Travel cost policy

This policy applies to reimbursements for costs encurred during NewPipe e.V.-sponsored travel.

We can only reimburse cost that concerns a trip previously approved by the board. Furthermore, we can only reimburse components of a trip that were planned in advance.

The what

Travel

  • Proposed travel plans should consider the cheapest reasonable option (second-class train, seat reservation if necessary, …).
  • More expensive options can be considered if they cause only negligible cost, compared to the total spending.
  • Contrary to the above, environment-friendly travel is much preferred, even if it may be more expensive.
  • We know that prices can increase while you wait for us to approve your proposed travel plans, and that estimates are never precise. This is okay within reason (in case of doubt, you can always ask the board).

Stay

  • We can reimburse reasonable hotel costs.
  • Single-person or two-person rooms are both equally okay. We want you to feel comfortable on your trip.

Food

  • For each event, for each participant, we grant a food budget of (d × 7.5) EUR, where d is the length of the trip in partial "awake" days.
  • This budget can only be accessed if food cost is documented.
  • Of course, participants can pool their budgets to prepare or eat food together.

The how

Documentation

  • Each payment that you would like us to reimburse needs to be well-documented.
  • If an invoice is given and personalized with name, please have it issued to NewPipe e.V., Weberstr. 14, 22083 Hamburg.
  • Send us an e-mail with all relevant documents, the total sum, and your payment details to board@newpipe-ev.de.

Timeline

We would eventually like to be able to close our budget for each trip. Therefore, please submit your reimbursement requests…

  • insofar possible, during the same fiscal year as when you incurred the cost.
  • no more than three months after you incurred the cost.

And finally…

  • Play fair: if a reduction in cost occurs later on (for example, because you cancelled a booking), we ask that you pay us back. (This does not apply to compensations, like those issued for train delays.)
  • We will reimburse you via SEPA credit transfer, if possible. Otherwise, we will discuss the best means.