How to claim your reimbursement for DairyCare Meetings
Reimbursement claims are made in the eCOST online system. You will have already used this system to accept your invitation prior to the meeting. There are strict COST rules on reimbursement, which you should read carefully
eCOST is designed to be simple, but it can be a little confusing at first. This is a brief guide which explains the important features of the system and tells you how to make your claim. if you are able to submit a simple claim that complies with this guide, we can process it quickly. If your claim does not comply with this simple version, then we will communicate directly with you to explain whether or not your claim is valid. If it is not, we will explain what we are able to pay you.
Following these instructions will ensure that we can pay you promptly and correctly. Thank you!
Reimbursement claims are made in the eCOST online system. You will have already used this system to accept your invitation prior to the meeting. There are strict COST rules on reimbursement, which you should read carefully
eCOST is designed to be simple, but it can be a little confusing at first. This is a brief guide which explains the important features of the system and tells you how to make your claim. if you are able to submit a simple claim that complies with this guide, we can process it quickly. If your claim does not comply with this simple version, then we will communicate directly with you to explain whether or not your claim is valid. If it is not, we will explain what we are able to pay you.
- If you are eligible for reimbursement you will automatically receive a reminder email from eCOST. Click on the link to go to the online claim form. You will need to log in with your eCOST username and password
- Please READ the TRR Rules (there is a link above) before you proceed. These are the COST rules that define how much we are able to reimburse you. There is more information in the COST Vademecum (rulebook) which is available here.
- Fill in your travel details using the calendar and clock functions.
- You can routinely claim a specified number of nights accommodation (bed and breakfast) at a fixed rate which will also be specified.
- You can routinely claim 20 euro for each meal that is not provided up to a maximum number that will be specified.
- You can routinely claim local travel costs of up to 25 euro IN TOTAL. Details must be provided (use the "add" tab).
- You do NOT need to provide receipts for any of the above.
- You can claim return economy airfare, for which a receipt and ticket (with flight times) is required. Use the "add" tab to provide details of your journey and upload your receipt or other proof of the cost and ticket in the "supporting documents" section. We do not need boarding cards. Alternatively, you can claim first or second class return rail fare (receipt required) or up to 2000 km driving allowance at a rate of 0.2 euro per kilometre (0.3 euro per kilometre if there is a second participant with you). Uploaded proof of distance is required.
- If you wish to claim anything else (eg taxi, point to point to point airfares rather than return, additional meals etc etc) then you need to provide justification and receipt, and we strongly recommend you discuss it with us beforehand.
- Any "extra" claim (taxi, for instance) MUST comply with the TRR rules
- Remember to save your claim once you have completed the entries.
- Choose which bank account we should make the payment to, making sure that the details are correct.
- Check the declaration box and submit your claim.
- Finally, you will need to register an electronic signature using the Strong Authentification feature. This enables fully online submission and means that you do not need to mail hardcopy of your claim to us, as happened previously.
- There is information on using the Strong Authetification here
Following these instructions will ensure that we can pay you promptly and correctly. Thank you!
