Travel and Reimbursement Policy

1. Eligibility

Formally invited guests, whose registration has been confirmed for the ENTERO2024 Conference, organised by Digestive Cancers Europe and EuropaColon Portugal, will be reimbursed for travel and lodging. Please read the Travel and Reimbursement Policy carefully as the following conditions apply.

2. Reimbursed Costs

2.1. Travel

By plane: The cheapest Economy class up to a maximum cost of 400€. Bookings are the responsibility of the participants. Flights should be arranged as soon as possible, latest a month before the event, to ensure the most competitive price for the airfare.

Please reference the Flight Calculator provided by the European Commission (Reference Table in Annex). If your flight exceeds the eligible amount, please contact entero@digestivecancers.eu for approval. Without approval, only the eligible amount will be reimbursed.

Non-reimbursable expenses:
• Bookings arranged less than a month before the event
• Additional insurance
• Registered luggage (for trips shorter than 3 nights)
• Parking at the airport

By train: For long trips (travel over 3 hours), first-class travel can be booked with the exception of Eurostar/Thalys/High-Speed Train. For Eurostar/Thalys/High-Speed Trains please choose the economy class option. Please reference the Train Calculator provided by the European Commission, Reference in Annex. If your train exceeds the eligible amount, please contact entero@digestivecancers.eu for approval. Without approval, only the eligible amount will be reimbursed

By car: Reimbursement of 0,22€ per km. This flat rate includes all costs related to the use of the vehicle (insurance, petrol, motorway fee, parking fees…). Please indicate the departure city and number of kilometres on the form. A maximum of 400€ will be reimbursed. The reimbursement will, in no case, exceed the equivalent of a first-class rail fare.

2.2. Subsistence allowance

Local transport: Taxi or Uber may be used to arrive and depart from the conference venue in case public transport is unavailable or in the case of reduced mobility. Please justify any use of taxis on the Expenses Reimbursement Form, with original receipts.

Hotel: ENTERO2024 will arrange for one night of accommodation in Porto, Portugal at the Renaissance Lapa Hotel, check-in November 14th, check-out November 15th, covering the costs upfront. Please do not make your own bookings. Should you require an additional night, please contact entero@digestivecancers.eu for approval. Unapproved additional nights will be at the participant's cost.

Food & beverages: Breakfast is included in the room rate. Coffee breaks, lunches, and dinner will be provided during the course of the conference. Other costs for meals and drinks will be the responsibility of the participants. Please state your dietary requirements, allergies, and intolerances, in the registration form.

Non-reimbursable expenses:
• Additional nights
• Hotel bookings arranged by the participant
• Use of taxi without appropriate justification
• Food and beverages which are included in the conference package (e.g. extra lunch when lunch was offered during the conference);
• Alcoholic drinks

3. Conversion rate

Any expenses made in currencies other than the Euro must be converted to EURO. The conversion must be calculated based on the official European Commission website.

4. Submitting your reimbursement claim

The completed Expenses Reimbursement Form will be submitted by the claimant only after the event:
• Please use the ENTERO2024 Expenses Reimbursement Form to claim your expenses. You can find the form at the end of this document.
• All expenses must be justified with the original and itemised receipts (listing the price for each purchased item). Each receipt should be numbered as a reference. Please mention that number on the appropriate receipt.
• Please attach all original receipts and vouchers and make a copy for your records first.
• Please contact entero@digestivecancers.eu before the event for all expenses beyond or outside of this policy and attach the written correspondence to the Expenses Reimbursement Form. Extra expenses will not be reimbursed without attachment of approval from ENTERO2024.

Deadline for submission:

Kindly return the ENTERO2024 Reimbursement Form (provided below) to entero@digestivecancers.eu at the latest by 15.12.2024. Please note that ENTERO2024 will not process any reimbursement after 15.12.204.

5. What should you submit together with the form

• Scans of receipt (or pdf format) for the purchase of flight or train tickets
• Other receipts
• Official approval from ENTERO2024 – for expenses usually not covered

6. Where should you send the reimbursement form?

Please submit a scan of your signed Expenses Reimbursement Form together with relevant receipts to: entero@digestivecancers.eu

7. Help needed?

For any query or more information, please contact the ENTERO Team.
Email: entero@digestivecancers.eu

ANNEX

Commission Decision C(2021)35, as amended by Commission Decision C(2023)4928, authorises the use of unit costs for the reimbursement of eligible travel costs awarded under any action or programme financed by the Union budget under the 2021-2027 MFF period.
The ENTERO 2024 Project will utilise the values in Table 2 to reimburse attendees travel.

Link: Calculate unit costs for eligible travel costs - European Commission (europa.eu)

ENTERO 2024 – Expenses Reimbursement Form

Download the Expenses Reimbursement Form