Reimbursement policy of Smokinya Foundation


DOWNLOAD AND PRINT THE TRAVEL PLANNER
PDF PNG JPG


Get to know the info pack of the project you have been approved for participation.
It contains important details.
In the info packs the maximum amounts per person for a round trip are stated.

Should you have a question, contact us: info@smokinya.com.

Remember
Keep every original tickets, boarding passes, receipts and invoices.
If you use an app, make screen shots – often some companies do not provide access to expired trips.


You may also want to check How to get to Plovdiv guide


Remember that contribution to the return travel costs of participants (reimbursement of travel) is meant to support you with travelling and is NOT expected to cover absolutely 100% of your travel expenses, neither it is expected to leave you with extra money on top (profit). Reimbursement takes time, and you must actively participate in the process. Eligibility of travel cost depends on rules and Smokinya Foundation is here to observe them and inform you.


Important

Always choose the most economy option!
Your travel must start from the country where your sending organisation is, to Plovdiv in Bulgaria, and back to your sending country. If you exceed the maximum amount, you must cover the difference at your own expense. We ask you to choose the most economical tickets. First-class tickets, luxury services, including taxi are not eligible.

Rarely exceptions might apply ONLY communicated and approved by the Smokinya Foundation representative in written.


Reimbursement is a process, and as such it is different from country to country, depending on national regulation and bookkeeping rules.

For projects in Bulgaria you must provide all original tickets, boarding passes, receipts and invoices.
That means, after the project, when you get back home, you must mail by registered post (with tracking number) all your original travel documents that you got.

It might take between 30 and 50 business days to be completed as a process and highly depends on your active participation in providing your travel documents in a timely manner.
Keep every original tickets, boarding passes, receipts and invoices.
If you use an app, make screen shots – often some companies do not provide access to expired trips.


The travel has to happen a maximum of 1 day before / 1 day after the training. Sightseeing and touristic activities are not allowed.
Accommodation and food are provided only for the days of the training. Should you arrive earlier, you must cover your expenses and make your bookings. Same with departures.


No late arrivals, after the first day of the program.
No early departures, before the last day of the program.


Where available, ask for an invoice in the name of:
Smokinya Foundation
UIN 177019886
12 Betoven Str., Plovdiv 4000

If that is not possible, your names MUST to appear on the invoice, or other travel document.


In a nutshell:

1. reimbursement is a process and it takes time (30-50 business days)
2. choose the most economical travel options
3. we all must follow:
– the the national requirements of the Erasmus+ programme enforced by the National Agency of Bulgaria;
– the national regulation and bookkeeping rules.
4. keep and provide original travel documents (tickets, invoices, boarding passes, receipts etc.) within the deadlines given by the organisers
5. organise and implement follow-up / dissemination activity in your country of residence
6. ONLY 1 transfer will be made for each country – division of the reimbursement money is responsibility of the participants
7. anything not mentioned here, clarify with the Smokinya Foundation staff.


Carpooling is a great way to have a trip and be sustainable, as far as you meet the requirements and you are willing to do the extra work, considering some extra risks.

In order to be eligible for travel reimbursement for carpooling, you need to have:

* preferably 3 people (or 4-5) traveling together in the car.
* have international car insurance
* provide car papers (year, make, model, fuel type, consumption per 100 km.)
* pay as you go your fuel, toll fees and collect every receipt in original hard copy
* shared car ride (carpooling) also hides risks like unexpected car mechanical, or electronics problems that you may need to solve abroad, and pay for that – those are NOT reimbursable expenses
* carpooling is also risk for us as host organisation to ensure your participation and not dropping out, so we will ask you to pay via bank transfer a NON-REIMBURSABLE security deposit of 50 EUR per person traveling by car
* as far as accountancy is concerned, Smokinya Foundation is obliged to follow Bulgarian accountancy and bookkeeping rules and your travel fuel and toll fees reimbursement is subject to evaluation. It might be that you get partial reimbursement up to limits fixed by Bulgarian norms per car make, year, model, fuel.
* subject of evaluation and approval is route, which has to be the shortest, and realistic fuel consumption (if it really incurred).

Should you have a question, contact us: info@smokinya.com.


Green travel
Green travel in general relates to environmental sustainability: the project is designed in an eco-friendly way and incorporates green practices (e.g. green travel). Green travel is the one that use low-emissions means of transport for the main part of the travel, such as bus, train or car-pooling (with 3 or more people on board).

For the green travel in the case of car pooling, look above for details.

For green travel with bus and / or train, you must consider some extra risks.

* unexpected delays and cancellations
* bus and train ticket reservations might be not possible for several weeks before the travel, and that is also a risk for us as host organisation to ensure your participation and not dropping out, so we will ask you to pay via bank transfer a NON-REIMBURSABLE security deposit of 50 EUR per person traveling by bus, or train
* in duly justified cases, there might be extra financial support for up to 6 days if the trip takes that long. In case participants need additional travel in order to reach the location where the activity starts, they are also entitled to travel support, including “green travel” where applicable. Subject to request, justification, and approval.

Should you have a question, contact us: info@smokinya.com.


Smokinya Foundation reserves the right to change, or modify, some of those details above, based on contractual requirements and limitations of EU financed project.

Failure to follow the above mentioned steps may lead to delayed, or cancelled reimbursement.


Should you have a question, contact us: info@smokinya.com.