Reimbursement
TRAVEL REIMBURSEMENT RULES
What is reimbursed when you participate to a COST event?
1. Daily Allowance
Rate per day is based on country location.
• Covers accommodation, meals, short distance travel and other incidental costs
• Calculation based on number of attended days, and travel to and from the event location
• Local participants can claim 50%
2. Long distance travel
Journeys above 101 km (one way) for the purpose of attending a COST event.
• Using plane, train, bus, ferry and/or car
• Reimbursement from departure point to event venue and to final destination
• Deviation from travel for personal or professional reasons is not reimbursed
• Layovers should not exceed 24 hours, with travel documents attesting travel hours
• Maximum claim of EUR 1500 (including travel cancellation insurance and carbon offset fees)
• All supporting documents to be uploaded to e-COST (no screenshots), shall detail the following:
– name of service provider
– full price paid
– in the case of travel by plane, passenger(s) name, eticket and/or booking references
– complete travel itinerary: including departure and arrival dates and cities
– other type of extra charges such as seat reservations, extra leg room, priority boarding, luggage fees, etc.
Use of Car (Long distance travel by car)
• Limited to 1000 km in total
• Reimbursed at EUR 0.35 per kilometer
• Upload to e-COST parking receipts or screenshot of message confirmation, clearly showing the dates
• Free parking must be justified with an accommodation invoice or attestation from parking provider
3. Other eligible expenses: Visa Expenses
• Visa processing or exit fees related to attending COST events
• All supporting documents should be uploaded to e-COST such as receipt/stamp from embassy/consulate, and amount paid for the visa
Non-eligible expenses
The following expenses will never be reimbursed.
• Taxi, parking, tolls, fuel, car rental, extra nights or meals
• Lecture, Conference fees or honoraria
• Rebooking fees
• Luggage, car, life and medical insurance
• Third party service fees for processing visa, sms, printing or postage fees
• Wifi, telephone, laundry, internet, mini bar consumption
• Bank charges, exchange or commission fees
Source: https://www.cost.eu/uploads/2025/11/COST-TRR-Rules-2025-2026.pdf
(Summary applicable from 1 November 2025 to 31 October 2026)
if you have questions
psychology-ibhreimburse@uibk.ac.at