Video Tutorial
To draft a standard request for payment, proceed as follows:
- Open the Dashboard and select the Payments item in the Navigation bar on the left-hand side of the screen.
The Payments screen opens.
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 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.
- Click the Save request button.
The Payment Request Checklist will appear as follows:
- Click the Submit request button.
- If you do 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:
The number of days worked remotely (i.e., at your own premises) are pre-filled in the Fees field in the Fees for work done remotely (REMOTE) box. But you can request a correction by entering the correction details in the Fees correction request field.
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!
- The number of days worked centrally (i.e., at the EU premises) is pre-filled in the Fees field in the Fees for meeting participation (On-site/virtual On-site) box. But you can request a correction by entering the correction details in the Fees correction request field.
- The Payment Request Checklist will appear as follows:
The red X will remain until you have created and saved a new meeting. See the next point. - If you intend to receive daily allowance and/or accommodation allowance, select the relevant checkbox(es) in the Cost reimbursement for meeting participations box.
The meeting dates have been pre-filled, but you can edit them by clicking the Update button.
The Meeting and Travel details screen appears.
- Enter the details of the meeting. An example is shown in the image below.
- Click the Save button. The Payment Request Checklist will appear as follows:
The Travel Expense claims box becomes available. If you do not save a meeting, it is by default unavailable.
- If you wish to claim travel expenses, select the leg of the journey. Options are Return, To meeting, and From meeting.
- Select the mode of transport (airplane, train etc.).
- 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.
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 the pencil and paper.
To delete a journey, click the trashcan.- Click the +Choose file button in the Supporting documents box.
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.- To add another journey, repeat steps 13 to 18.
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.
To delete a meeting, click the trashcan in the Meeting and Travel details | Summary box.
- Click the Back to Payment link at the very top, left-hand side of the screen.
Click the Save request button.
Note
- If you wish to add expenses for another meeting, click the New meeting button.
- If you wish to edit an existing meeting, click the Edit button beside the relevant meeting.
- If you wish to see full details for a meeting, click on a meeting row (the area indicated by the red box in the first image below). The row will expand to show full details, including dates and travel to and from that meeting (as shown in the second image, below).
- Click the Submit request button at the bottom of the screen.
A confirmation screen appears:
- Click the Yes button to confirm your submission.