Reimbursement Guidelines

You can also download this Reimbursement Policy here​.

Reimbursement Procedure

IGLYO will reimburse your travel costs up to €300 after the conference by bank transfer, on receipt of the reimbursement form​​, with all receipts. You must send all needed digital versions of documents and receipts no later than 15 days after the beginning of the event (Friday 24 November 2023 at 17:00 CET).



In order to be reimbursed for your travel you must meet the following conditions:

• Be over 18 years old at the time of going to the IGLYO Conference
• Have paid the IGLYO Conference participation fee
• Participate in at least 80% of the IGLYO Conference programme; 
• Have all relevant itemised receipts for your costs (a cardholder receipt is not sufficient, the items purchased must be listed on the receipt); 
• Copies of your physical or digital boarding passes (even if you check in online, please save a PDF of the boarding passes that you can send to us);
• All claims made must be recorded on the IGLYO Reimbursement Form​, signed and dated by the claimant and accompanied by itemised receipts, which must be attached to the Reimbursement Form. All receipts must be arranged so they are fully and clearly visible;
• Have sent your reimbursement form​ and all receipts in one single PDF document to office@iglyo.com by Friday 24 November 2023 at 17:00 CET;
• When sending the form and documents back by email, please use "IGLYO Conference 2023 Reimbursement Form + First Name + Last Name" in the subject line so we may easily track it down.

All accommodation and meals are provided as part of the conference. IGLYO expects all participants to book their own travel, but can assist with this in special circumstances. If you need IGLYO to book your flight directly, please fill out this form​ by Sunday 20 August 2023, 23:59 CET.

If you book your own travel, please note that travel costs will only be reimbursed up to 300€ unless approved beforehand. If your travel is over 300€, please contact us (at programmes@iglyo.com) ahead of booking, so we may confirm total reimbursement. The 300€ limit to the travel cost applies to the whole trip from your city to the city of Ljubljana (not only the flight).

If you book travel and are no longer able to attend, we will not be able to reimburse the travel expenses. We encourage you to consider refundable options where possible.

Tickets & Receipts

In order to receive a reimbursement, the following must be provided:

• Booking confirmation indicating flight times, itinerary, passenger name and ticket cost; as well as a proof of payment that can be matched (same booking reference or ticket number) - this is usually sent to you by email by the airline at the time of purchase;
• Boarding pass (in PDF/PNG) - you can take a screenshot of the boarding pass on your phone
• For visa costs: a copy of the receipt issued by the Embassy indicating the amount paid and a copy of the visa (as it appears in the passport).
• Any other costs incurred with full itemised receipts

Failure to supply tickets, boarding passes or itemised receipts (simple card receipts will not be reimbursed) will make the cost ineligible to our funder, meaning we cannot reimburse you for this cost. Receipts from a credit card machine will not be accepted.

Whenever possible, you should check-in online prior to departure and save the copy of electronic boarding passes to be sent with your reimbursement form after the event. If you're not able to provide a boarding pass, we will not be able to reimburse your travel. Please note that some budget airlines require you to check-in online to avoid additional charges.

To remember:

• Do not use contactless payments for public transport if you can avoid it
• Ask for itemised receipts
• Keep all receipts
• Keep all boarding passes (digital or not)

What can be reimbursed

• Travel from your home country to destination country including travel to/from airport, train/bus station
• Visa costs
• Travel insurance only if necessary to obtain a Visa

What cannot be reimbursed

• Travel insurance
• Taxi fares (unless required for accessibility reasons or travelling between 23.00 – 06.00 or public transport is not available)
• First class or business travel
• Parking/speeding fines
• Proof of expenses based on card receipts
• Proof of expenses based on bank statements
• Car travel/rental

If the above criteria are not met, reimbursement may not be possible. 

Luggage

If luggage is not included in the ticket price, you are allowed to book one item of hold/cabin luggage (smallest available). Any additional items of luggage or excess baggage costs will not be reimbursed by IGLYO, unless agreed with IGLYO in advance and/or needed for medical purposes.

Missed travel or failure to attend

Any expense related to the conference, which is missed or not attended will not be reimbursed or will need to be paid back to IGLYO in full unless there is a valid reason.

Legitimate reasons include:

• Serious illness (doctor's note may be required)
• Travel delays or cancellations outside of individual control

Non-legitimate reasons include:

• Lateness or poor time management in relation to travel
• Forgotten or lost passports/travel documents
• Getting lost or lack of travel planning
• Failure to check-in online in advance

Reimbursements will only be processed when accompanied by the Reimbursement Form​, receipts, tickets and boarding passes. Failure to provide these will mean your reimbursement cannot be paid.

Attendance

The participants should be present for the entire session. Participants attending less than 80% of the total duration of the session will not be reimbursed.

Refund of the IGLYO Conference fee

The IGLYO Conference fee is fully refundable up until 26 October 2023 (2 weeks prior to the event), after which it is no longer refundable. To ask for a refund, please email office@iglyo.com.