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Basis for the reimbursement of expenses for Board members and delegates and experts attending Europa Uomo meetings, AGM and other seminars

Approved by the Europa Uomo Board 9th August 2024

1. General 

Costs are reimbursed to delegates and experts who are invited by Europa Uomo to attend Europa Uomo meetings or other meetings on behalf of Europa Uomo. 

Attendance to meetings on own initiative and without prior authorisation of a board member will not be reimbursed. 

Partners are welcome to join but need to cover their own and extra costs. 

Attendance to the GA: Europa Uomo will reimburse the cost of two delegates per country. 

Costs are only reimbursed if evidence is supplied by receipts and/or invoices. 

In order to be reimbursed cost spending by delegates should be “within reason”. As a general rule “same comfort as home” should be applicable. In special cases prior authorisation is advisable. 

The Board may decide to change these rules by Board decision. 

2. Travel 

Travel is reimbursed on the following basis: 

In principle, only journeys from the delegate’s home place to the venue and versa will be reimbursed. However, under exceptional circumstances, indirect journeys can be granted when duly justified and authorised by the Treasurer prior to the meeting. All receipts must be attached to the reimbursement form. Any exception to the rule will result in the expenses not being reimbursed, except in the instance of the Treasurer being fully informed, and having approved such specific case. 

2.1. Air 

For flight sections economy class fare will be reimbursed. Early booking is recommended to limit costs. For flight costs over 600€, an authorisation from the Treasurer or the Chairman is required prior to booking. 

In extraordinary circumstances such as long flights Business class tickets will be reimbursed for flight sections of more than 6 hours or when economy class is not available. An authorisation from the Treasurer (or in his absence from the Chairman) is required prior to booking. 

The use of two or more different airlines for the same return journey will only be permitted if the cost is equal to or lower than a direct flight or where appropriate. 

Regardless of the number of stopovers, flights are reimbursed up to the cost of the ticket for the most direct route. 

2.2. Train and Bus 

Train and bus return travel will be reimbursed in premium economy for international travel, in first class for national travel during rush hours. 2 

2.3. Flexibility/change of bookings 

To enhance delegates’ flexibility, if the finishing time of a meeting fluctuates by more than 4 hours prior to the scheduled ending time, a new return ticket in the same category or superior class, if economy is not available, will be covered by Europa Uomo. Flexible tickets should nominally be purchased. 

In any event, only amendments resulting from changes in meeting scheduling will be covered by Europa Uomo. 

In case a delegate decides not to attend the full meeting, prior authorisation the Treasurer (or in his absence from the Chairman) must be obtained. No extra costs linked to any travel ticket amendments (unless authorised by Europa Uomo) will be covered. 

2.4. Car/taxi travel 

Travel by private car, bus, or taxi to the airport or train station will be reimbursed. 

Reimbursement for car journeys will be paid at a rate of € 0.4269 per km, inclusive of all costs. For travel by car above 1.000 km, the traveller has to get an authorisation from the Treasurer (or in his absence from the Chairman) is required prior to the meeting. 

No additional costs will be taken into account other than tolls. Parking costs will be reimbursed. 

Taxi fares may be reimbursed in exceptional circumstances, such as emergency meetings, unavailability of other means of public transport, and is duly justified. 

3. Daily allowance 

An additional €10 or €20 (€10 per any one travelling day) will be granted to all delegates for participation in Europa Uomo meetings without claim or receipt in respect of minor incidental expenses which may be incurred in the course of travelling to and from the meeting. 

4. Hotel expenses and Incidental Expenses 

Hotel bills for events organized by Europa Uomo are generally picked up directly, except for additional nights. Attendees coming with their partner are expected to bear the additional cost. 

In other instances (individual trip approved by the Chairman) to control costs a mid-class hotel should be the privileged. 

5. Cancellation policy 

Should a delegate be unable to attend a meeting for any reason, the Chairman should be informed at least 48 hours before the meeting. 

If notice is not given 48 hours in advance, Europa Uomo may charge the delegate to bear the costs. 

6. Reimbursement claims 

Delegates should forward reimbursement claims to the Executive Secretary and copy to Treasurer within 30 days counted from the last day of the meeting. Claims submitted at a later period may not be reimbursed. The following documentation is required when forwarding claims: hotel invoices (original only), travel tickets or travel invoices with the amount paid clearly indicated and inbound boarding passes for travel arrangements. 3 

Non-documented expenses will not be reimbursed. 

7. Payments 

Any additional expenditure, not covered above, will have to be paid by the delegates or their organisations. 

All reimbursements will be made through bank transfer. No other payment method is available. 

In order to process reimbursements, accurate financial details need to be submitted to confirm the identity of the account holder and additionally to confirm the correctness of the bank account details, in particular the IBAN given, according to EC Regulation No 2342/2002 of 23 December 2002; published in the Official Journal of the European Communities on 31 December 2002 (OJL357). 

Rules for accompanying partners 

Accompanying partners pay: 

- for their own travel 

- for the difference Single/Double room per night 

- €20 per attended lunch or dinner