but please note that additional postal mail transfers to, and processing by the ENFSI Secretariat will also be required.

Preparing your documents

Please fill in the following two forms, and supply:

1. Media:Monopoly-Bank-Transfer-Details-Form.doc
2. Media:Monopoly_Travel_Claim_Form_MP2011.doc
3. add all supporting documents (tickets, boarding passes, invoices, ... demonstrating and supporting that you actually payed for expenses where you submit refund requests for)

First form

The first form requires bank account information to be specified.
In the first box please fill in your name, and details about your employer.

In the next box fill in all information as requested for the person associated with the receiving bank account.
There are two posibilities, either:

• you (personally) will receive the refunds directly; please fill in your personal bank information (please note that you must be entitled to receive these refunds directly, i.e. this must be allowed by your employer, see also the two last questions (Q5 and Q6) that you answered when you submitted your Application Form), or,
• your employer will receive the refunds (because you are not allowed to). In this case: please fill in the following text into the last box ("Any Other Relevant Information"): "According to local rules, my employer must receive all refunds".

Second form

If possible please print this document on both sides of one single sheet of paper.

In the second form fill in:

Monopoly Programme: MP2011

Project code: Z5/S-FIVE

Box I: Your details, please add your full name, and add your e-mail address in electronic printed text, or in clear handwriting .

Box II: Destination Country/ Town or City: Brussels, Belgium
Purpose of Visit: Partially funded participant to the S-FIVE Workshop
Start Date: 15 June 2015, End Date: 18 June 2015

Box III: detail your journey (please add dates)
Please specify the exact amounts as listed on the supporting documents (tickets, boarding passes, invoices).
If costs are not specified in Euro in the supporting documents, please do not convert between currencies, the ENFSI Secretariat will do this;
However, if you have any supporting documents demonstrating the costs or currency conversion rate that would apply at the date that the expenses were made, you may supply them.
As indicated earlier the max. amount for travel refunds in 400 Euro; if your total travel costs would be higher, then please indicate in the last table row of Box III: "Total real cost: xxxx limited to 400 Euro" and fill in 400 Euro in the "Total" box attached at the bottom right of Box III.

Finally, add signature and date in the box "I have incurred ..."

Supporting documents

Please read the section What is funded? on the main Workshop page and the webpage on Travel refunding: EC Guidelines.

In recent years, some documents, e.g., boarding passes, have become "paperless" electronic documents. You may send these documents electronically (to workshop@s-five.eu), but when sending your complete records by postal mail please send a printout version too.

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The hardcopy documents will be sent to the ENFSI Secretariat after verification and signing by the Project Lead.
If anything goes wrong, the ENFSI Secretariat may decide to contact you directly; hence:

In case you would need the postal mail address of the ENFSI Secretariat:

ENFSI Secretariat,
Aleja Wyzwolenia 3-5/29,
00-572 Warsaw 
POLAND

The ENFSI Secretariat can be contacted via secretariat@enfsi.eu
Please make sure to clearly indicated the information about S-FIVE Project (i.e.: MP2011 Z5/S-FIVE).
Please note that any refund request will require the formal signature of the Project Lead.

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History of this page

22/06: initial release; important updates will be indicated in color, and/or sent out via e-mail (on a person-to-person basis if needed).