COST Action CA23133 – LILY
Reimbursement guide for LILY COST Action 23133 participants
Reimbursement guide for LILY COST Action 23133 participants
This guide outlines the steps for submitting reimbursement claims for LILY Working Group members attending meetings, workshops, and training schools funded by COST. Please follow the procedures carefully to ensure timely processing of your claim.
For External Participants (Non-Heidelberg University staff)
All external participants must:
- Create or update your profile on e-COST via https://e-services.cost.eu/user/login, including:
- Current bank details
- Affiliation with an organization/institution
- Receive and accept the e-COST invitation for an event
Note: Only participants who have accepted their invitation to the event via e-COST are eligible for reimbursement.
- Sign the attendance list during the event
You must sign in each day you attend the event to qualify for reimbursement.
- Submit the Online Travel Reimbursement Request (OTRR) via e-COST within 15 calendar days after the event.
- Enter travel dates, travel hours, and event attendance dates.
All external participants must:
- Create or update your profile on e-COST via https://e-services.cost.eu/user/login, including:
- Current bank details
- Affiliation with an organization/institution
- Receive and accept the e-COST invitation for an event
Note: Only participants who have accepted their invitation to the event via e-COST are eligible for reimbursement.
- Sign the attendance list during the event
You must sign in each day you attend the event to qualify for reimbursement.
- Submit the Online Travel Reimbursement Request (OTRR) via e-COST within 15 calendar days after the event.
- Enter travel dates, travel hours, and event attendance dates.
Travel reimbursement details:
- Long-distance travel (>101 km one way)
- Car travel is reimbursed at EUR 0.35/km, up to a maximum of 1,000 km round trip
- Please upload clear and legible copies of all invoices/receipts, as well as boarding passes and e-tickets, for long-distance travel and relevant supporting documents to e-COST.
- Travel receipts/invoices must contain full name, travel start and end date & time clearly indicated (screenshots are not accepted)
- For car travel: Parking receipts with date and time
Public transport reimbursed by LILY COST Action 23133, at face value, up to €500 unless specifically justified and pre-approved.
Declaration and submission
- Exclusivity declaration: confirm that the expenses are not reimbursed from any other source
- E-sign and submit your claim
After submitting, you will receive an email with an authorization code to e-sign your claim.
Additional requirement: Guest_01 Form (Heidelberg University)
- To comply with Heidelberg University’s internal regulations, all external participants must also fill in the Guest_01 form.
- Use the daily allowance and long-distance travel cost amounts as calculated on the e-COST platform.
- You do not need to fill in the overnight accommodation cost section.
- Download and fill in the Guest_01 form (PDF). Please send it filled out and signed to Annett Messy (annett.messy (at) uni-heidelberg.de)
For Internal participants (Heidelberg University Employees)
- Procedures for internal participants differ due to institutional requirements. Employees should not use the Guest_01 form.
- They have to fill out the travel reimbursement claim and add all documents (travel authorization, invoices/receipts, e-tickets… as usual). These documents should be signed and sent to Annett Messy (annett.messy (at) uni-heidelberg.de).
- Employees from Heidelberg University Hospital are considered as external participants.
- Please contact Annett Messy at the Grant Holder Institution (Heidelberg University) for specific guidance and support
Important notes
- Claims must only be submitted after the event has concluded.
- Incomplete submissions or unclear invoices may result in delayed payments.
- All reimbursement decisions adhere to both COST and Heidelberg University regulations.
If you have further questions after reading this guide, please check first the COST Annotated Rules and the Claim Submission Quick Guide.
