# Reimbursement conditions

# Reimbursement conditions

<table border="1" id="bkmrk-in-a-nutshell-costs-" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 99.8765%;"></col></colgroup><tbody><tr><td>#### 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.

</td></tr></tbody></table>

#### 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.

<p class="callout info">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.</p>

1\)

[![image.png](https://guide.smartde.coop/en/uploads/images/gallery/2024-06/scaled-1680-/5V1image.png)](https://guide.smartde.coop/en/uploads/images/gallery/2024-06/5V1image.png)

2\)

[![image.png](https://guide.smartde.coop/en/uploads/images/gallery/2024-06/scaled-1680-/3Wcimage.png)](https://guide.smartde.coop/en/uploads/images/gallery/2024-06/3Wcimage.png)

<p class="callout info">See also the information under [payment guarantee](https://guide.smartde.coop/en/books/order-processing/page/creating-orders) and [budget](https://guide.smartde.coop/en/shelves/05-budget).</p>

<p class="callout success">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.</p>

<span style="text-decoration: underline;">Example </span>for invoice amount of <span style="color: rgb(0, 0, 0);">200,00 € netto + 38,00 USt. (19%) = 238,00 €</span>

<span style="color: rgb(0, 0, 0);">**Reimbursement Amount (Gross):** This amount will be transferred to your account.  
**Net amount for the budget**: This amount will be deducted from your budget.</span>

[![image.png](https://guide.smartde.coop/en/uploads/images/gallery/2024-10/scaled-1680-/image.png)](https://guide.smartde.coop/en/uploads/images/gallery/2024-10/image.png)

#### 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):  
    <span style="text-decoration: underline;">SMartDe eG, Wilhelmstrasse 150, 10963 Berlin</span> or  
    <span style="text-decoration: underline;">Smart Bildungswerk, Wilhelmstrasse 150, 10963 Berlin</span>

<p class="callout warning">**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](https://guide.smartde.coop/en/books/expense-reimbursement/page/receipts-and-invoices).</p>

- 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.

<p class="callout success">**Tip: How can you convert photos into PDFs?**  
1. right-click on the image -&gt; select 'Print' -&gt; 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).</p>