EMBO provides up to 3,500 euros towards the travel expenses and accommodation of the speaker.
Costs covered by EMBO:
- In/outbound flight (standard economy**)
- Domestic flights/train travel (standard economy**)
- Accommodation
- Meals for the speaker and the host (up to 100 euros per visit**).
Costs expected to be covered by the host:
- Local transport (e.g. airport shuttle, taxis).
Reimbursement:
- Please use the travel expense claim form provided in the downloads section
- Within the form, be sure to complete both the Report and Expense Claim tabs.
- The speaker and the host can each claim their own costs separately, as long as the total amount does not exceed 3,500 euros
- No refund can be made if the trip is cancelled. Please take the necessary precautions.
- The travel expense claim form must be accompanied by scans of the original invoices, receipts and boarding passes. Please note that speakers/hosts must keep the original documents for ten years. As a not-for-profit organization we are regularly audited and may need to provide the originals.
- Expenses should be specified in the original currency as stated in the invoices/receipts.
- To have your expenses reimbursed as quickly as possible, please ensure that you state your bank details correctly on the claim form.
Insurance and Personal Liability:
- Speakers are strongly encouraged to obtain appropriate insurance coverage for the duration of their lecture series.
- This includes, but is not limited to, travel insurance for lost, stolen, or damaged personal items, as well as medical and emergency assistance insurance.
- EMBO does not provide insurance coverage for speakers or hosts and cannot assume responsibility for personal belongings, health-related expenses, or any losses incurred during travel.
- Speakers should ensure that their insurance is valid in all countries visited as part of the lecture series and that it provides adequate protection for unforeseen circumstances.
** Travel disclaimer:
- Fare type: Only standard economy travel can be reimbursed. Any additional purchases or upgrades, including but not limited to seat selections, extra legroom, priority boarding, in-flight meals or beverages not included in the base ticket price, baggage fees beyond standard allowance, or any other optional add-ons, are the speaker’s personal expense and will not be reimbursed.
- Upgrading travel: Upgrade to premium economy or business class is possible if the speaker or the host is willing to cover the upgrade
- Invoicing: Only the economy price can be reimbursed by EMBO, thus please always submit the initial economy airfare, e.g. as a screenshot from the air company website, when sending your travel claim. No reimbursement can be made if only the upgraded class fare is indicated on the invoice.