- Travel costs
1.1 Participants are only entitled for travel cost reimbursement when the participation fee has been paid according to the conditions of participation.
1.2 Travel costs can only be reimbursed up to the maximum amount (with the exception of point 2.4 – see below), which is communicated beforehand in the call for participation. The maximum amount cannot be higher than stated in the German federal law on travel costs (“Bundesreisekostengesetz”)
1.3 To apply for reimbursement, it is necessary to hand in the duly and completely filled form (stating the time and name of project) as well as the original tickets (including the amount paid, the date and the exact journey). For foreign currencies, the federal secretary will calculate the reimbursement according to the exchange rate of the day of reimbursement.
1.4 Travel costs can only be reimbursed when the original and stamped tickets are produced together with the signed form. Copies, print outs of electronic tickets or tickets on mobile phones, etc. cannot be accepted. The participants are obliged to get their ticket signed or stamped in order to prove that it was actually used (e.g. by signature of the ticket inspector)
1.5 The above-mentioned necessary documents have to be posted to the federal secretary within the deadline stated on the respective form or, in cases where there is no deadline stated on the form, within one month after the project. Applications, reaching later than this will not be considered.
1.6 Applications for exceptions from the regulations in this document must be justified by a statement. In any case, the federal treasurer decides about any exceptions.
2. Rules according to specific means of transportation
2.1 The reimbursement and the maximum amount applies to all regular journeys in cabin class and is not restricted to any mean of transportation. However, the following rules apply
2.2 By train: Costs for special discount cards and seat reservations will not be reimbursed.
2.3 By private car: The exact amount of kilometres driven kilometres has to be stated. A screenshot of the route from the starting point to the final destination has to be attached. For car journeys, €0,20 per kilometre driven are reimbursed up to the maximum amount (see 1.2). The only exception is point 2.4:
2.4 By car sharing of participants with a private car: Travel reimbursement will only be granted to the driver of the car or respectively to the person who has rented the vehicle. As an exception from 2.3, for shared car journeys with at least two participants, the driver is reimbursed – based on the mileage allowance – up to the maximum amount allowed for travel reimbursement by the German federal law (130,00€) irrespective of the general reimbursement maximum. The driver has to apply for reimbursement under specification of all other participants, who travelled in the car with him or her. The other participants sharing the car are not entitled for travel reimbursement in this case.
2.5 By car sharing with an external driver who is not a participant him or herself: Together with the form, the participant must hand in a duly signed receipt of the driver, mentioning the name of the participant, the day and the route, which he or she has transported the participant. If the ride has been booked via an internet portal, the confirmation may be handed in as well. However this does not replace the signed receipt.