e-COST System Information

For the reimbursement of travel costs, originals or legible photocopies of transport tickets must be provided with the claim form. They must clearly indicate the amount paid and the full routing (showing departure/arrival dates and times).

Only fully completed reimbursement forms shall be considered by the Grant Holder (including fields such as bank account details, meeting ID, departure/arrival dates/times and etc.).

Participants must be registered prior to the meeting in the COST Database:
https://e-services.cost.eu

If the complete reimbursement form is not submitted within 60 days, it is presumed that no claim for payment or for reimbursement of expenses will be requested by the participant.

Originals or legible photocopies of all travel documents must be kept by the participant for five years after the meeting. Reimbursement is in euro, at exchange rate calculated at the meeting date.

The following are some examples of items not eligible for reimbursement:

• Registration fees, costs of health, life and luggage insurance are not reimbursed;
• Cancellation insurance will only be reimbursed for non-changeable low cost tickets or similar not changeable tariffs;
• Other costs such as telephone calls etc. cannot be reimbursed. Any other arrangements may be considered in exceptional cases subject to prior approval from the COST Office.