Invited speakers and early career researchers with a granted travel grant attending this COST Action event are eligible for reimbursement of travel and accommodation expenses, following the official COST Travel Reimbursement Rules.
Who Can Be Reimbursed
Invited speakers and ECR with accepted travel grant who:
- Receive and accept an official e-COST invitation within two weeks of receipt;
- Attend the event in person and sign the attendance list daily;
- Submit their Online Travel Reimbursement Request (OTRR) via e-COST within 15 days after the event;
- Upload all required supporting documents (no screenshots accepted).
What Is Covered
Daily Allowance
- Max. daily allowance of 170 EUR per day up to 4 days.
- Covers accommodation, meals, short-distance travel (≤100 km), and incidental expenses.
- Calculated per attended day and includes the travel days to and from the event location.
- Local participants (based in the same city/region as the event) can claim 50% of the daily allowance.
- No receipts are required for the daily allowance.
Long-Distance Travel
- Applies to journeys over 101 km one way.
- Reimbursed at actual cost, up to a maximum of €500 (including VAT, cancellation insurance, and carbon offset fees).
- Eligible transport: plane, train, bus, ferry, or car.
- Travel by car is limited to 1,000 km total and reimbursed at €0.35 per km.
- Parking receipts or confirmation messages showing dates must be uploaded.
- Free parking must be justified with an accommodation invoice or provider attestation.
- Layovers may not exceed 24 hours.
- All supporting documents must show:
- Name of service provider
- Full price paid
- Passenger name(s) and e-ticket/booking reference (for flights)
- Complete itinerary (departure/arrival cities and dates)
- Any extra charges (e.g. seat reservation, luggage, priority boarding, etc.)
What Is Not Covered
- Taxi, parking, tolls, fuel, car rental, extra nights or meals
- Lecture or conference registration fees, honoraria
- Rebooking or change fees
- Luggage, car, life, or medical insurance
- Third-party visa processing, SMS, printing, or postage fees
- Wifi, telephone, laundry, minibar, internet costs
- Bank, exchange, or commission fees
Special Notes
- Travel should always use the most economical option.
- No double funding: participants must declare they are not reimbursed by another source.
- Reimbursement is made in euros (EUR), using the exchange rate valid on the last day of the event.
- Claims must be submitted within 15 calendar days after the event ends.
Deviations from travel solely for personal or professional reasons are not reimbursed.