Addressing Gaps in Awareness,
Care & Support

Travel and Reimbursement Policy

1. Eligibility

Formally invited guests, whose registration has been confirmed for the ENTERO Policy Event, taking place on 24 April, organised by Digestive Cancers Europe, will be reimbursed for travel expenses. Please read the Travel and Reimbursement Policy carefully as the following conditions apply.

2. Reimbursed Costs

2.1. Travel

By plane: The cheapest Economy class up to a maximum cost of 400€. Bookings are the responsibility of the participants. Flights should be arranged as soon as possible, at the latest a month before the event, to ensure the most competitive price for the airfare.

If your flight exceeds the eligible amount, please contact entero@digestivecancers.eu for approval. Without approval, only the eligible amount will be reimbursed.

Non-reimbursable expenses:
• Bookings arranged less than a month before the event
• Additional insurance
• Registered luggage (for trips shorter than 3 nights)

By train: For long trips (travel over 3 hours), first-class travel can be booked with the exception of Eurostar/Thalys/High-Speed Train. For Eurostar/Thalys/High-Speed Trains please choose the economy class option. If your train exceeds the eligible amount, please contact entero@digestivecancers.eu for approval. Without approval, only the eligible amount will be reimbursed.

By car: Reimbursement of 0,22€ per km. This flat rate includes all costs related to the use of the vehicle (insurance, petrol, motorway fee, parking fees). Please indicate the departure city and number of kilometers on the form. A maximum of 400€ will be reimbursed, including airfare or train fare. The reimbursement will, in no case, exceed the equivalent of a first-class rail fare.

2.2. Subsistence allowance

Local transport: Taxi or Uber may be used to arrive and depart from the conference venue in case public transport is unavailable or in the case of reduced mobility. Please justify use of taxis on the Expenses Reimbursement Form, with original receipts.

Hotel: DiCE will arrange for one night of accommodation in Brussels, Belgium, check-in 23 April 2025, check-out 24 April 2024, covering the costs upfront. Please do not make your own bookings.
Should you require an additional night, please contact entero@digestivecancers.eu for approval. Unapproved additional nights will be at the participant's cost.

Food & beverages: Breakfast is included in the room rate. A welcome lunch and dinner on April 23 will be provided. Participants will be responsible for any additional meal and drink expenses. Kindly specify any dietary requirements, allergies, or intolerances when you RSVP to entero@digestivecancers.eu.

Non-reimbursable expenses:
• Additional nights
• Hotel bookings arranged by the participant
• Use of taxi without appropriate justification
• Food and beverages which are included in the conference package (e.g. extra lunch when lunch was offered during the conference);
• Alcoholic drinks

3. Conversion rate

Any expenses made in currencies other than the Euro must be converted to EURO. The conversion must be calculated based on the official European Commission website.

4. Submitting your reimbursement claim

The completed Expenses Reimbursement Form will be submitted by the claimant only after the event:
• Please use the ENTERO Policy Event Expenses Reimbursement Form to claim your expenses. You can find the form at the end of this document.
• All expenses must be justified with the original and itemised receipts (listing the price for each purchased item). Each receipt should be numbered as a reference. Please mention that number on the appropriate receipt.
• Please attach all original receipts and vouchers and make a copy for your records first.
• Please contact entero@digestivecancers.eu before the event for all expenses beyond or outside of this policy and attach the written correspondence to the Expenses Reimbursement Form. Extra expenses will not be reimbursed without the attachment of approval from the organisers.

Deadline for submission:

Kindly return the Reimbursement Form (provided below) to entero@digestivecancers.eu, ccing ghislaine@digestivecancers.eu at the latest by 24 May 2025. Please note that DiCE will not process any reimbursement after 24 May 2025.

5. What should you submit together with the form

• Scans of receipt (or pdf format) for the purchase of flight or train tickets
• Other receipts

6. Where should you send the reimbursement form?

Please submit a scan of your signed Expenses Reimbursement Form together with relevant receipts to: entero@digestivecancers.eu, ccing ghislaine@digestivecancers.eu at the latest by 24 May 2025.

7. Help needed?

For any query or more information, please contact the ENTERO Team.
Email: entero@digestivecancers.eu