Útiköltség visszatérítés szabályai

This is a detailed guide about travel reimbursment process for participants, volunteers, youth workers, trainers (henceforward: participants) who are coming or going to any of our projects. Read it carefully as this information is an inseperable part of all Internal Partnership Agreement what Egyesek Youth Association and its project coordinators make.

We do not accept any arguments or claims about travel reimbursements which is to fight with what written here or if you did not read these information before your travel. It is because Egyesek is only able to account and reimburse your expenses if we strictly follow the Hungarian Tax Regulations and conditions of the Hungarian National Agency of Erasmus+.

Participants are responsible to buy travel tickets, on time, within the project dates. Under no circumstances Egyesek buys ticket for coming or going participants and under no circumstances Egyesek 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 electronic ticket or boarding pass it counts as original document.

Usually the reimbursement process is the following:

  1. You buy your ticket following the reimbursment rules.
  2. You send your tickets scanned by e-mail to the project coordinator. (This we need 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 the spot.)
  3. Registration on the 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 Egyesek office.
  6. Project coordinator waits until all of the documents arrive from participants coming from the same country.
  7. We bank transfer the money connected to all particpants from the same country. We make one bank transfer per country.

On the invoices Egyesek name and address must appear. Under no circumstances we are able to accept invoices which does not contain the name and address of Egyesek, especially travels within Hungary.

Invoice and postal address of Egyesek as well location of our office:

Name: Egyesek Youth Association
Number: 14/B
Street: Radnóti Miklós utca
Postal code: 1137
City: Budapest
Country: Hungary
VAT: 18239799-1-41

See the table below about each means of transport what documentation we need. You also find information about datas 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
  • invoice
  • ticket
  • boarding passes (both direction)
  • invoice
  • ticket
  • driving licence
  • car registration document
  • invoice / ticket from the highway fee
Datas
  • name and address of Egyesek on invoice
  • your name
  • origin and destination
  • date of the journey (both direction)
  • price and currency of the journey (preferably EUR)
  •  name and address of Egyesek 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 family name
  • legal address
  • mother’s first and family name
  • date of birth
  • place of birth (city)
  • tax number (of the driver)

About the car:

  • registration number
  • type (e.g. Fiat Punto)
  • type of fuel (benzin/diesel/gas)
  • capacity of car (cm3)


Invoice:
It is the document which proves that the payment was done. In each case we need Egyesek name and address 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 regsitration 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 occured outside of Hungary. Highway within Hungary needs to be proved by proper invoice with the name and address of Egyesek. The fuel consumption will be calculated by the distance you have taken. Hungarian Tax Ministry give a price for the fuel/100 km every month what we are obliged to use.
REMINDER! The calculation we have to use for fuel consumption is much less than the average in EU. It is around 0,12 EUR/km we have to calculate with based on the Hungarian Book-keeping Law. 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: If you are travelling from a location which is covered one of the bus company which operates in Hungary, we suggest you to buy your ticket through their online platform. In this case 100% sure that you receive proper invoice. Both bus company have English site and you are able to buy the tickets online:
Volánbusz / Eurolines
Orangeways
LuxExpress
Ecolines
FlixBus

Travelling by public transportation in Budapest: You can buy tickets for public transportation in Budapest either from a cash register or from the ticket machine. At the cash register you can ask invoice on Egyesek’s name by asking the cashier. From the ticket machine you can also ask invoice by our QR code. Please download and print it before your trip so you can easily ask invoice from the machine. The ticket machine operates in several languages. Download QR code
More info in English about Budapest public transportation: http://www.bkk.hu/automata/jegyek-berletek/

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 – which is your legal address – 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 / Youth Exchanges / Mobility of youth workers
10-99 KM 20 EUR
100-499 KM 180 EUR
500-1999 KM 275 EUR
2000-2999 KM 360 EUR
3000-3999 KM 530 EUR
4000-7999 KM 820 EUR
8000 KM or more 1300 EUR

Visa: If you need to obtain visa to enter Hungary 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 we reimburse is set in the application by Egyesek. Please contact the information letter of the program or the project coordinator to know the exact amount. In all cases we need a stamp on the receipt what you get about your payment for the visa. Hungarian National Agency does not accept visa payment receipts without stamp! If the stamp is not there ask immediately the Embassy or Consulate to put.

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 on chapter “Travel to the program” based on what transportation mean(s) you use.
Maximum amount we reimburse for visa travel is set in the application by Egyesek. Please contact the information letter of the program or the project coordinator to know the exact amount.

Information letters of Egyesek programs

In case you participate on the APV (preparation visit) of your program, your travel is reimbursed by Egyesek. 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 Egyesek. Please contact the information letter of the program or the project coordinator to know the exact amount.

If your participate in the actual program after the APV, normally Egyesek 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.

Information letters of Egyesek programs

 

Egyesek uses bank transfer to send the reimbursments. Normally we start the transfer when all documents arrived phisically 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 make one bank transfer per country to the sending organisation’s bank account or to one of the participants bank accounts, 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. Egyesek covers the costs of the bank transfer.

In each case we need bank datas what you give during the registration on spot:

  • Account details
    • IBAN number / Account number
    • Sort code
    • 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 HUF-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 HUF-EUR and/or your other currency

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

Example:
John is travelling from London to Budapest to an Egyesek training course. Based on the distance calculator the distance is 1449,09 KM which means he can spend maximum 275 EUR for his travel from London to Budapest and back. He spent only 100 EUR and he provided all necessary information completely.

Ticket (expected) price 100 EUR
Maximum reimbursment 275 EUR
Exchange rate given by the National Agency 1 EUR = 298,76 HUF
Exchange rate your bank uses to convert HUF to EUR 1 EUR = 301,52 HUF
Calculation
  1. 100 EUR * 298,76 HUF = 29876 HUF
  2. 29876 HUF / 301,52 HUF = 99,08 EUR
Final amount of your reimbursement 99,08 EUR
Difference between expected and realized price 0,92 EUR

*Obviously there are cases when you get a bit more as you spent.

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

Example:
Ivan from Georgia is travelling from Tbilisi to Budapest to an Egyesek training course. Based on the distance calculator the distance is 2130,42 KM which means he can spend maximum 360 EUR or equal amount in GEL (Georgian lari) for his travel from Tbilisi to Budapest and back. He spent only 100 GEL and he provided all necessary information completely.

Ticket (expected) price 100 GEL
Maximum reimbursment 360 EUR (837,2 GEL)
Exchange rate given by the National Agency 1 GEL = 0,43 EUR
1 EUR = 298,76 HUF
Exchange rate your bank uses to convert HUF to other currency 1 HUF = 0,0072 GEL
Calculation

  1.  100 GEL * 0,43 EUR = 43 EUR
  2.   43 EUR * 298,76 HUF = 12833,78 HUF
  3.   12833,78 HUF * 0,0072 GEL = 92 GEL
Final amount of your reimbursement 92 GEL
Difference between expected and realized price 8 GEL

*Obviously there are cases when you get a bit more as you spent.

  • 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.
  • I can only ask invoice on my own name.
    In special cases we can accept invoice on your name.

  • 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 decided 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.

  • I want to get my reimbursement in cash on spot.
    Unfortunately it is not possible, we can only transfer the reimbursement.

  • 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 Hungary. If you participated on an APV we reimburse that travel costs as well.
    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 Hungary to your home.

  • My question is not listed or not answered in this guide.
    Please contact the information letter of your program or write e-mail to the project coordinator.
    Information letters of Egyesek programs