| Expert role Log in to AGM Accept the invitation Create an expenses claim | ||
| Claim expenses for virtual meetings | |
This is an overview of the process. The subsections (for example the Add or change bank details page) guide you step-by-step through the process.
If you’re an expert attending meetings, you may be entitled to claim expenses. If you are, you’ll receive different notifications from AGM informing you about the reimbursement claim process. This process has two stages:
- Enter bank details
- Submit the claim
First, you need to provide your financial details as business partner (with information on you or your organisation) and a bank account. You can enter these details in AGM as soon as you receive the notification below.
Second, submit the expenses claim after
- your bank details have been validated.
- the meeting organiser has marked you as having been present at the meeting (notification below).
- you specified and documented the expenses for the activated expense types.
With the below notification, your 30 days-submission time starts. The system counts the submission time only when it's waiting for your action. For example, the submission time doesn’t change during validation, but the system starts counting again if our financial staff asks you to correct something.
AGM gives you the option to search for your financial data in the verification step beginning with the search for a business partner.
The search for a business partner is restricted to the type of entity your represent in the meeting. Your representation type has been determinded by the meeting organisers before sending out invitations.
- Experts invited as individuals can only search for individuals.
- Experts representing private organisations can only search for private organisations.
- Experts representing public organisations can only search for public organisations.
- Experts representing minstries can only search ministries.
- Experts marked as country representatives are not asked to search or select the business partner – the country in which they’re listed is set.
Once you found (or created) a business partner, you can search whether the bank account you want to use is already related to your business partner in the EC system.
If the bank account is not yet related to the business partner, you’ll be asked to create a new entry by providing supporting documentation.
As representative of an organisation or administration, you can use personal bank details with permission (see Upload derogation for personal bank account).