The YES will cover all actual eligible costs for selected volunteers according to the travel policy outlined below, except for IGLs, whose costs are fully covered by their respective Member Organisations (MOs).

The YES will only cover economy class travel and carry-on baggage, so any checked in luggage will have to be covered by you, unless otherwise agreed. Travel must be arranged to Berlin on the dates indicated on the website. Unfortunately, we are unable to cover any additional costs.

Guidelines

Volunteers are expected to book the most reasonable travel option available. The Global Office may ask volunteers to justify unusually expensive travel arrangements.

As we strive to lower our carbon emissions, we encourage volunteers to adopt sustainable means of transport, where possible.

• If your travel distance is more than 2,500 km, you will be reimbursed up to 500 EUR. No green reimbursement category exists for travel above 2,500 km because sustainable alternatives are generally not feasible at this distance. Please note that in this case only, if your travel costs exceed the amounts allowed by our policy, we will contact your Member Organisation (MO) to ask if they are willing to cover the difference. However, if your MO is not able to cover the additional costs, you will be asked to cover the difference yourself. It is important that you accept these conditions during the application process.
• If you choose to travel by car, we will reimburse you 18 ct/km, but maximum the amount indicated above. For this, we will need a gas/charging receipt from the trip, together with a picture/screenshot of the route and distance travelled. If you transport other people in your car (= carpooling), your trip counts as green travel. Please fill in the Carpool Form, collect your passengers’ signatures and then send it to us. Since you need your passengers’ signatures, we strongly recommend you to print it out and have them sign on the spot, so you don’t need to run after them. In case you carpool, we will increase the reimbursement amount by +2ct/km per person for the shared trip. Carpool passengers cannot claim travel cost for the shared trip from the Global Office.

All travel distances must be calculated using the official EU Distance Calculator. Please note that this policy applies only to the main trip from your home country to Berlin. Any costs related to local transportation (e.g. from the airport or train station to the YES venue) will be fully covered by the YES.

• *According to the European Commission, “Sustainable means of transport (green travel) is defined as the travel that uses low-emissions means of transport for the main part of the travel, such as bike, bus, train, or car-pooling”.

Filling in the reimbursement form…

After the YES, you will need to complete the YES reimbursement form and submit it no later than one month after the event. Once processed, you will receive the reimbursement from the Global Office. We will notify you once your reimbursement is being processed; please note that it may take a few weeks to complete.

When filling out the reimbursement form, please ensure that every expense is supported by a valid receipt. For travel-related expenses, such as tickets, be sure to include the itinerary showing your full name and the total amount spent. If you are traveling by plane, don’t forget to attach your boarding pass as an additional proof of travel. We will complete the exchange rate and type of expense sections later, you don’t need to do that.

Additionally, make sure to fully complete your bank details, including your account number, SWIFT code, and beneficiary's information. Incomplete banking information may result in delays in processing your reimbursement.

Finally, ensure all other sections of the form are accurately filled out: this includes your full name, date of request, reimbursement method and a clear description of each expense. Providing all the necessary documentation and details will help ensure your reimbursement is processed quickly and smoothly.

Please find a copy of a reimbursement form below:

EEE-YFU reimbursement form