Equinet covers travel costs for members participating in our events, following the reimbursement rules set by the European Commission (EC). Members are required to book their own travel and submit travel information and expenses for reimbursement to the Equinet Secretariat.
Before you book your travel, please read below the complete rules and the steps needed to register, confirm your participation, and claim expenses.
Reimbursement Rules
- Reimbursement is capped at the EC-defined unit cost for the travel distance. Please see the table below for maximum allowed reimbursement. Participants or their organizations are responsible for any excess costs.
- Reimbursement claims must be submitted within 2 weeks after the event (events taking place in December might have a shorter deadline). Equinet will process claims within 2 months of receipt.
- All reimbursements submitted within the deadlines will occur within the same calendar year. Exceptions may apply for events taking place in December.
- If your organization cannot cover upfront costs, contact the Equinet Secretariat to discuss possible exceptions.
Expenses eligibility
- Local transportation is only reimbursable for public transport. Exceptions are only allowed for accessibility accommodations, when public transport is not available, or if flights arrival/depart happens between 21:00 and 08:00.
- Flights should cover only the necessary days to attend the event. Early arrivals or late returns require documented justification and prior approval.
- Returning to a different airport for professional reasons is only permitted with approval.
No-Shows and Late Cancellations
- Cancellations may result in unrecoverable costs for Equinet. Without valid reasons (force majeure or illness with a medical certificate), these costs may be reclaimed from the participant or their organization.
- Repeated no-shows may affect future participation in Equinet events.
Exceptions for Speakers and Experts
- Equinet will directly arrange flights for external speakers and experts contributing to our events.
Accommodation and Event Policies
- Equinet books accommodation based on confirmed flight details. After booking your flights, promptly submit your travel information to secure your booking (more details below).
- Each member organization is typically allowed one participant per event. Additional participants may be accepted on a case-by-case basis if budget permits.
- Participants covering their own costs must arrange their travel and accommodation independently.
Travel Booking Guidelines
Step 1: Preliminary Event Registration
- Register for the event and await confirmation from the Equinet Secretariat.
Step 2: Travel Purchase
- After receiving confirmation, purchase the most affordable flight or train ticket available.
Booking Guidelines
- Book Early: To minimize costs and secure your participation, book flights as soon as you receive approval from the Secretariat.
- Cabin Luggage: Opt for cabin luggage to reduce expenses. Exceptions for checked luggage must be pre-approved by Equinet.
- Length of Stay: remember that travel must cover only the necessary days to attend the event – check the event’s registration form for the dates. Early arrivals or late returns require documented justification and prior approval.
- Extended Stays: If you require a longer stay for professional reasons, please handle extended accommodation arrangements independently.
- Alternate Return Locations: Returning to a different airport for professional reasons is permitted with approval.
Step 3: Submit Your Travel Details to Equinet
- Use this designated form (also linked in your registration confirmation email) to submit your travel confirmation. Your participation will only be confirmed after submission.
Step 4: Submit Reimbursement Claims
- Complete the online expense claim form and upload electronic (scanned) proof of expenses:
- travel booking invoice (must include price paid)
- boarding passes
- receipts for all additional expenses
- Physical copies are not required unless electronic proof is unavailable.
- If electronic submission is not possible, print and mail the completed form with original receipts to: Equinet Secretariat 40 Place Victor Horta, 1060 Brussels, Belgium
- Expenses without adequate proof will not be reimbursed.
For any questions or clarifications, please contact the Equinet Secretariat.
Maximum allowed reimbursement
| Distance Band (in km)* | Amount in EUR per return trip** |
|---|---|
| 400-600 | 340 |
| 601-1600 | 365 |
| 1601-2500 | 429 |
| 2501-3500 | 541 |
| 3501-4500 | 743 |
| 4501-6000 | 857 |
| 6001-7500 | 1 021 |
| 7501-10000 | 1 250 |
| 10001-Max | 1.595 |
* One-way distance between your city and destination. To calculate the distance band or for more information on the maximum allowed reimbursement (refer to Table 3), consult the European Commission website.
** Total cost for return trip