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Online Manual


FAQ


Video Tutorial

(warning)  This video will be updated in the near future.


To draft a standard request for payment, proceed as follows:

  1. Open the Dashboard and select the Payments item in the Navigation bar on the left-hand side of the screen.

     

    The Payments screen opens.

     

  2. Click on the relevant payment. 
    The Request for payment screen appears.

    Note

    • The Payment Request Checklist is in the top right-hand corner of the screen. 
    • If you wish to declare zero cost see the Note at the end of this page. 
  3. If you require payment or reimbursement for the tasks completed, click the arrow to the right of the Bank account field and select a bank account from the drop-down menu.

     

    The Payment Request Checklist will appear as follows:

     

  4. The number of days worked remotely (i.e., at your own premises) are pre-filled in the Fees area in the Remote activities box. 

     

    Note

    The start and end date refer to a period defined by the EU.


    The Payment Request Checklist will appear as follows:

     

    Important

    If you wish to claim fees for work done centrally (at EU premises) and/or are claiming Daily and/or Accommodation allowances,  you MUST specify a meeting. Read points 8 - 10 carefully!
  5. The number of days worked centrally (i.e., at the EU premises) is pre-filled in the Fees area in the On-site/virtual On-site box. 



  6. The Payment Request Checklist will appear as follows:



    (warning) The orange warning icons for Daily allowance and Accommodation allowance will remain until you have selected Allowances. See points 8 - 10.

  7. Under "Do you agree with the fees?", you must choose one of the three options:



    I agree (default option).
    I do not agree. In this case it is mandatory to leave a comment explaining why in the Comments for the fees (optional) box.



    If you fail to do so, a warning message appears at the bottom right of the screen:



    I do not wish to be paid the fees. 



    In this case, when you click on Submit request, a confirmation pop-up message appears. You must click Yes to confirm.



  8. If you intend to receive daily allowance and/or accommodation allowance, select the relevant checkbox(es) in the Cost reimbursement for meeting participations box.



  9. The meeting dates have been pre-filled, but you can edit them by clicking the Update button.
    The Meeting and Travel details screen appears.



  10. Enter the details of the meeting. An example is shown in the image below.



  11. Click the Save button. The Payment Request Checklist will appear as follows:

     

    The Travel Expense claims appears.

     

  12. If you wish to claim travel expenses, select the leg of the journey. Options are Return, To meeting, and From meeting.



  13. Select the mode of transport (airplane, train etc.).

     

  14. Enter the price paid. By default, the cost is in Euros but you can click the arrow to the right of the currency field and choose an alternative currency, if desired.

     

  15. Click the Add button. Your journey details will appear below the form fields. An example is shown below:

     

    The Payment Request Checklist will appear as follows:

     

    The red X appears because you have not yet uploaded a supporting document , such as a ticket or boarding card. As soon as you upload one or more such documents, the red X will be replaced by a green tick mark.

    Note

    To edit a journey, click on the “Modify” button..
    To delete a journey, click the trashcan.
  16. Click the +Choose file button in the Supporting documents box.



  17. Browse to the relevant file and double click it. Your file will appear at the bottom of the Supporting documents box.

     

    Note

    You can also drag the file from Windows Explorer and drop it on the upload files... box.


    The Payment Request Checklist now appears as follows:

     

    Note

    To delete an uploaded document, click the trashcan.
  18. To add another journey, repeat steps 13 to 18. 

  19. Click the Save button in the Meeting and Travel details box.

    Attention

    If you do not click Save, you will lose all your meeting details.



     

  20. Click the Back to Payment link at the very top, left-hand side of the screen.

     

  21. Click the Save request button.

     

    Note

    • If you wish to edit an existing meeting, click the Update button beside the relevant meeting.



    • If you wish to see full details for a meeting, click on the arrow (>) to the left of the meeting row. The row will expand to show full details, including dates and travel to and from that meeting (as shown in the second image, below).



  22. Click the Submit request button at the bottom of the screen.



    A confirmation screen appears:



  23. Click the Yes button to confirm your submission.


Note

  1. At the beginning of the Payment Process, if you do not require payment or reimbursement for the tasks completed, Select the Declare zero cost checkbox. Most of the fields on the page will disappear.



  2. Click the Save request button.
    The Payment Request Checklist will appear as follows:



  3. Click the Submit request button. A popup is displayed to ensure that you know you are submitting without declaring costs.