Reisekosten - Revision history

Marie-Lena: clarification for conversion rates

2026-06-16T09:34:10Z

clarification for conversion rates

← Older revision		Revision as of 09:34, 16 June 2026
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	* '''Wir brauchen ALLE Belege FÜR JEDE Reisekostenabrechnung.''' Wenn ihr euch z.B. ein Hotelzimmer oder eine Bahnfahrkarte geteilt habt, '''müsst ihr jeder Reisekostenabrechnung eine Kopie des Belegs beifügen.''' Bitte vermerkt auf jedem Beleg, wie er aufgeteilt wird (z.B. "Person 1: XXEuro, Person 2: XXEuro”).		* '''Wir brauchen ALLE Belege FÜR JEDE Reisekostenabrechnung.''' Wenn ihr euch z.B. ein Hotelzimmer oder eine Bahnfahrkarte geteilt habt, '''müsst ihr jeder Reisekostenabrechnung eine Kopie des Belegs beifügen.''' Bitte vermerkt auf jedem Beleg, wie er aufgeteilt wird (z.B. "Person 1: XXEuro, Person 2: XXEuro”).
	* Wenn ihr mit dem '''Auto''' anreist, fügt eurem Reisekostenformular bitte einen Ausdruck einer '''Routensuche''' auf OSM oder Google Maps als Beleg für die abgerechneten Kilometer bei.		* Wenn ihr mit dem '''Auto''' anreist, fügt eurem Reisekostenformular bitte einen Ausdruck einer '''Routensuche''' auf OSM oder Google Maps als Beleg für die abgerechneten Kilometer bei.
	* '''Flugtickets gelten nur mit Rechnung und Nachweis''', dass der Flug angetreten wurde (i.d.R. gedruckter Boardingpass oder Screenshot des Boardingpasses in der App). Die Buchungsbestätigung des Flugtickets reicht nicht aus.		* '''Flugtickets gelten nur mit Rechnung und Nachweis''', dass der Flug angetreten wurde (i.d.R. gedruckter Boardingpass oder Screenshot des Boardingpasses in der App). Die Buchungsbestätigung des Flugtickets reicht nicht aus.
	* Wenn ihr '''Belege nicht in Euro''' vorlegen könnt, benötigen wir zusätzlich einen Screenshot mit dem '''Wechselkurs''' vom Tag des Kaufdatums.		* Wenn ihr '''Belege nicht in Euro''' vorlegen könnt, benötigen wir zusätzlich einen Screenshot mit dem '''Wechselkurs''' vom Tag des Kaufdatums. Wir erstatten deine Auslagen auf der Grundlage dieses Kurses. Bitte stell sicher, dass die von dir auf dem Reisekostenformular angegebenen Kosten (in EUR) diesem Wechselkurs entsprechen.

	== Fristen ==		== Fristen ==
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	Singerstr. 109		Singerstr. 109

	10179 Berlin</blockquote>Wenn ihr mehrere Reisekostenabrechnungen in einen Umschlag steckt, heftet bitte alle Belege an das richtige Formular (z.B. mit Büroklammern)		10179 Berlin</blockquote>Wenn ihr mehrere Reisekostenabrechnungen in einen Umschlag steckt, heftet bitte alle Belege an das richtige Formular (z.B. mit Büroklammern).

	= Travel Expenses =		= Travel Expenses =
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	* If you travel '''by car''', please attach a printout of a route search on OSM or Google Maps to your travel expense form as a receipt for the billed kilometers.		* If you travel '''by car''', please attach a printout of a route search on OSM or Google Maps to your travel expense form as a receipt for the billed kilometers.
	* '''Flight tickets are only valid if accompanied by an invoice and proof that the flight was taken''' (usually a printed boarding pass or a screenshot of the boarding pass from the app). The booking confirmation for the flight ticket is not sufficient.		* '''Flight tickets are only valid if accompanied by an invoice and proof that the flight was taken''' (usually a printed boarding pass or a screenshot of the boarding pass from the app). The booking confirmation for the flight ticket is not sufficient.
	* If you are unable to provide '''receipts in euros''', we also require a screenshot showing the '''exchange rate''' on the date of purchase.		* If you are unable to provide '''receipts in euros''', we also require a screenshot showing the '''exchange rate''' on the date of purchase. We reimburse your expenses based on this rate, so please check if it matches with the costs (in EUR) that you claim on your travel expense form.

	== Deadline ==		== Deadline ==

Marie-Lena: /* Das Reisekostenformular */ new info on BIC requirements

2026-06-10T08:38:32Z

Das Reisekostenformular: new info on BIC requirements

← Older revision		Revision as of 08:38, 10 June 2026
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	=== Persönliche Daten ===		=== Persönliche Daten ===
	Der angegebene Name muss der Name der kontoinhabenden Person sein. Möchtet ihr das Geld auf ein anderes Konto (zum Beispiel euer GbR-Konto) erhalten, gebt bei “Name” euren eigenen Namen an und kommentiert neben der IBAN in Spalte E den Namen derdes Kontoinhaberin*s.
			* Der angegebene Name muss der Name der kontoinhabenden Person sein. Möchtet ihr das Geld auf ein anderes Konto (zum Beispiel euer GbR-Konto) erhalten, gebt bei “Name” euren eigenen Namen an und kommentiert neben der IBAN in Spalte E den Namen derdes Kontoinhaberin*s.
			* Wenn euer Konto bei einer Bank außerhalb [https://de.wikipedia.org/wiki/Europ%C3%A4ischer_Zahlungsraum des SEPA-Raums] ist, benötigen wir zusätzlich zur IBAN die BIC eurer Bank. In allen anderen Fällen ist sie in der Regel nicht notwendig.

	=== Fahrtkosten ===		=== Fahrtkosten ===

	* Bahn (Nah-/Fernverkehr, inkl. Platzeservierungen): → die Summe aller ÖPNV-Tickets (DB, S-, U-Bahn etc.) inklusive der Sitzplatzreservierungen.		* Bahn (Nah-/Fernverkehr, inkl. Platzeservierungen): → die Summe aller ÖPNV-Tickets (DB, S-, U-Bahn etc.) inklusive der Sitzplatzreservierungen.
	* Kilometergeld à € 0.20/km: → die Summe der gefahrenen km*0,20 €. Ist die Summe höher als 130 Euro, streicht den Betrag bitte durch, fügt eine Zeile mit “130” sowie dem Text "Differenz wurde privat ausgeglichen" hinzu. ~~Wichitg~~: Bitte dann die Formel in der Exceltabelle so anpassen, dass nur die 130 Euro mitgezählt werden.		* Kilometergeld à € 0.20/km: → die Summe der gefahrenen km*0,20 €. Ist die Summe höher als 130 Euro, streicht den Betrag bitte durch, fügt eine Zeile mit “130” sowie dem Text "Differenz wurde privat ausgeglichen" hinzu. Wichtig: Bitte dann die Formel in der Exceltabelle so anpassen, dass nur die 130 Euro mitgezählt werden.

	=== Unterkunft ===		=== Unterkunft ===
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	Für alle Reisekosten gilt die Pflicht zum Einreichen von Originalbelegen:		Für alle Reisekosten gilt die Pflicht zum Einreichen von Originalbelegen:
	'''Wenn alle Belege als digitale Originale vorliegen''', können alle Unterlagen digital eingereicht werden (auch die Unterschrift auf dem Reisekostenformular kann digital sein). In diesem Fall könnt ihr uns die Abrechnung als PDF Datei per Mail an die Projektbetreuung senden. '''Bitte fügt das Reisekostenformular und alle Belege zu einer PDF Datei zusammen.'''		'''Wenn alle Belege als digitale Originale vorliegen''', können alle Unterlagen digital eingereicht werden (auch die Unterschrift auf dem Reisekostenformular kann digital sein). In diesem Fall könnt ihr uns die Abrechnung als PDF Datei per Mail an die PTF Projektbetreuung senden. '''Bitte fügt das Reisekostenformular und alle Belege zu einer PDF Datei zusammen.'''
	'''Wenn mindestens ein Beleg auf Papier als Original vorliegt''', müssen bitte alle Dokumente ausgedruckt werden. Auch das Reisekostenformular muss ausgedruckt und per Hand unterschrieben werden. In diesem Fall müssen alle Unterlagen '''per Post''' gesendet werden an:		'''Wenn mindestens ein Beleg auf Papier als Original vorliegt''', müssen bitte alle Dokumente ausgedruckt werden. Auch das Reisekostenformular muss ausgedruckt und per Hand unterschrieben werden. In diesem Fall müssen alle Unterlagen '''per Post''' gesendet werden an:

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	=== Personal info ===		=== Personal info ===
	The name stated must be that of the bank account holder. If you wish to receive the money into a different account (for example, your GbR account), please enter your own name in the "Name" field and note the name of the account holder next to the IBAN (in column E).
			* The name stated must be that of the bank account holder. If you wish to receive the money into a different account (for example, your GbR account), please enter your own name in the "Name" field and note the name of the account holder next to the IBAN (in column E).
			* If your bank account is located outside [[wikipedia:Single_Euro_Payments_Area\|the SEPA area]], we will need your bank's BIC in addition to the IBAN. In all other cases, it is generally not required.

	=== Travel expenses ===		=== Travel expenses ===
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	Original receipts must be submitted for all travel expenses:		Original receipts must be submitted for all travel expenses:

	'''If all receipts are available as a digital original''', all documents can be submitted digitally (the signature on the travel expense form can also be digital). In this case, you can send the travel expenses '''in one PDF by e-mail''' to the program management.		'''If all receipts are available as a digital original''', all documents can be submitted digitally (the signature on the travel expense form can also be digital). In this case, you can send the travel expenses '''in one PDF by e-mail''' to the PTF program management.
	'''If you have at least one original paper receipt''', please print out all documents. The travel expense form must also be printed out and signed by hand. In this case, all documents must be '''sent by post''' to:		'''If you have at least one original paper receipt''', please print out all documents. The travel expense form must also be printed out and signed by hand. In this case, all documents must be '''sent by post''' to:

Marie-Lena: wording

2026-04-28T08:42:36Z

wording

← Older revision		Revision as of 08:42, 28 April 2026
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	=== Barrierearmut ===		=== Barrierearmut ===
	Wir möchten euch allen die Teilhabe an unseren Events ermöglichen und versuchen daher, Veranstaltungen und die Anreise so barrierefrei wie möglich zu gestalten. '''~~Solltet ihr in diesem Rahmen besondere Bedürfnisse bei der~~ Reise oder Übernachtung ~~haben~~, können im Einzelfall höhere Reisekosten erstattet werden.''' Wenn euch zum Beispiel ein Hotel in der Nähe des Veranstaltungsorts oder eine Taxifahrt die Teilnahme an einer PTF-Veranstaltung im Sinne der Barrierefreiheit erleichtert oder sogar erst ermöglicht, meldet euch per Mail bei uns!		Wir möchten euch allen die Teilhabe an unseren Events ermöglichen und versuchen daher, Veranstaltungen und die Anreise so barrierefrei wie möglich zu gestalten. '''Sollte es bestimmte Aspekte geben, die euch die Reise oder Übernachtung für das Event erleichtern, können im Einzelfall höhere Reisekosten erstattet werden.''' Wenn euch zum Beispiel ein Hotel in der Nähe des Veranstaltungsorts oder eine Taxifahrt die Teilnahme an einer PTF-Veranstaltung im Sinne der Barrierefreiheit erleichtert oder sogar erst ermöglicht, meldet euch per Mail bei uns!

	== Das Reisekostenformular ==		== Das Reisekostenformular ==
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	=== Accessibility ===		=== Accessibility ===
	We want to enable you all to participate in our events and therefore strive to make events and travel as accessible as possible. ~~<b>~~If you ~~have specific travelling~~ or ~~accommodation needs in this context~~, higher travel ~~costs~~ may be reimbursed ~~in individual cases~~.~~</b>~~ If, for example, a hotel near the event location or a taxi journey makes it easier or even possible for you to attend a PTF event in terms of accessibility, please get in touch with us!		We want to enable you all to participate in our events and therefore strive to make events and travel as accessible as possible. '''If there are certain aspects that make it easier for you to travel to or stay overnight for the event, higher travel expenses may be reimbursed on a case-by-case basis.''' If, for example, a hotel near the event location or a taxi journey makes it easier or even possible for you to attend a PTF event in terms of accessibility, please get in touch with us!

	== The travel expense form ==		== The travel expense form ==

Marie-Lena at 14:44, 21 April 2026

2026-04-21T14:44:50Z

← Older revision		Revision as of 14:44, 21 April 2026
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	Singerstr. 109		Singerstr. 109

	10179 Berlin</blockquote>Wenn ihr mehrere Reisekostenabrechnungen in einen Umschlag steckt, heftet bitte alle Belege an das richtige Formular (z.B. mit Büroklammern)<mark>		10179 Berlin</blockquote>Wenn ihr mehrere Reisekostenabrechnungen in einen Umschlag steckt, heftet bitte alle Belege an das richtige Formular (z.B. mit Büroklammern)

			= Travel Expenses =
			For travel expenses we must follow the Bundesreisekostengesetz (Federal Travel Expenses Law). '''We kindly ask you to read the instructions below carefully, as we cannot refund your travel expenses if you do not follow the rules.'''

			If you have any difficulties while booking or when filling out the forms, please contact the program managers. We‘re happy to help :)<mark>
			== Arrival ==
			=== Train ===
			If you do not live in Berlin, we can cover the cost of train tickets to the events. <b>For sustainability reasons, ask you to consider traveling by train.</b>

			How it works:
			* We will reimburse travel costs '''from your place of residence to Berlin''' and back.
			* Please book '''2nd class tickets''' - if possible with reduced fares ("Sparpreis").
			* Keep in mind that if you use any vouchers, we can only refund what you actually paid.
			* If you are planning to travel to or from a location other than your place of residence, please let us know so that we can check whether we will cover these costs.
			* <b>If you live in another European country, please get in touch with us</b> to clarify which costs we can cover.
			* If you are travelling from abroad (but live in Germany), please get in touch as soon as possible. We are generally unable to cover travel costs from abroad, but we can work together to see if we can find a solution.
			* We do not reimburse travel costs for people living in Berlin.

			=== Car ===
			For sustainability reasons, we ask you to consider whether you want to travel to Berlin by public transport - do you really need your car for this trip? '''If you can't avoid to come by car, you have to discuss it with us in advance.'''

			Our guidelines:
			* 20 cents per km, up to a maximum of 130 euros per journey (including both the outward and return journeys)
			* Only one person can claim expenses for the journey (regardless of how many people were in the car).
			* As proof, a printout from the route planner showing the distance travelled must be enclosed.
			* If you plan to travel to or from a location other than your place of residence, please contact us so that we can clarify whether we will cover these costs.
			* We do not reimburse a mileage allowance for people who live in Berlin.

			=== Flight ===
			* <b>We only approve flights for team members from other European countries if it has been arranged in advance and the costs are reasonable, and if there are no suitable alternatives.</b>
			* Flight tickets are only accepted if accompanied by an invoice and proof that the flight was taken (usually a printed boarding pass or a screenshot of the boarding pass from the app).
			* Please contact us in advance.

			=== Public Transport (ÖPNV) ===
			We can cover your expenses for public transport tickets from and to the train station as well as from the hotel to the venue. We do not cover the costs for cabs!

			=== Overnight stays ===
			If you don’t live in Berlin, you can claim '''up to 70 euros per person per night for accommodation''' for PTF events (Kick-Off, Demo Day, Second Stage closing event).

			Here’s how it works:
			* We’ll let you know before the event how many nights we’ll cover – usually one before and one after the event.
			* A maximum of 70 euros per person per night can be claimed:
			** If the room costs less, we will cover the actual price.
			** If the room costs more, you must pay the difference yourself.
			* You can book hotels, holiday apartments or Airbnbs.
			** We require an invoice with correct tax details from hotels, registered holiday flats or registered companies.
			** The reservation or booking confirmation is not sufficient as proof. We need an invoice showing that you stayed in Berlin. You will usually receive this from the hotel itself, even if you booked via a booking portal.
			** <b>Please note! You do not receive a flat-rate of 70 euros per person per night.</b> To calculate how much money you can claim per person, you must divide the full price by the number of guests listed on the invoice.
			* You can also organise your stay privately.
			** '''For private accommodation, we cover a flat rate of 20 euros per night.''' We do not require an invoice for this.
			* We do not reimburse accommodation costs for people living in Berlin.
			* We do not cover the cost of breakfast at the hotel or other meals. At the Kick-Off and Demo Day there will be breakfast, lunch as well as coffee and cake in the afternoon. At the Second Stage closing event there will be snacks and dinner.

			=== Accessibility ===
			We want to enable you all to participate in our events and therefore strive to make events and travel as accessible as possible. <b>If you have specific travelling or accommodation needs in this context, higher travel costs may be reimbursed in individual cases.</b> If, for example, a hotel near the event location or a taxi journey makes it easier or even possible for you to attend a PTF event in terms of accessibility, please get in touch with us!

			== The travel expense form ==
			[https://cloud.okfn.de/s/s25xsqZW57kGswW You can find the travel expense form here]. '''Please check that all red fields are filled in and your details are correct before submitting. Only properly completed travel expense forms with complete receipts will be reimbursed.'''

			=== Personal info ===
			The name stated must be that of the bank account holder. If you wish to receive the money into a different account (for example, your GbR account), please enter your own name in the "Name" field and note the name of the account holder next to the IBAN (in column E).

			=== Travel expenses ===
			* Bahn (Nah-/Fernverkehr, inkl. Platzeservierungen) ''[In English: Public transport (local transport/ train incl. seat reservations if applicable)]'': → the total cost of all public transport tickets (DB, S-Bahn, U-Bahn, etc.), including seat reservations
			* Kilometergeld à € 0.20/km ''[In English: mileage reinbursement]'': → the total number of kilometres driven * €0.20. If the total exceeds €130, please cross out the amount, add a row with “130” and the text “Differenz wurde privat ausgeglichen“ ''[In English: Difference settled privately]''. Important: Please then adjust the formula in the Excel spreadsheet so that only the €130 is included in the calculation.

			=== Accommodation ===
			* Übernachtung privat ''[In English: private accomodation]'': → As a flat rate is applied here, you only need to enter the number of nights.
			* Übernachtungskosten Hotel o.Ä. ''[In English: Accommodation costs (hotel or similar)]'': → Please adjust the amount in column B (70) only if the accommodation was cheaper per person per night. If you paid more than €70 per person per night, you must cover the difference yourself. In that case, leave the €70 as it is and add a note in column E: "Differenz zu Rechnungsbetrag wurde privat ausgeglichen“ ''[In English: difference from invoice amount settled privately]''.

			Please do not forget to include the place, date and your signature!

			=== Collective billing ===
			* In general, one person can bill on behalf of other/all team members. It is important that only one IBAN is specified in the form and that the name of the team member for whom the bill is being issued is specified in line “Zweck der Reise”.
			* Please also ensure that the person responsible for billing bills for travel expenses AND accommodation for other team members.

			== Receipts ==
			Please submit all receipts together with the travel expense form (''Reisekostenformular''). To enable our accounts department to process travel expense claims, the following guidelines apply:
			* '''If a receipt is higher than the amount we cover''' (e.g. hotels for more than 70 Euro per night), please write "Differenz zu Rechnungsbetrag wurde privat ausgeglichen" on the receipt ''[In English: difference from invoice amount settled privately]''.
			* '''For hotel rooms''', the booking confirmation is not enough. '''We need a proper invoice''' that shows that you spent the night in Berlin. You usually have to ask the hotel itself for this, even if you have booked via a booking portal. Please note: Sometimes this invoice is for a lower amount because the service fees for the booking portal are not included. However, you can only charge the amount stated on the invoice.
			* '''We need ALL receipts for each travel expense report.''' If you shared a hotel room or train ticket, for example, '''you must attach a copy of the receipt to each travel expense report'''. Please note on the receipt how it is split ("Person 1: XX Euro, Person 2: XX Euro).
			* If you travel '''by car''', please attach a printout of a route search on OSM or Google Maps to your travel expense form as a receipt for the billed kilometers.
			* '''Flight tickets are only valid if accompanied by an invoice and proof that the flight was taken''' (usually a printed boarding pass or a screenshot of the boarding pass from the app). The booking confirmation for the flight ticket is not sufficient.
			* If you are unable to provide '''receipts in euros''', we also require a screenshot showing the '''exchange rate''' on the date of purchase.

			== Deadline ==
			'''We need the travel expense forms (with date and signature) including all receipts no later than two weeks after the event. '''Please do not send us travel expense forms before the event has happened.

			Original receipts must be submitted for all travel expenses:

			'''If all receipts are available as a digital original''', all documents can be submitted digitally (the signature on the travel expense form can also be digital). In this case, you can send the travel expenses '''in one PDF by e-mail''' to the program management.
			'''If you have at least one original paper receipt''', please print out all documents. The travel expense form must also be printed out and signed by hand. In this case, all documents must be '''sent by post''' to:

			<blockquote>Prototype Fund c/o Open Knowledge Foundation Deutschland e.V.

			Singerstr. 109

			10179 Berlin</blockquote>
			If you are putting multiple expense reports in one envelope, please staple all receipts to the correct form (e.g., with paper clips).

Marie-Lena at 14:44, 21 April 2026

2026-04-21T14:44:16Z

← Older revision		Revision as of 14:44, 21 April 2026
Line 107:		Line 107:

	10179 Berlin</blockquote>Wenn ihr mehrere Reisekostenabrechnungen in einen Umschlag steckt, heftet bitte alle Belege an das richtige Formular (z.B. mit Büroklammern)<mark>		10179 Berlin</blockquote>Wenn ihr mehrere Reisekostenabrechnungen in einen Umschlag steckt, heftet bitte alle Belege an das richtige Formular (z.B. mit Büroklammern)<mark>

	~~= Travel Expenses =~~
	For travel expenses we must follow the Bundesreisekostengesetz (Federal Travel Expenses Law). '''We kindly ask you to read the instructions below carefully, as we cannot refund your travel expenses if you do not follow the rules.'''

	~~If you have any difficulties while booking or when filling out the forms, please contact the program managers. We‘re happy to help :)<mark>~~
	~~== Arrival ==~~
	~~=== Train ===~~
	~~If you do not live in Berlin, we can cover the cost of train tickets to the events. <b>For sustainability reasons, ask you to consider traveling by train.</b>~~

	~~How it works:~~
	* We will reimburse travel costs '''from your place of residence to Berlin''' and back.
	* Please book '''2nd class tickets''' - if possible with reduced fares ("Sparpreis").
	* Keep in mind that if you use any vouchers, we can only refund what you actually paid.
	* If you are planning to travel to or from a location other than your place of residence, please let us know so that we can check whether we will cover these costs.
	* <b>If you live in another European country, please get in touch with us</b> to clarify which costs we can cover.
	* If you are travelling from abroad (but live in Germany), please get in touch as soon as possible. We are generally unable to cover travel costs from abroad, but we can work together to see if we can find a solution.
	* We do not reimburse travel costs for people living in Berlin.

	~~=== Car ===~~
	For sustainability reasons, we ask you to consider whether you want to travel to Berlin by public transport - do you really need your car for this trip? '''If you can't avoid to come by car, you have to discuss it with us in advance.'''

	~~Our guidelines:~~
	* 20 cents per km, up to a maximum of 130 euros per journey (including both the outward and return journeys)
	* Only one person can claim expenses for the journey (regardless of how many people were in the car).
	* As proof, a printout from the route planner showing the distance travelled must be enclosed.
	* If you plan to travel to or from a location other than your place of residence, please contact us so that we can clarify whether we will cover these costs.
	* We do not reimburse a mileage allowance for people who live in Berlin.

	~~=== Flight ===~~
	* <b>We only approve flights for team members from other European countries if it has been arranged in advance and the costs are reasonable, and if there are no suitable alternatives.</b>
	* Flight tickets are only accepted if accompanied by an invoice and proof that the flight was taken (usually a printed boarding pass or a screenshot of the boarding pass from the app).
	* Please contact us in advance.

	~~=== Public Transport (ÖPNV) ===~~
	~~We can cover your expenses for public transport tickets from and to the train station as well as from the hotel to the venue. We do not cover the costs for cabs!~~

	~~=== Overnight stays ===~~
	~~If you don’t live in Berlin, you can claim '''up to 70 euros per person per night for accommodation''' for PTF events (Kick-Off, Demo Day, Second Stage closing event).~~

	~~Here’s how it works:~~
	* We’ll let you know before the event how many nights we’ll cover – usually one before and one after the event.
	* A maximum of 70 euros per person per night can be claimed:
	** If the room costs less, we will cover the actual price.
	** If the room costs more, you must pay the difference yourself.
	* You can book hotels, holiday apartments or Airbnbs.
	** We require an invoice with correct tax details from hotels, registered holiday flats or registered companies.
	** The reservation or booking confirmation is not sufficient as proof. We need an invoice showing that you stayed in Berlin. You will usually receive this from the hotel itself, even if you booked via a booking portal.
	** <b>Please note! You do not receive a flat-rate of 70 euros per person per night.</b> To calculate how much money you can claim per person, you must divide the full price by the number of guests listed on the invoice.
	* You can also organise your stay privately.
	** '''For private accommodation, we cover a flat rate of 20 euros per night.''' We do not require an invoice for this.
	* We do not reimburse accommodation costs for people living in Berlin.
	* We do not cover the cost of breakfast at the hotel or other meals. At the Kick-Off and Demo Day there will be breakfast, lunch as well as coffee and cake in the afternoon. At the Second Stage closing event there will be snacks and dinner.

	~~=== Accessibility ===~~
	We want to enable you all to participate in our events and therefore strive to make events and travel as accessible as possible. <b>If you have specific travelling or accommodation needs in this context, higher travel costs may be reimbursed in individual cases.</b> If, for example, a hotel near the event location or a taxi journey makes it easier or even possible for you to attend a PTF event in terms of accessibility, please get in touch with us!

	~~== The travel expense form ==~~
	[https://cloud.okfn.de/s/s25xsqZW57kGswW You can find the travel expense form here]. '''Please check that all red fields are filled in and your details are correct before submitting. Only properly completed travel expense forms with complete receipts will be reimbursed.'''

	~~=== Personal info ===~~
	The name stated must be that of the bank account holder. If you wish to receive the money into a different account (for example, your GbR account), please enter your own name in the "Name" field and note the name of the account holder next to the IBAN (in column E).

	~~=== Travel expenses ===~~
	* Bahn (Nah-/Fernverkehr, inkl. Platzeservierungen) ''[In English: Public transport (local transport/ train incl. seat reservations if applicable)]'': → the total cost of all public transport tickets (DB, S-Bahn, U-Bahn, etc.), including seat reservations
	* Kilometergeld à € 0.20/km ''[In English: mileage reinbursement]'': → the total number of kilometres driven * €0.20. If the total exceeds €130, please cross out the amount, add a row with “130” and the text “Differenz wurde privat ausgeglichen“ ''[In English: Difference settled privately]''. Important: Please then adjust the formula in the Excel spreadsheet so that only the €130 is included in the calculation.

	~~=== Accommodation ===~~
	* Übernachtung privat ''[In English: private accomodation]'': → As a flat rate is applied here, you only need to enter the number of nights.
	* Übernachtungskosten Hotel o.Ä. ''[In English: Accommodation costs (hotel or similar)]'': → Please adjust the amount in column B (70) only if the accommodation was cheaper per person per night. If you paid more than €70 per person per night, you must cover the difference yourself. In that case, leave the €70 as it is and add a note in column E: "Differenz zu Rechnungsbetrag wurde privat ausgeglichen“ ''[In English: difference from invoice amount settled privately]''.

	~~Please do not forget to include the place, date and your signature!~~

	~~=== Collective billing ===~~
	* In general, one person can bill on behalf of other/all team members. It is important that only one IBAN is specified in the form and that the name of the team member for whom the bill is being issued is specified in line “Zweck der Reise”.
	* Please also ensure that the person responsible for billing bills for travel expenses AND accommodation for other team members.

	~~== Receipts ==~~
	~~Please submit all receipts together with the travel expense form (''Reisekostenformular''). To enable our accounts department to process travel expense claims, the following guidelines apply:~~
	* '''If a receipt is higher than the amount we cover''' (e.g. hotels for more than 70 Euro per night), please write "Differenz zu Rechnungsbetrag wurde privat ausgeglichen" on the receipt ''[In English: difference from invoice amount settled privately]''.
	* '''For hotel rooms''', the booking confirmation is not enough. '''We need a proper invoice''' that shows that you spent the night in Berlin. You usually have to ask the hotel itself for this, even if you have booked via a booking portal. Please note: Sometimes this invoice is for a lower amount because the service fees for the booking portal are not included. However, you can only charge the amount stated on the invoice.
	* '''We need ALL receipts for each travel expense report.''' If you shared a hotel room or train ticket, for example, '''you must attach a copy of the receipt to each travel expense report'''. Please note on the receipt how it is split ("Person 1: XX Euro, Person 2: XX Euro).
	* If you travel '''by car''', please attach a printout of a route search on OSM or Google Maps to your travel expense form as a receipt for the billed kilometers.
	* '''Flight tickets are only valid if accompanied by an invoice and proof that the flight was taken''' (usually a printed boarding pass or a screenshot of the boarding pass from the app). The booking confirmation for the flight ticket is not sufficient.
	* If you are unable to provide '''receipts in euros''', we also require a screenshot showing the '''exchange rate''' on the date of purchase.

	~~== Deadline ==~~
	'''We need the travel expense forms (with date and signature) including all receipts no later than two weeks after the event. '''Please do not send us travel expense forms before the event has happened.

	~~Original receipts must be submitted for all travel expenses:~~

	'''If all receipts are available as a digital original''', all documents can be submitted digitally (the signature on the travel expense form can also be digital). In this case, you can send the travel expenses '''in one PDF by e-mail''' to the program management.
	'''If you have at least one original paper receipt''', please print out all documents. The travel expense form must also be printed out and signed by hand. In this case, all documents must be '''sent by post''' to:

	~~<blockquote>Prototype Fund c/o Open Knowledge Foundation Deutschland e.V.~~

	~~Singerstr. 109~~

	~~10179 Berlin</blockquote>~~
	~~If you are putting multiple expense reports in one envelope, please staple all receipts to the correct form (e.g., with paper clips).~~

Marie-Lena at 14:31, 21 April 2026

2026-04-21T14:31:54Z

← Older revision		Revision as of 14:31, 21 April 2026
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	Für alle Reisekosten gilt die Pflicht zum Einreichen von Originalbelegen:		Für alle Reisekosten gilt die Pflicht zum Einreichen von Originalbelegen:
	# '''Wenn alle Belege als digitale Originale vorliegen''', können alle Unterlagen digital eingereicht werden (auch die Unterschrift auf dem Reisekostenformular kann digital sein). In diesem Fall könnt ihr uns die Abrechnung als PDF Datei per Mail an die Projektbetreuung senden. '''Bitte fügt das Reisekostenformular und alle Belege zu einer PDF Datei zusammen.'''		'''Wenn alle Belege als digitale Originale vorliegen''', können alle Unterlagen digital eingereicht werden (auch die Unterschrift auf dem Reisekostenformular kann digital sein). In diesem Fall könnt ihr uns die Abrechnung als PDF Datei per Mail an die Projektbetreuung senden. '''Bitte fügt das Reisekostenformular und alle Belege zu einer PDF Datei zusammen.'''
	# '''Wenn mindestens ein Beleg auf Papier als Original vorliegt''', müssen bitte alle Dokumente ausgedruckt werden. Auch das Reisekostenformular muss ausgedruckt und per Hand unterschrieben werden. In diesem Fall müssen alle Unterlagen '''per Post''' gesendet werden an:		'''Wenn mindestens ein Beleg auf Papier als Original vorliegt''', müssen bitte alle Dokumente ausgedruckt werden. Auch das Reisekostenformular muss ausgedruckt und per Hand unterschrieben werden. In diesem Fall müssen alle Unterlagen '''per Post''' gesendet werden an:

	<blockquote>Prototype Fund		<blockquote>Prototype Fund
Line 197:		Line 197:
	Original receipts must be submitted for all travel expenses:		Original receipts must be submitted for all travel expenses:

	# '''If all receipts are available as a digital original''', all documents can be submitted digitally (the signature on the travel expense form can also be digital). In this case, you can send the travel expenses '''in one PDF by e-mail''' to the program management.		'''If all receipts are available as a digital original''', all documents can be submitted digitally (the signature on the travel expense form can also be digital). In this case, you can send the travel expenses '''in one PDF by e-mail''' to the program management.
	# '''If you have at least one original paper receipt''', please print out all documents. The travel expense form must also be printed out and signed by hand. In this case, all documents must be '''sent by post''' to:		'''If you have at least one original paper receipt''', please print out all documents. The travel expense form must also be printed out and signed by hand. In this case, all documents must be '''sent by post''' to:

	<blockquote>Prototype Fund c/o Open Knowledge Foundation Deutschland e.V.		<blockquote>Prototype Fund c/o Open Knowledge Foundation Deutschland e.V.

Marie-Lena: minor clarifications

2026-04-14T13:38:43Z

minor clarifications

← Older revision		Revision as of 13:38, 14 April 2026
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	* Bitte bucht '''Fahrkarten der 2. Klasse''' - nach Möglichkeit mit Sparpreis.		* Bitte bucht '''Fahrkarten der 2. Klasse''' - nach Möglichkeit mit Sparpreis.
	* Wenn ihr Rabatte in Anspruch nehmt: Wir können nur das erstatten, was ihr tatsächlich bezahlt habt.		* Wenn ihr Rabatte in Anspruch nehmt: Wir können nur das erstatten, was ihr tatsächlich bezahlt habt.
	* Wenn ihr plant, von/zu einem anderen Ort als euren Wohnort an-/abzureisen, meldet euch bitte bei uns, damit wir abklären können, ob wir diese Kosten übernehmen.		* Wenn ihr plant, von/zu einem anderen Ort als euren Wohnort an-/abzureisen, meldet euch bitte per Mail bei uns, damit wir abklären können, ob wir diese Kosten übernehmen.
	* '''Wenn euer Wohnsitz im europäischen Ausland liegt, meldet euch bei uns''', um abzuklären, welche Kosten wir übernehmen können.		* '''Wenn euer Wohnsitz im europäischen Ausland liegt, meldet euch per Mail bei uns''', um abzuklären, welche Kosten wir übernehmen können.
	* Wenn ihr aus dem Ausland anreisen werdet (euer Wohnsitz aber in Deutschland liegt), meldet euch bitte so früh wie möglich. Eigentlich können wir Reisekosten aus dem Ausland nicht übernehmen. Wir können aber gemeinsam schauen, ob wir eine Lösung finden.		* Wenn ihr aus dem Ausland anreisen werdet (euer Wohnsitz aber in Deutschland liegt), meldet euch bitte so früh wie möglich per Mail bei uns. Eigentlich können wir Reisekosten aus dem Ausland nicht übernehmen. Wir können aber gemeinsam schauen, ob wir eine Lösung finden.
	* Wir erstatten keine Reisekosten für Menschen, die in Berlin wohnen.		* Wir erstatten keine Reisekosten für Menschen, die in Berlin wohnen.

	=== Auto ===		=== Auto ===
	Aus Nachhaltigkeitsgründen bitten wir euch zu überlegen, ob ihr doch mit dem ÖPNV nach Berlin reisen wollt - braucht ihr euer Auto wirklich für diese Reise? '''Wer es nicht vermeiden kann mit dem Auto zu kommen, muss das vorher mit uns besprechen.'''		Aus Nachhaltigkeitsgründen bitten wir euch zu überlegen, ob ihr doch mit dem ÖPNV nach Berlin reisen wollt - braucht ihr euer Auto wirklich für diese Reise? '''Wer es nicht vermeiden kann mit dem Auto zu kommen, muss das vorher mit uns per Mail besprechen.'''

	Unsere Richtlinien dazu:		Unsere Richtlinien dazu:
Line 27:		Line 27:
	* Nur 1 Person kann die Fahrt abrechnen (egal wie viele Personen im Auto mitgefahren sind).		* Nur 1 Person kann die Fahrt abrechnen (egal wie viele Personen im Auto mitgefahren sind).
	* Zum Nachweis muss der Auszug des Routenplaners mit der gefahrenen Strecke beigelegt werden.		* Zum Nachweis muss der Auszug des Routenplaners mit der gefahrenen Strecke beigelegt werden.
	* Wenn ihr plant, von/zu einem anderen Ort als euren Wohnort an-/abzureisen, meldet euch bitte bei uns, damit wir abklären können, ob wir diese Kosten übernehmen.		* Wenn ihr plant, von/zu einem anderen Ort als euren Wohnort an-/abzureisen, meldet euch bitte per Mail bei uns, damit wir abklären können, ob wir diese Kosten übernehmen.
	* Wir erstatten keine Kilometerpauschale für Menschen, die in Berlin wohnen.		* Wir erstatten keine Kilometerpauschale für Menschen, die in Berlin wohnen.

	=== Flugzeug ===		=== Flugzeug ===

	* Flüge genehmigen wir '''nur nach Absprache''' und '''nur für Teammitglieder aus dem europäischen Ausland, wenn die Kosten nicht zu hoch sind''' '''und es keine guten Alternativen gibt.'''		* Flüge genehmigen wir '''nur nach vorheriger Absprache''' und '''nur für Teammitglieder aus dem europäischen Ausland, wenn die Kosten nicht zu hoch sind''' '''und es keine guten Alternativen gibt.'''
	* Flugtickets gelten nur mit Rechnung und Nachweis, dass der Flug angetreten wurde (i.d.R. gedruckter Boardingpass oder Screenshot des Boardingpasses in der App).		* Flugtickets gelten nur mit Rechnung und Nachweis, dass der Flug angetreten wurde (i.d.R. gedruckter Boardingpass oder Screenshot des Boardingpasses in der App).
	* Bitte ~~sprecht~~ uns im Vorfeld an.		* Bitte schreibt uns im Vorfeld eine Mail, um alles abzusprechen.

	=== ÖPNV ===		=== ÖPNV ===
Line 58:		Line 58:

	=== Barrierearmut ===		=== Barrierearmut ===
	Wir möchten euch allen die Teilhabe an unseren Events ermöglichen und versuchen daher, Veranstaltungen und die Anreise so barrierefrei wie möglich zu gestalten. '''Solltet ihr in diesem Rahmen besondere Bedürfnisse bei der Reise oder Übernachtung haben, können im Einzelfall höhere Reisekosten erstattet werden.''' Wenn euch zum Beispiel ein Hotel in der Nähe des Veranstaltungsorts oder eine Taxifahrt die Teilnahme an einer PTF-Veranstaltung im Sinne der Barrierefreiheit erleichtert oder sogar erst ermöglicht, meldet euch bei uns!		Wir möchten euch allen die Teilhabe an unseren Events ermöglichen und versuchen daher, Veranstaltungen und die Anreise so barrierefrei wie möglich zu gestalten. '''Solltet ihr in diesem Rahmen besondere Bedürfnisse bei der Reise oder Übernachtung haben, können im Einzelfall höhere Reisekosten erstattet werden.''' Wenn euch zum Beispiel ein Hotel in der Nähe des Veranstaltungsorts oder eine Taxifahrt die Teilnahme an einer PTF-Veranstaltung im Sinne der Barrierefreiheit erleichtert oder sogar erst ermöglicht, meldet euch per Mail bei uns!

	== Das Reisekostenformular ==		== Das Reisekostenformular ==
Line 112:		Line 112:

	If you have any difficulties while booking or when filling out the forms, please contact the program managers. We‘re happy to help :)<mark>		If you have any difficulties while booking or when filling out the forms, please contact the program managers. We‘re happy to help :)<mark>

	== Arrival ==		== Arrival ==
	=== Train ===		=== Train ===

Enyong: /* Deadline */

2026-04-02T08:47:02Z

Deadline

← Older revision		Revision as of 08:47, 2 April 2026
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	* If you are unable to provide '''receipts in euros''', we also require a screenshot showing the '''exchange rate''' on the date of purchase.		* If you are unable to provide '''receipts in euros''', we also require a screenshot showing the '''exchange rate''' on the date of purchase.

	= Deadline =		== Deadline ==
	'''We need the travel expense forms (with date and signature) including all receipts no later than two weeks after the event. '''Please do not send us travel expense forms before the event has happened.		'''We need the travel expense forms (with date and signature) including all receipts no later than two weeks after the event. '''Please do not send us travel expense forms before the event has happened.

Enyong: /* Receipts */

2026-04-02T08:46:39Z

Receipts

← Older revision		Revision as of 08:46, 2 April 2026
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	* Please also ensure that the person responsible for billing bills for travel expenses AND accommodation for other team members.		* Please also ensure that the person responsible for billing bills for travel expenses AND accommodation for other team members.

	= Receipts =		== Receipts ==
	Please submit all receipts together with the travel expense form (''Reisekostenformular''). To enable our accounts department to process travel expense claims, the following guidelines apply:		Please submit all receipts together with the travel expense form (''Reisekostenformular''). To enable our accounts department to process travel expense claims, the following guidelines apply:
	* '''If a receipt is higher than the amount we cover''' (e.g. hotels for more than 70 Euro per night), please write "Differenz zu Rechnungsbetrag wurde privat ausgeglichen" on the receipt ''[In English: difference from invoice amount settled privately]''.		* '''If a receipt is higher than the amount we cover''' (e.g. hotels for more than 70 Euro per night), please write "Differenz zu Rechnungsbetrag wurde privat ausgeglichen" on the receipt ''[In English: difference from invoice amount settled privately]''.

Enyong: /* Deadline */

2026-04-02T08:45:19Z

Deadline

← Older revision		Revision as of 08:45, 2 April 2026
Line 193:		Line 193:
	* If you are unable to provide '''receipts in euros''', we also require a screenshot showing the '''exchange rate''' on the date of purchase.		* If you are unable to provide '''receipts in euros''', we also require a screenshot showing the '''exchange rate''' on the date of purchase.

	=== Deadline ===		= Deadline =
	'''We need the travel expense forms (with date and signature) including all receipts no later than two weeks after the event. '''Please do not send us travel expense forms before the event has happened.		'''We need the travel expense forms (with date and signature) including all receipts no later than two weeks after the event. '''Please do not send us travel expense forms before the event has happened.