User’s Guide of Travel Reimbursement

This is a detailed guide about travel reimbursement process for participants, volunteers, youth workers, trainers (henceforward: participants) who are coming or going to any of our projects.
This information is an inseparable part of all Internal Partnership Agreement which Synergy Bulgaria Association and its project coordinators make. Read it carefully, please!

We do not accept any arguments or claims about travel reimbursement which are to fight what’s written here or if you did not read this information before your travel. It is because Synergy Bulgaria Association is only able to account and reimburse your expenses if we strictly follow the Bulgarian Tax Regulations and conditions of the Bulgarian National Agency of Erasmus+.

 

Contents

  1. General information
  2. Travel to the program
  3. Visa and visa travel reimbursement
  4. APV travel reimbursement
  5. Payments
  6. FAQ

 
General information

Participants are responsible to buy travel tickets on time, within the project dates.
Under no circumstances Synergy Bulgaria buys ticket for coming or going participants and under no circumstances Synergy Bulgaria is able to reimburse tickets which are bought before or after the project dates. In any case you are obliged to give the original documents.
In case of electronic ticket or boarding pass, it counts as original document.

Usually, the reimbursement process is the following:

  1. You buy your tickets following the reimbursement rules.
  2. You send your tickets scanned by e-mail to the project coordinator.
    (We need this in order to see your exact travel date and time and prepare for the registration. In this way you also save time when you give the original tickets on spot).
  3. Registration on spot, where you give all the necessary documents to the project coordinator as well your bank details, if needed.
  4. If you can not check in before your travel, you may do it during the program. In this case you give your boarding pass or ticket to the project coordinator when you checked in.
  5. As soon as you get back from the program, you send the original documents to Synergy Bulgaria office.
  6. Project coordinator waits until all of the documents arrive from all participants from the same country.
  7. We bank transfer the total amount of money to all participants from the same country.
    We transfer the money to the bank account of the sending organisation.

On all invoices Synergy Bulgaria’s name, address and VAT number must appear.
Under no circumstances we are able to accept invoices which does not contain the name and address of Synergy Bulgaria Association.

Invoice and postal address of Synergy Bulgaria:

Name:
Address:
Postal code:
City:
Country:
tax number:
Synergy Bulgaria Association
Moderno predgradie, block 8, ent. B, apt. 31
1360
Sofia
Bulgaria
176513483

These rules are applying for all of the projects that Synergy Bulgaria Association is coordinating, including Erasmus+. Below you find explanation based on Erasmus+ sub-programmes.
In case you are participants in a project funded by other programme than Erasmus+ the amount of reimbursement may differ.

 
Travel to the program

See the table below about each means of transport what documentation we need. You also find information about dates MUST appear on your travel documents. These are minimum requirements, if anything is missing we are not able to reimburse your travel.

Plane Train / Bus / Ferry Car
Documents – invoices- tickets– boarding passes (both direction) – invoices- tickets – driving licence- car registration document– invoice / ticket from the highway fee
Data – name, address and VAT of Synergy Bulgaria Association on invoice- your name– origin and destination– date of the journey (both direction)– price and currency of the journey
(preferably EUR)
– name, address and VAT of Synergy Bulgaria Association on invoice- your name– origin and destination– date of journey (both direction)– price and currency of the journey
(preferably EUR)
About the driver:– first and last name- legal address- date of birth– place of birth (city)About the car:– registration number– model (e.g. Fiat Punto)

– type of fuel (gasoline/diesel/LPG)

– capacity of the car engine (cm3)

Invoice: It is the document which proves that the payment was done. In each case we need name, address and VAT of Synergy Bulgaria Association on it, the price and the currency (preferably in EUR), date of the payment.

Ticket: This document shows the details of your travel: place and date of origin and destination, intermediate stops (transfers), price, name of the passenger.
IMPORTANT! If it is possible we request you to ask invoices and/or tickets which shows the price in EUR! It is a big support for our administration.

Boarding pass: It is to prove that you actually took the flight. It is the evidence you were on the plane.

Travelling by car: If you are coming by car there is a route registration document what we have to use to account these expenses. In this case we need only the invoice and/or ticket about the highway fees which occurred outside of Bulgaria. Within Bulgaria we need proper documents to prove that you bought vignette sticker + name, address and VAT of Synergy Bulgaria Association on it. The fuel consumption will be calculated by the distance you have travelled and the average fuel consumption amounts that Bulgarian legislation sets and we are obliged to use.
REMINDER! The average fuel consumption amounts that we must use might be less than the average in EU. There is no possibility to reimburse more than that for the fuel consumption. Obviously, highway tolls are not included, they are reimbursed additionally.

Travelling by bus: Make sure to have proper invoices and keep your original tickets. On each invoice we need name, address and VAT of Synergy Bulgaria Association on it, the price and the currency (preferably in EUR), date of the payment.

Amount you get: In Erasmus+ programme the amount of the maximum travel reimbursement is fixed and it is based on the distance between the participant legal address and the location of the program. In Erasmus+ there is a provided distance calculator what we are obliged to use to calculate the maximum reimbursement for each participant.
Here you find the distance calculator:
http://ec.europa.eu/programmes/erasmus-plus/tools/distance_en.htm

Type the origin of your travel and the location of the program and the given distance will be used to calculate your maximum travel reimbursement. Under no circumstances we are able to give you more money than the below table declares:

Distance EVS / Mobility of youth workers(e.g. Training course) Youth Exchanges
10-99 KM None 20 EUR
100-499 KM 180 EUR 80 EUR
500-1999 KM 275 EUR 170 EUR
2000-2999 KM 360 EUR 270 EUR
3000-3999 KM 530 EUR 400 EUR
4000-7999 KM 820 EUR 620 EUR
8000 KM or more 1100 EUR 830 EUR

Visa and visa travel reimbursement

Visa: If you need to obtain visa to enter Bulgaria we are going to reimburse your visa expense. For that we need an invoice and/or ticket which contains your name and the price of the visa. Maximum amount that we reimburse is set in the application by Synergy Bulgaria Association. Please contact the information letter of the program or the project coordinator to know the exact amount.
Information letters of Synergy Bulgaria Association programs: http://synergybulgaria.com/

Visa travel: If you have to travel from your home to obtain your visa, we are able to reimburse those expenses as well. You have to provide the same documents as it is explained above in chapter “Travel to the program” based on what transportation means you used.
Maximum amount we reimburse for visa travel is set in the application by Synergy Bulgaria Association. Please contact the information letter of the program or the project coordinator to know the exact amount.
Information letters of Synergy Bulgaria Association programs: http://synergybulgaria.com/


APV travel reimbursement

In case you participate on the APV (preparation visit) of your program, your travel is reimbursed by Synergy Bulgaria Association. The documentation what you have to provide is the same as in the chapter “Travel to the program“.
Maximum amount we reimburse for visa travel is set in the application by Synergy Bulgaria Association. Please contact the information letter of the program or the project coordinator to know the exact amount.
Information letters of Synergy Bulgaria Association programs: http://synergybulgaria.com/

If your participate in the actual program after the APV, normally Synergy Bulgaria Association reimburses your APV travel costs together with your expenses which occur when you travel to the actual program. Upon request we are able to reimburse your APV travel costs separately, before the actual program.


Payments

Synergy Bulgaria Association uses bank transfer to send the reimbursements. Normally we start the transfer when all documents arrived physically from all participants from the same country/sending organisation. Because of this reason we ask all of the participants and sending organisations to send original travel documents within two weeks after the program finished. You have to send the documents:

  • scanned to the project coordinator by e-mail and
  • original to our legal address by post. (see above)

We send the money to the sending organisation’s bank account and they are in charge of distributing the money to the participants. In exceptional cases there is possibility to send the travel reimbursements separately, so directly to the participant(s). This exceptional cases can be: legal issues, political situation etc. Synergy Bulgaria Association covers the costs of the bank transfer.

In each case we need bank account data which you provide during the registration on spot:

  • Account details
    • IBAN number / Account number
    • BIC/SWIFT code
    • Account holder name
    • Account holder address (number, street, postal code, city, country)
  • Bank details
    • Bank name
    • Bank branch
    • Bank address (number, street, postal code, city, country)

Calculation method:

The amount – how much you exactly get – depends on the following:

  • exchange rate of BGN-EUR and/or other currencies what we are obliged to use based on the contract we make with the National Agency
  • exchange rate of your bank of BGN-EUR and/or your other currency

If you bought ticket in EUR we simply exchange it to BGN with the given exchange rate and we start the bank transfer in BGN.

Example:
John is travelling from London to Sofia to an Synergy Bulgaria Association training course. Based on the distance calculator the distance is 2014.61 km which means he can spend maximum 360 EUR for his travel from London to Sofia and back. He spends only 100 EUR and he provided all necessary information completely.

Ticket (expected) price 100 EUR
Maximum reimbursment 360 EUR
Exchange rate given by the National Agency 1 EUR = 1,9585 BGN
Exchange rate your bank uses to convert BGN to EUR 1 EUR = 1,97 BGN

Calculation
1. 100 EUR * 1,9585 BGN = 195,85 BGN2. 195,85 BGN / 1,97 BGN = 99,416 EUR
Final amount of your reimbursement 99,416 EUR
Difference between expected and realized price – 0,584 EUR

*Obviously there are cases when you get a less than you spent.

If you bought ticket in other currency, first we exchange other currency to EUR and then to BGN and we start the bank transfer in BGN.


FAQ

What if the transportation company does not give invoice.

Buy your tickets through a travel agency and ask invoice from them.

My sending organisation pays for my travel and they need invoice on their own name.

In special cases we can accept invoice on behalf of the sending organisation. In those cases communicate it with the project coordinator.

What if they give me only invoice on my own name.

In some cases we can accept invoice on your name. In those cases communicate it with the project coordinator.

I will not travel from my own country. Is it possible to get reimbursement?

Contact the project coordinator ASAP. He/She asks permission specifically for your case from the National Agency. As soon as National Agency decides, we come back to you with concrete information on how much we reimburse you.

What if I quit from the programme before it ends?

We can not guarantee your full travel reimbursement. We have to contact the National Agency and they decide.

What if I want to get my reimbursement in cash on spot.

Unfortunately, it is not possible, we only bank transfer the reimbursement after the program.

I’m coming for a long-term project. What is the reimbursement process?

The documents you have to provide are the same as it is written above. You get your reimbursement in two parts:

  1. After your arrival we transfer you the travel cost you spent for coming to Bulgaria.
  2. When your program is finished and you sent back all the documents we need, we send the second reimbursement which covers your expenses from Bulgaria to your home.

My question is not listed or not answered in this guide. What should I do?

Please, read the information letter of your program or write an e-mail to the project coordinator.
Information letters of Synergy Bulgaria Association programs: http://synergybulgaria.com/


Last update: 09/05/2015

 
 

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