COST AND REIMBURSEMENT

Let’s make the financial side easy and transparent.

Budget restrictions:
  1. We don’t pay for the hours you put in yourself. So, an hourly fee for your own work will not be considered in the budget. 
  2. We cannot pay for structural employees and the like. This would be indirect employment of people by Volt There. Paying (self-employed) people for certain assignments (e.g. build a website) is possible. 
  3. We understand that sometimes offering drinks or snacks for the people participating can have a positive effect on engagement during or after the event. We however want to prevent large parts of the budget being spent on catering. Therefore, we reimburse a maximum of 20% of the given event budget for food and drinks.
    1. NB. Food paid by Volt There must always be vegetarian. If this is a big challenge because of culture/traditions, you have to let us know upfront.
    2. NB. if you’ve managed to get everything (such as location and speakers for free or almost nothing), and the only thing missing is catering. Then we can discuss having a bigger budget for the catering.
  4. We also understand that sometimes transport costs are unavoidable. However, transport costs can quickly become a large chunk of the budget. Therefore, in general, we will not reimburse this. The exception is when the costs have a direct impact on the project, such as a prominent speaker that would help the project’s visibility immensely. If this is the case, we will take it into consideration with the footnote that it cannot be more than ¼ of the budget you are asking of us. 
    1. NB. Providing train transportation instead of plane transportation is a big plus when possible. Here we follow Volts policy programme that short distance flights are a no-go. 
  5. We try to fund as many projects as possible with maximum effect. This means that we aim to pay for effective expenses only. When reviewing your project, we will discuss with you if there are costs that seem unnecessary (e.g. high cost for snacks during an event). Please be aware of this in your application. Keep in mind that money you spend cannot be spent by other projects.
  6. Due to government regulations with regard to the subsidies, the costs must be incurred in the same calendar year as your project. Thus, we are not able to fund costs that are realised later than the end of the calendar year. 
  7. Funds can only be transferred to bank accounts in Europe or the country where the project takes place. Please check if we are legally allowed to send money to your country.
We have two ways to cover the costs of your event

Reimbursement

    1. Expenses are first covered by the applicants themselves. 
    2. Use the reimbursement cost template to create a clear overview of the costs.
    3. The overall reimbursement submission is done via this form. We aim to reimburse the money within two weeks.
    4. Please supply a good scan or photo of the receipt.
    5. Each of the receipts must contain:
  • Amount paid (per payment);
  • VAT paid (per payment);
  • Company paid to (per payment);
  • Date of payment (per payment);
  • A description from you what the payment is for (e.g. venue).

The small receipt from a card payment is not enough. We need the proper invoice/receipt with the above information.

Invoice directly to Volt There. 

    1. Larger invoices that you are not able to up front can be sent by email to Volt There. Volt There can then pay it directly without you having to cover it first.
    2. To use this option, you must first discuss it with the Volt There team. Only end-responsible for the project execution may request this and send us an invoice.
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