Travel rules and reimbursements
Here you can read about the travel rules applying for members and others who need a travel reimbursement from Europæisk Ungdom (European Youth). These rules are set by the national board.
Overall, the rules are that you have to travel on the cheapest possible ticket because a maximum corresponding to the cheapest possible ticket will be refunded. This usually corresponds to a youth ticket (if you are eligible for such tickets) or a standard ticket with public transport. Seat tickets will not get reimbursed unless you are travelling as part of your work in national bodies. If you are travelling by car or motorcycle, the maximum will be the lowest of (1) the number of people travelling together times the price for each individual travelling on a similar journey with public transportation, or (2) the number of kilometres times the tax free kilometer rate annually set by the Danish tax authorities. Please always book tickets for public transportation well in advance in order to secure the best possible price.
Please note that the rules described on this page are the general rules. Specific travel rules can apply to specific events.
In general, and applying to all kinds of reimbursement, the reimbursement request must be sent within two weeks after an activity took place or an expense incurred - otherwise you will no longer be eligible for reimbursement.
In order to request a (travel) reimbursement, you have to fill out the form which can be found here.
§ 1
When traveling to meetings and the like within the European Youth Denmark organization, costs equivalent to the cheapest transport that will arrive on time, and is available for booking a week before, within reasonable limits, can be refunded. This is subject to the judgement of the Treasurer. Costs for seat reservation will not get reimbursed. Seat reservations will, however, be reimbursed for people who are travelling as part of their work in national bodies. A maximum of the price of a youth ticket can be reimbursed if youth tickets are available for the specific or similar journey, and if the person travelling is eligible for travelling on a youth ticket.
§ 2
When traveling within the region/HUR area, expenses are reimbursed according to the relevant carrier's tariffs. When driving in a car, refunds are made in accordance with § 1. However, the total travel reimbursement for one car may not exceed the tax free kilometer rate annually set by the Danish tax authorities with the addition of the cost of bridges or ferry tickets not being included in said limit - however, the maximum cost may not exceed what a similar journey would cost in accordance with the rules in § 1 and § 3.
§ 3
In special cases - e.g. urgent work, education or the like - the actual expenses incurred are refunded, however, the maximum cost refunded is set to correspond to the fare for standard train tickets. For external initiators and the like, however, the Treasurer may decide to grant a full travel refund. Such irregular refund procedures must be agreed upon beforehand with the person responsible for the meeting or event.
For international travel, only the following costs are reimbursed:
In Denmark (domestic transport), please refer to the previous subsections.
To / from abroad (foreign transport) - As cheap as possible within reasonable limits.
Participant fees and speaker/initiator fees and gifts.
Transport in the "travel country" in question (reasonably priced)
Refunds will not be granted for seminars, courses and summer camps unless a separate decision has been made. In connection with international projects receiving financing through e.g. DUF, administration costs incurred by European Youth Denmark become available for new disposal.
§ 4
§ 5
Before an international event, seminar, meeting, congress or the like takes place, the executive board can decide which and how many members of European Youth Denmark can receive a refund in accordance with the rules stated in § 4 on the basis of a recommendation by the International Secretary. These rules also apply for the International Committee.
The expenditure covered by the organization is calculated on the basis of the lowest possible transportation cost multiplied by the number of participants on the bus. Maximum payment is the hire price of the bus. If a bus is booked, the administrators of the event and the person in charge of reimbursement have to be notified. Losses incurred by the booking of a bus are covered by the local section that booked the bus.
§ 6
§ 7
If a participant of a nationally organized event does not take part in the full program of the event, the executive board has the right to reduce the requested reimbursement by a factor proportional to the level of participation.
Local sections visiting other local sections
Every local section has 10 “tickets“ to visit another local section’s event every year. Every member can use it to attend another local section’s event and each ‘ticket’ counts for a round trip. Talk to the president of your local section if you want to use one of these ‘tickets’. You will need proof of your local president’s permission. It can be a text, mail etc. The normal rules for travel reimbursements apply to this as well.
