ERN RARE-LIVER Travel Reimbursement Procedure

Welcome to the information page for travel reimbursement for ERN RARE-LIVER members and partners. Here, you will find everything you need to know about the reimbursement procedure. If you have any questions that aren’t answered below, please don’t hesitate to contact us—our contact details can be found at the bottom of this page. We encourage you to refer back to this page at any time to ensure a smooth and successful reimbursement process.

ERN RARE-LIVER receives funding from the European Commission (EC) to support collaborative activities, including travel for network meetings and events.

Important: Reimbursements are based on “unit costs” as defined by the European Commission, not actual costs incurred. 

Learn more about unit costs and the EC Decision here.

All reimbursements are processed via EU Survey forms. Please fill out the correct survey at both stages.

Before Travel

Please fill out the “ERN RARE-LIVER Travel Reimbursement Form – before meeting” in the EU Survey only if you have received an invitation from us to proceed.

After Travel

Submit the “ERN RARE-LIVER Travel Reimbursement Form – after meeting” along with all required supporting documents, within 30 days of your return from travel.

To request reimbursement for journeys involving both plane and train travel, please follow these guidelines:

The “ERN RARE-LIVER Travel Reimbursement Form – before meeting” (pre-travel survey) will guide you step by step through the process, including how to identify the correct distance band and applicable unit cost.

• Identify the distance band for your entire journey (from your home or workplace to the hosting city of the activity) using the official unit cost calculators. For combined air and train travel, please make sure to use the flight calculator.
• The place of departure should always be your home or workplace city, and the destination the hosting city. Any transfers, including changing trains or planes, are already included in the unit cost calculation—you do not need to add them separately.

Documentation required for reimbursement:

• Booking confirmations and invoices for both plane and train segments, clearly showing your name, itinerary, and travel costs
• All boarding passes (for flights) and train tickets/digital confirmations for your journey

Please note:

• Only Standard/Economy/2nd class fares are eligible for reimbursement. 
• Plane and combined plane/train travel for distances below 400 km are not reimbursable under EC rules.

To request reimbursement for car travel, please follow these guidelines:

The “ERN RARE-LIVER Travel Reimbursement Form – before meeting” (pre-travel survey) will guide you step by step through the process, including how to identify the correct distance band and applicable unit cost.

• Private car use may be reimbursed at a rate of €0.22 per km, in line with EC guidelines.
• Please provide the number of kilometres travelled, as well as the start and end points of your journey (from your home or workplace to the hosting city of the activity).
• Only one reimbursement can be made per car, even if more than one member is traveling together.

To request reimbursement for accommodation, please follow these guidelines:

The “ERN RARE-LIVER Travel Reimbursement Form – before meeting” (pre-travel survey) will guide you step by step through the process, including checking your eligibility for accommodation reimbursement.

• Accommodation may be covered under the unit cost scheme, depending on your eligibility. Sometimes your hotel will already be arranged and covered directly by us, while in other cases you will need to pay and request reimbursement.
• Instructions on whether you need to book and pay for your own accommodation or if it is already provided will always be visible for your specific case after you select the event you want to be reimbursed for in the pre-travel survey.
• If you need to be reimbursed, the unit cost rate applicable to your case will also be shown to you in the survey.
• Upload your hotel invoice showing your name and travel dates, if the survey instructs you to do so.

Please note: 

• Only accommodation associated with the approved event dates and in line with EC regulations can be reimbursed. Private accommodation can’t be reimbursed under unit cost.
• Make sure all supporting documents are submitted as instructed for successful reimbursement