✈️ Travel Reimbursement Rules

ℹ️ Important Information

These travel reimbursement rules apply to participants of the mobility hosted by Positive Impact Center. Please read them carefully before booking your trip. Only travel costs that follow these rules and are approved in advance may be reimbursed.

📝 Before You Book

Before purchasing any ticket, please remember:

✅ You must choose the most economical reasonable travel option
✅ Please book economy class only
✅ Green travel options are recommended whenever possible
✅ All tickets must be approved by the organiser before purchase
✅ Once your option is approved, you have 2 days to buy the ticket
✅ If the price increases because of a delay longer than 2 days, the extra cost may not be reimbursed
✅ If you buy tickets without prior approval, the cost may not be reimbursed

Contact for travel approval:
Paula 📞 +48 534 685 657

📅 Travel Dates

Default travel dates:

• Arrival: 17 April

• Departure: 26 April

Extra travel days

You may:

• arrive up to 2 days earlier, or

• leave up to 2 days later,

but only up to 2 extra days in total. For example:

• 2 days earlier, or

• 2 days later, or

• 1 day earlier + 1 day later.

⚠️ This is allowed only if the travel option on the extra day is not more expensive than a comparable option on the default dates. If it is more expensive, the participant must cover the difference.

🛬 Arrival Airport and Timing

Preferred airport:

• Warsaw Chopin Airport (WAW)

Alternative airport:

• Warsaw Modlin Airport (WMI)
  This option is possible only if the participant can still reach the meeting point in Warsaw on time. The meeting point may be:

• Warsaw Chopin Airport, or

• Warsaw West Station.

Recommended arrival time:

Participants should ideally arrive in Warsaw by 18:00 on 17 April. If the only available option arrives later, it should be consulted with the organiser in advance.

💸 Choose the Most Economical Option

Please always select the cheapest reasonable option that allows you to participate in the mobility according to the organiser’s requirements. Reimbursement will not exceed the amount approved by the organiser before purchase.

🧳 Baggage Rules

Regular airlines

If the standard ticket already includes two cabin bags / carry-on items, buying additional baggage will not be reimbursed, unless the organiser approves an exception in advance. Participants are expected to use the baggage allowance already included in the ticket whenever it is sufficient.

Low-cost airlines

For Ryanair and Wizz Air, participants may purchase one additional paid baggage item. This cost will be reimbursed only if:

• the baggage is added separately to the basic fare,

• and it is not purchased as part of a bundle/package.

👉 This means you should first choose the basic fare, and then add only the baggage separately in the next booking step.

❌ Costs That Will Not Be Reimbursed

The following costs are not eligible for reimbursement:

• seat reservation / paid seats

• insurance

• priority boarding

• fast track

• lounge access

• bundle/package upgrades

• extra services not approved in advance

• taxi or private transfers

• personal travel not directly related to the mobility

📂 After Purchase

After booking your travel, please upload your documents to the shared Google Drive folder:

TRAVEL TICKETS – Google Drive LINK

How to upload:

1. Open your country folder

2. Open the subfolder with your name

3. Upload each ticket separately

4. Name each file using this format:
   Means of transport - from/to - date - cost

Example:
Flight - Athens/Warsaw - 17/04 - 155,00 EUR

📎 Documents Required for Reimbursement

Please make sure to submit the following documents:

• booking confirmation

• ticket / invoice / receipt

• boarding pass (mandatory)

• proof of payment, if requested

• baggage confirmation, if applicable

⏳ Deadline for Submitting Documents

All reimbursement documents must be submitted within 7 days after the end of the activity.

🔄 Changes After Booking

Any change after booking must be reported to the organiser immediately. Costs resulting from changes made without consultation may not be reimbursed.

⚠️ Approved Amount

Reimbursement will not exceed the amount approved by the organiser before purchase.

🚫 Missed Flights and Participant Mistakes

Costs caused by the following situations will not be reimbursed:

• missed flights

• no-show

• late arrival caused by the participant

• booking errors made by the participant

• incorrect personal data entered during booking

❓Final Note

If you are unsure about anything, please ask before booking.