Reimbursement Guide
Learn how the reimbursement process works and what each application status means.
How It Works
A reimbursement application goes through 5 main stages from start to finish.
Enter Event Code
Start your application by entering the 8-character event code provided by the organizer. Without a valid code you cannot open the form.
Fill the Form
Provide your personal & banking information, add your travel and other expenses, and upload the related receipt files (PDF, image or document).
Review & Submit
Re-check all the information on the review page. Once submitted, a 6-digit verification code will be sent to your email — keep it safe to track or edit your application later.
Admin Review
An administrator inspects every expense individually. Each expense can be Approved Rejected or kept as Pending.
Payment
Once approved expenses are transferred to your bank account, your application is marked as Paid and the process is complete.
Application Status Reference
All possible states your application can be in, and what they mean for you.
Draft
Your application has been started but not yet submitted. It stays in draft status until you submit. You can continue from the Track Your Application page with Event Code + Email + Verification Code.
If still draft, automatic reminder emails are sent around 15 and 30 minutes after creation.
Submitted
Your application was successfully delivered to the administrators and is queued for review. Your existing verification code remains valid for tracking and follow-up actions.
Under Review
An administrator is currently checking your expenses and receipts. You may be asked to provide additional documents by e-mail.
Approved
All your expenses are accepted. The application is waiting to be paid out to your bank account.
Partially Approved
Some of your expenses were accepted, others were rejected. Only the eligible total amount will be transferred.
Rejected
Your application could not be approved. The reasons are listed on the Track Details page. You may submit a new application if your case allows it.
Paid
The payment has been transferred to the bank account you provided. Your reimbursement process is complete. ??
Draft Status - Detailed Guide
Draft is a temporary state created after Continue to Review. Your application is saved, but it is not submitted to admin review yet.
What happens in Draft?
- Your application remains saved in the system.
- A 6-digit verification code is already available.
Reminder E-mails
- 1st reminder is sent around 15 minutes.
- 2nd reminder is sent around 30 minutes.
- Both reminders include Track page instructions.
To complete submission later, open Track Your Application and log in with: Event Code + Email + Verification Code, then submit your draft.
Filling Out the Form
Here is what each section of the application form expects, so you can prepare the right documents in advance.
Personal Information
- Full name — must match the receipts and the bank account.
- Valid e-mail address — all notifications go here.
- Phone number — used by the admin only if a follow-up is needed.
- Country of residence.
Banking Information
- IBAN of the account that will receive the reimbursement.
- SWIFT / BIC code if requested.
- Account holder name (should match your personal info).
Travel Expenses
- Pick the means of travel (Flight, Train, Bus, Car…).
- For Flights you must also upload boarding passes.
- Departure / arrival locations and dates.
- Amount in the original currency — the system converts to EUR automatically.
- Upload the related receipt (PDF or image).
Other Expenses
- Hotel, meals, visa, conference fees, etc.
- Pick the matching category from the drop-down.
- Add date, short description and amount with currency.
- Attach the receipt file (PDF, image or document).
Tip: Make sure your receipts are readable and clearly show the date, amount and (when possible) your name. You can upload multiple files for the same expense if needed.
How to Use "Track Your Application"
The Track page lets you re-open your application at any time without creating an account.
Open the Track Page
Click Track Your Application on the home page or use the link in any e-mail you received.
Enter Your Credentials
Provide your Event Code, your E-mail and the 6-digit Verification Code that was sent to your inbox.
See Your Status
Your application appears with its current status, each individual expense, the admin notes and the total / eligible amount.
Edit, Submit or Just Review
While the status is Draft, Submitted or Under Review, you can still edit. After Approved, Partially Approved or Paid, the page becomes read-only.
Per-Expense Status
Inside an application, every single expense (travel or other) is reviewed independently. That's why your application can end up as Partially Approved.
The expense has not been reviewed by an administrator yet.
The expense is valid and the amount will be reimbursed.
The expense was not accepted. The rejection note explains why.
Common Scenarios — Step by Step
Pick the situation that fits you and follow the exact steps below.
I want to start a new application
- Click Start New Reimbursement.
- Enter the 8-character event code given by the organizer.
- Fill in personal, bank and expense information.
- Upload every receipt.
- Click Continue to Review, double-check and then Submit.
I want to continue a draft I started earlier
- Open the e-mail with your verification code (or one of the reminders).
- Click Track Your Application.
- Enter Event Code + E-mail + Verification Code.
- Continue from where you left off and submit.
I noticed a mistake after submitting
- Open the Track page.
- If the status is Submitted or Under Review, click Edit.
- Fix the wrong field or re-upload the right receipt.
- Submit again — the admin will see your updated version.
After Approved or Paid you cannot edit anymore.
My application was rejected
- Open the Track page and read the rejection reason for each expense.
- Prepare the correct documents.
- Start a new application with the same event code and resubmit with the proper receipts.
Only some of my expenses were approved
- The status becomes Partially Approved.
- Open the Track Details page to see which expenses are approved and which are rejected.
- Only the eligible total amount will be transferred — rejection notes are shown for the rest.
My application is now marked as Paid
- You will receive a payment confirmation e-mail.
- The transfer should appear in your bank account within a few business days.
- If it does not arrive, contact the event organizer with your event code.
I lost my verification code
- Check your inbox for the original draft e-mail.
- Check the Spam / Junk folder.
- Look at the reminder e-mails (sent at ≈15 and ≈30 minutes).
- If you still cannot find it, contact your event organizer.
I never received the verification e-mail
- Wait a few minutes — delivery can be slow.
- Double-check that the e-mail you typed is correct.
- Check Spam / Junk and the Promotions tab.
- If still missing, ask the event organizer to re-send a reminder from the admin panel.
My receipt won't upload
- Check that the file is in a supported format (PDF, JPG, PNG, DOC…).
- Check the file size — very large files may fail.
- Try re-uploading from the Track page (Edit).
- If it still fails, re-scan or re-photograph the receipt and retry.
The EUR amount on a receipt looks wrong
- The system converts your original currency to EUR automatically.
- Conversion uses the latest daily exchange rate.
- Small differences are normal due to rate fluctuation.
- If the difference is large, contact the organizer with your event code.
E-mails You Will Receive
The system sends you e-mails at every important step. Each e-mail also contains a GUIDE button that brings you back to this page.
Draft Created
Sent right after you click Continue to Review. Contains your 6-digit verification code.
15-minute Reminder
Automatic reminder if your draft is still not submitted after ≈15 minutes.
30-minute Reminder
Second automatic reminder, same content as the first one.
Application Submitted
Confirmation that your application is in the queue and will be reviewed.
Status Update
Sent when an admin approves, rejects or partially approves your application.
Payment Completed
Final confirmation including the total and eligible amounts that were transferred.
Frequently Asked Questions
I don't have an event code. What should I do?
Contact your event organizer. The 8-character code is required to start a new application.
I lost my verification code, can I still view my application?
The 6-digit code is created when your application is first saved as Draft. Check your inbox/spam (including reminder e-mails) to find it.
Will my draft application be deleted automatically?
No. Draft applications are not auto-deleted after 10 minutes anymore. Instead, reminder emails are sent at approximately 15 and 30 minutes.
How can I continue a draft and submit later?
Go to Track Your Application and enter your Event Code, Email, and Verification Code. Then open your draft and submit it.
Can I edit my application after submitting?
Yes, as long as it has not been Approved or Paid. Use the Track Your Application page.
In which currency will I be paid?
All reimbursements are calculated and paid in EUR (€), regardless of the receipt currency.
My application was rejected. What now?
Open the application from Track page to see the rejection reason. If allowed, you can submit a new one with the corrected information.
What file types can I upload as a receipt?
PDF, JPG, PNG and most common document formats are accepted. Make sure the file is clearly readable and shows the date and amount.
Can I upload more than one file for the same expense?
Yes. You can attach multiple receipts to a single expense (for example: invoice + boarding pass).
How long does the admin review take?
It depends on the event and the number of pending applications. The status changes automatically; you will receive an e-mail when there is news.
Can I submit two applications for the same event?
Generally no — one application per person per event. If you forgot a receipt, edit the existing application from the Track page (while still editable) or contact the organizer.
Are my data and receipts safe?
Yes. Your personal data is used only for the reimbursement process and your receipts are stored in a secure cloud folder accessible only to authorized admins.
The admin asked me to update something. How?
Open Track Your Application, click Edit, apply the requested change (file or field) and submit again.