# Reimbursable goods

#### What can be reimbursed?

<details id="bkmrk-advertising-e.g.-fly"><summary>Advertising</summary>

e.g. flyers, posters, social media campaigns

</details><details id="bkmrk-bahncard-if-you-buy-"><summary>Bahncard</summary>

If you buy a BahnCard privately and also use it for business trips or travel to job interviews, you can claim the costs as income-related expenses. It is important to list the journeys for business trips and trips for job interviews. To do this, a logbook must be kept showing the price of the regular ticket on one side and the price of the ticket with the Bahncard on the other. If the sum of the regular fares exceeds the reduced fares including the Bahncard, you can have the Bahncard reimbursed from your budget.

You only need to enter as many journeys until the costs without BahnCard exceed the costs with BahnCard. After that, no further listing is necessary.

You can find a **travel log template** in [Mein.Smart](https://mein.smart-eg.de/) under Allgemeine Infos - Mitglieder\\Formulare\_Forms\\Fahrtenbuch\_Bahncard.

Please sign this file and send it to us together with your reimbursement request.

</details><details id="bkmrk-catering-for-the-par"><summary>Catering</summary>

for the participants of project-related events

</details><details id="bkmrk-contracted-services-"><summary>Contracted services related to your activity</summary>

- reimbursement of an invoice that has already been paid by you, or
- direct payment from your budget to the third party

For more information go to the chapter [Direct payments to third parties](https://guide.smartde.coop/en/books/direct-payments-to-third-parties).

</details><details id="bkmrk-deutsche-bahn-ticket"><summary>Deutsche Bahn tickets</summary>

Due to a restructuring at Deutsche Bahn, tickets are no longer considered sufficient proof of purchase. Instead, Deutsche Bahn now issues a corresponding **invoice** for each ticket.

This means that we can no longer accept Deutsche Bahn tickets as receipts. If you are traveling for work with Smart, please enter the Smart address as the billing address in the DB portal. You can access your DB invoices via this link: [https://www.bahn.de/buchung/meine-reisen](https://www.bahn.de/buchung/meine-reisen)

**Please note:** If you also want to use the DB portal to purchase tickets for private travel, you should change the address before making the purchase.

Please note that we cannot reimburse local public transport tickets or subscriptions for travel within your place of residence or to/from the office.

</details><details id="bkmrk-hospitality-costs-in"><summary>Hospitality costs</summary>

At least **two people** must have dined (meals for individual people can only be claimed via travel expenses), and at least o**ne person must not be employed by Smart**.

To claim hospitality expenses, we need **a completed hospitality receipt** with the names of the people entertained and your signature. You can obtain the relevant form at the restaurant; alternatively, you can find it in your mein.Smart folder and [here](https://mcusercontent.com/5bf8313bd1b3721f5e1091297/files/339bfed8-d382-46c7-950c-d02ff73e6c7f/Bewirtungskostenbeleg.pdf).

<p class="callout warning">Please note: Tips that are not listed on the receipt will not be reimbursed.</p>

</details><details id="bkmrk-insurance-for-projec"><summary>Insurance for project-related activities</summary>

- for project-related activities or events
- only with Smart address

</details><details id="bkmrk-material-costs-%C2%A0"><summary>Material costs</summary>

</details><details id="bkmrk-office-supplies%2C-cop"><summary>Office supplies, copies, printouts</summary>

</details><details id="bkmrk-postage-%C2%A0"><summary>Postage</summary>

</details><details id="bkmrk-pre-paid-cards-%28mobi"><summary>Pre-paid cards (mobile phone)</summary>

A cell phone contract / subscription cannot be reimbursed.

</details><details id="bkmrk-professional-trainin"><summary>Professional training</summary>

If related to the activity carried out through Smart.

</details><details id="bkmrk-rent-for-workspace-r"><summary>Rent for workspace</summary>

- Invoices for co-working spaces, room hire and rehearsal rooms may be submitted.
- If there is a tenancy agreement, the costs can only be reimbursed if a sublease agreement is signed between Smart and the member. You'll pay the rent every month and request a reimbursement through the "Expense reimbursement form". [Sample sublease agreement.doxc. ](https://guide.smartde.coop/attachments/9)

</details><details id="bkmrk-specialist-books%2C-pr"><summary>Specialist books, professional magazines</summary>

</details><details id="bkmrk-subscriptions-%C2%A0"><summary>Subscriptions</summary>

- up to 50 Euro/month
- Smart address is obligatory on the invoice
- Public transport subscriptions cannot be reimbursed, but as an employed member, you can purchase a Job Ticket through Smart. More information [here](https://guide.smartde.coop/en/books/other-benefits/page/deutschlandticket-jobticket).
- Expenses related to your living space cannot be reimbursed (e.g. internet, electricity, insurance, etc.).

</details><details id="bkmrk-technical-and-high-v"><summary>Technical and high-value goods</summary>

- [A usage agreement](https://eu.jotform.com/222921575164356) must be signed with Smart for certain high-value goods, for example:

1. Laptops, PCs, monitors, servers, etc.
2. Cameras, televisions, projectors
3. Cell phones
4. High-quality tools and technical equipment

- Please note that goods reimbursed via Smart are **not** insured against damage or loss.
- At the end of your employment you will have to buy the goods back from Smart, so that they can become your private commodity.

</details><details id="bkmrk-transportation-costs"><summary>Transportation costs including fuel</summary>

</details><details id="bkmrk-work-clothing-protec"><summary>Work clothing</summary>

protective clothes or uniforms for professional use

</details>#### What cannot be reimbursed?

- Invoices that show an address other than SMartDe eG, Franz-Mehring-Platz 1, 10243 Berlin.
- Invoices for amounts over 250 EUR that do not show an address.
- Invoices for amounts over 250 EUR that include foreign VAT.
- Costs that are not related to an order processed via Smart or the activity carried out at Smart
- Shared private/professional spaces or home office costs
- Bookkeeping, tax consultancy and legal costs
- Public transport subscriptions/season tickets (such as a “BVG” Abo) and single tickets for public transport in your place of residence
- Travel to the Smart office (Franz-Mehring-Platz 1, 10243 Berlin)

<p class="callout success">As an alternative to a BVG ticket, you can use the Deutschlandticket as a job ticket via your Smart Budget. You can find more information on this in the chapter [Other benefits of your Smart employment](https://guide.smartde.coop/en/books/other-benefits).</p>

<p class="callout info">If you cannot find your expenses on this list, please ask us via e-mail (members@smartde.coop) whether the costs can be reimbursed.</p>