Reimbursement conditions

• Reimbursement conditions

Reimbursement conditions

In a nutshell Professional cost and travel expenses will be reimbursed from your budget. Costs can be reimbursed only if they are related to an order processed via Smart or to your activity at Smart. All professional expenses that you wish to reimburse from your Smart budget must be submitted in the Smart Portal. Each receipt should be uploaded individually. You can then combine several receipts into one expense reimbursement. We will check the receipts for correctness and reimburse the amount to your account.

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 reimbursement 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 expense reimbursement form.

The expense reimbursement form (2) shows your available budget including expenses in the queue that have not yet been confirmed, but already sent. 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 (net + VAT), but only the net invoice amount will be deducted from your budget.

*This option is not available for employees of Smart Bildungswerk. As a VAT exempt structure, the Bildungswerrk can't claim back VAT.

Example for invoice amount of 200,00 € netto + 38,00 USt. (19%) = 238,00 €

Reimbursement Amount (Gross): This amount (238€) will be transferred to your account.
Net amount for the budget: This amount (200€) 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 must include the Smart address (also hospitality receipts):
  SMartDe eG, Franz-Mehring-Platz 1, 10243 Berlin or
  Smart Bildungswerk gGmbH, Franz-Mehring-Platz 1, 10243 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, like one that you'd receive in a supermarket). You can see what a correct invoice should look like here.

• All receipts from abroad must include Smart's address and VAT number:
  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 save 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).