Reimbursement conditions
How to check your available budget, which receipts can be accepted and more
Reimbursement conditions
In a nutshell
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Budget for expenses
You need enough budget for expenses to submit a reimbursement request.
Available budget for expenses is the budget that has already been paid to Smart by your clients and is not planned for your employment costs. Planned and submitted invoices cannot be used for reimbursment of expenses. You can see whether and how much budget is available for expenses 1) in your budget overview as well as 2) in the reimbursment form.
The expense reimbursement form (2) shows your available budget including expenses in the queue that have not yet been transferred. In the budget overview (1), the amount will only be deducted after the expense has been confirmed.
1)
2)
See also the information under payment guarantee and budget.
If you submit invoices with the German VAT tax, it can be credited back to your budget. That means that you will receive the full reimbursement of the cost (netto + VAT), but only the net invoice amount will be deducted from your budget.
Example for invoice amount of 200,00 € netto + 38,00 USt. (19%) = 238,00 €
Reimbursement Amount (Gross): This amount will be transferred to your account.
Net amount for the budget: This amount will be deducted from your budget.
Receipts
- Only receipts with a date after the start and during your employment at Smart can be accepted.
- Receipts from €250 gross must include the Smart address (also hospitality receipts):
SMartDe eG, Wilhelmstrasse 150, 10963 Berlin or
Smart Bildungswerk, Wilhelmstrasse 150, 10963 Berlin
We do not accept invoices with your private address. You can submit a receipt for less than €250 without any address (in which case it is officially not an invoice but a receipt). You can see what a correct invoice should look like here.
- All receipts from abroad must include Smart's address and VAT number (reverse charge without VAT shown):
VAT ID Smart eG: DE302421357
VAT ID Smart BW: DE328477094 - Paper receipts are not accepted. Please only upload legible copies or scans in pdf format directly in the form. Important: only one receipt per file.
Tip: How can you convert photos into PDFs?
1. right-click on the image -> select 'Print' -> under Printer 'Save as Adobe PDF'
2. Alternatively, you can use free conversion programs on the Internet or apps on your cell phone that convert the photo directly into a PDF (e.g. Genius Scan).