Please accept or decline the pending invitation as soon as you receive it. Additionally, the invitation includes details on whether you are eligible for reimbursement of the event’s costs.

Very soon after the event we recommend you to complete the claim for reimbursement.

You can start a simulation even before the event and save it as draft.

The reimbursement contains two main categories:

1. Daily allowance (DA);
2. Long distance (LD) travel (equal or more than 101 km).

1. The DA for the arrival and departure day is automatically calculated by e-COST according to the COST Rules. Proof of bus/train transfer to the airport is needed to be uploaded, otherwise 2 hours before your flight will be taken into consideration when calculating your departure hour. Please add in the justification section clear explanations if you are in such situation.

The per diem is calculated according to the table below:

2. Long distance travel (LD) (you must generate a map, which is performed automatically by e-COST by adding the departure and arrival location, but keep in mind that you need to save it)

To have the LD travel by car reimbursed, you have to provide a parking receipt from the destination city (the best one would be from your accommodation place, or a public parking). The price of the parking is not eligible for reimbursement. If parking is paid by sms, a print screen of the sms shall be uploaded in e-COST. Pay attention not to exceed 1000 km for the entire journey, otherwise the trip won’t be eligible for reimbursement.

For the LD travel by plane you need to upload your full itinerary (which must include the name of the service provider, your full name, date and time of the journey, name of the departure and arrival cities/airports, booking number, flight number, the full price and the type of extra charges claimed, such as: seat reservation, extra leg room, exit row seat, fast lane, priority boarding, sms priority boarding fees, luggage associated expenses, sustainable fuel surcharge and the associated amount paid for, if applicable).

If the price is only on the invoice, both travel itinerary and invoice with the booking number must be provided. Boarding cards are not an option in this case.

LD travel by train is eligible and the uploaded documents must contain same details as the LD travel by plane: full itinerary and price. All day tickets are accepted without the itinerary but you need to upload proof and write a justification that will support your departure and arrival time.

Short distance travel (SD) – less or equal to 100 km

Should be covered by the daily allowance which is established based on the country where the event takes place. The DA rate can be found here: https://www.cost.eu/uploads/2024/11/2024-Daily-allowance-table.pdf.

Local Organiser Support (LOS)

The LOS institution is responsible to keep the entirety of documents that serve as proof of payments for the organization of the event. In e-COST only the attendance list/each day needs to be uploaded.

Key considerations:

• Stopovers are not eligible, while layovers of maximum 24 hours are suitable for reimbursement.
• Affiliation is very important to be eligible for reimbursement.
• Do not forget to sign the attendance list for each day you participate.
• The supporting documents should be complete and scanned, partial photos of them are not accepted.
• We strongly recommend that you purchase a travel cancellation insurance (this is eligible for the reimbursement) and accommodation which includes free cancellation.
• Visa fee is eligible for reimbursement (without other costs related to it, i.e. form filling assistance, transfer to the Embassy etc.)
• Taxi, Uber, fuel cost, toll charges, car rental are not eligible for reimbursement.
• Please be aware that double funding is strictly prohibited!

More information on the COST Reimbursement Rules are available here: https://www.cost.eu/uploads/2025/02/COST-Travel-Reimbursement-Rules.pdf