Reimbursement portal
Fill in your travel details and receipts, sign with your trackpad or finger, and the portal builds your signed reimbursement form as a PDF. The form only counts once you email that PDF to office@snjku.com — no printing or scanning needed. You will need the access code we gave you. Paid in another currency? Convert it to EUR using the official InforEuro exchange rates.
01Enter your access code
Type the code you received from the SNJKU team after your project.
02Your details
Exactly as they appear in your ID and on your bank account — we use these for the transfer and the official paperwork.
The BIC and bank name are on your bank statement or in your banking app — we need them for the SEPA transfer. Payments go only to an account in your own name.
03Travel legs
Add each leg of your journey — there and back. Costs in EUR (convert with InforEuro if you paid in another currency). Enter what you really paid, even if it comes to more than your limit — we still want the full picture, and we will simply reimburse up to the maximum for your country.
04Travel documents
Upload every ticket, boarding pass, invoice and receipt — JPG, PNG or PDF, max 10 MB each and 40 MB in total. PDFs and normal photos go into the form untouched; only photos over 5 MB are shrunk, and only slightly. The short description is used to name your file, so make it clear (e.g. “Train Kraków → Vienna, outbound”).
05Conditions, notes & declaration
Please read both boxes before you tick the declarations — they are printed on the PDF you sign.
Conditions of reimbursement / Erstattungsbedingungen
- Deadline: this claim and all supporting documents must reach us within 30 days of the last day of the activity. Claims received later cannot be reimbursed.
- Ceiling: reimbursement is limited to the Erasmus+ distance-band amount for your city of departure (shown above). You are welcome to claim more than that — declare what you really paid — but the maximum we can pay you is that amount, and the rest is yours to carry.
- Actual costs only: we reimburse only costs proven by the tickets, invoices and receipts you attach — no lump sums, no estimates.
- Payment conditions: payment is made only after your full attendance at the activity is confirmed and your agreed dissemination activities are completed and validated by SNJKU. The transfer follows within two weeks of that validation.
- Incomplete claims: if a document is missing we email you once; if it does not arrive within 14 days the claim is closed.
- Transfer: SEPA transfer in EUR to the account you gave in step 02. Charges of your own bank are yours.
Kurzfassung: Einreichung innerhalb von 30 Tagen nach dem letzten Aktivitätstag; Erstattung nur bis zur Erasmus+ Distanzband-Obergrenze und nur gegen Originalbelege; Auszahlung erst nach bestätigter Teilnahme und validierten Disseminationsaktivitäten, danach innerhalb von zwei Wochen; bei fehlenden Belegen eine Nachfrage per E-Mail, nach 14 Tagen wird der Antrag geschlossen; Überweisung in EUR auf das angegebene Konto.
Privacy notice / Datenschutzhinweis
- Controller
- SNJKU — Student Network of Johannes Kepler University, J. W. Klein Strasse 72/6.ST/34, 4040 Linz, Austria · OID E10384276 · office@snjku.com · +43 660 2177056
- Purpose
- Checking and paying your travel reimbursement, and documenting it for Erasmus+ grant management, reporting and audit.
- Legal basis
- Art. 6(1)(b) GDPR — we need your address and bank details to perform the reimbursement agreed with you — and Art. 6(1)(c) GDPR for the accounting and grant-documentation duties we are bound by. We do not rely on your consent for this, so nothing you need to be paid depends on a consent you could withdraw.
- Recipients
- The Austrian National Agency (OeAD), the European Commission and their auditors where Erasmus+ requires it; our bank for the transfer; our bookkeeping service. No transfers outside the EU/EEA and no advertising use.
- Retention
- Kept for 5 years after final payment of the grant, as Erasmus+ normally requires, and accounting records for 7 years under Austrian tax law (§ 132 BAO). Deleted after that.
- Your rights
- Access, rectification, erasure, restriction, data portability and objection — write to office@snjku.com. Note that erasure can be limited while the retention duties above still apply.
- Complaints
- You can complain to the Austrian Data Protection Authority (Datenschutzbehörde, Barichgasse 40–42, 1030 Vienna, dsb.gv.at).
Kurzfassung: Verantwortlicher ist SNJKU (Adresse und Kontakt oben). Wir verarbeiten Ihre Daten zur Prüfung und Auszahlung der Reisekostenerstattung sowie zur Erasmus+-Abrechnung und -Prüfung, auf Grundlage von Art. 6 Abs. 1 lit. b und c DSGVO — nicht auf Basis Ihrer Einwilligung. Empfänger: OeAD, Europäische Kommission und deren Prüfstellen, unsere Bank und Buchhaltung. Aufbewahrung: 5 Jahre nach Endauszahlung, Buchhaltungsbelege 7 Jahre (§ 132 BAO). Sie haben Rechte auf Auskunft, Berichtigung, Löschung, Einschränkung, Datenübertragbarkeit und Widerspruch sowie das Recht auf Beschwerde bei der Datenschutzbehörde.
06Sign the form
Sign right here — draw your signature with your trackpad, mouse or finger. It is placed on the PDF for you, together with today's date and your country of residence, so the form you download is already signed.
Your form is ready — one step left
Your reference
Your PDF has just downloaded, already signed with the signature you drew. Email it to office@snjku.com, quoting the reference above. We also sent these instructions to your email.
One of your files is identical to a document we already have on file from another claim. That can be fine (a shared booking, for instance) — we may ask you about it.
Once the signed form is in, the SNJKU team checks your documents. Reimbursement is transferred within two weeks after your dissemination activities are validated. Questions? office@snjku.com