General
What are the most important terms related to a COST Action?
You can find a glossary of COST Action-related terms here.
Can a participant without an affiliation be eligible for reimbursement?
Any individual who does not have an affiliation to a legal entity such as an institution/university or does not have a work contract with a private company, for example, is not eligible for travel reimbursement and/or to receive a grant. Master students are also not eligible, except for students enrolled in a research performing study programme.
Meetings/Training School
What does the Daily Allowance cover?
The Daily Allowance rate intends to cover expenses related to accommodation, meals, and/or short-distance travel (defined as less or equal to 100 km one way) and other incidental costs (eg. taxi or parking expenses, fuel costs, carbon tax, toll charges, car rental expenses linked to car travel, tips, etc).
How is the Daily Allowance calculated?
The Daily Allowance(DA) is calculated automatically in e-COST against the participant’s travel start- and end dates and hours. To find the list of DA per country please consult the rate list here. Please note that the MC Chair may set a lower DA rate for the event.
Do I need to upload supporting documents to receive the Daily Allowance (e.g. accommodation invoice, short-distance travel tickets, etc.)?
No. Expenses reimbursed as part of the Daily Allowance do not require supporting documents to be uploaded in e-COST except for the cases when the travel start date and end dates and hours cannot be verified: (i) The participant travels by car; (ii) cannot provide proof of the traveling date and hours; (iii) does not submit long distance travel request.
What counts as long-distance travel?
Long-distance travel is any travel equal to or above 101 km one way between a main transportation hub at the point of departure and the main transportation hub at the event venue and return to a main transportation hub at the point of arrival. Long-distance travel modalities may be by train, ferry, bus, plane, car (see special provisions for transport by car below.)
Can I prolong my stay before or after the event and get it covered by COST?
Extra travel costs linked to any non-standard travel options (such as adding extra days to one’s trip or deviations from the normal itinerary, whether for personal or for professional reasons), shall not be reimbursed.
Regarding the rules of a prolonged stay, there are two key terms: a layover and a stopover. A layover refers to the waiting time between two connecting flights at the airport or different modes of transport (eg. Train + flight, flight+ bus, etc). A layover should not exceed a duration of 24 hours. Anything longer than 24 hours is considered a stopover.
A stopover is when a traveller intentionally pauses their journey in a connecting city or country for more than 24 hours before continuing to their final destination. In this event, if the cost of each portion of the journey cannot be identified, 30% of the total amount of the ticket shall be deducted.
Can a participant arrive a few days before the meeting at the meeting venue location and/or depart days after the meeting, and still be reimbursed for their long distance travel expenses?
Yes, participants can stay longer at the meeting venue location, and their long distance travel may be reimbursed. However, the Daily Allowance will be automatically calculated based on the signed attendance list and their travel start date and time, and travel end date and time. No extra days nor meals can be afforded to the participant. Only the long-distance travel expenses related to the participation in the event will be eligible for reimbursement.
What is the maximum amount I can claim?
The incurred long-distance travel expenses are reimbursed on face-value including VAT, up to a maximum of EUR 1500, cancellation insurance included. The Action MC may decide to reduce the maximum amount.
Can participants who live within 100 km from the meeting venue claim for the Daily Allowance during the meeting days?
Yes, local participants can claim the full Daily Allowance. However, if they claim the Daily Allowance for the day before and the day after the meeting, they must submit supporting documents (e.g. accommodation or meal receipts).
Do local participants need a justification for the short-distance travel (less than 100 km one way)?
No, this is included in the Daily Allowance.
My institution reimburses me for part of the expenses (e.g., accommodation). How can I avoid double-funding?
The participant must choose a lower Daily Allowance if a third party is paying part of the expenses including some aspects of the Daily Allowance (e.g. accommodation). Double funding is strictly prohibited.
Are any of the following expenses eligible: parking, car rental, or fuel costs?
No, these are considered ‘Incidental Costs’, and are included in the Daily Allowance.
Can a participant pause their travel in a connecting city on the way to a COST Action activity?
The participant is permitted a maximum layover time of 24 hours in a connecting city, which may be necessary to facilitate changes in flights or modes of transport. Any layover exceeding 24 hours is considered a stopover, defined as an intentional break in the journey, and will affect the reimbursement. In this event, if the cost of each portion of the journey cannot be identified, 30% of the total amount of the ticket shall be deducted.
Can participants start their travel from a country that is not their country of affiliation?
Yes. Participants can start their travel other than their country of affiliation to go to the meeting venue location. Participants can also proceed to another location other than their country of affiliation after the meeting. The long-distance travel is reimbursed respecting the limit of 1500 EUR for total long-distance travel (subject to change due to MC’s decision).
Is travel cancellation insurance eligible for reimbursement?
Yes. The travel cancellation insurance should be claimed together with the related insured train/bus/ferry or flight supported by the ticket and amount paid. In the event of force majeure, please file a claim directly to the service provider/insurer and contact them for any further information.
Can the Management Committee set a maximum amount (e.g., up to 400 EUR) to reimburse long-distance travel expenses of the participants for meetings and Training Schools?
Yes, if the Management Committee (or the Core Group, if delegated with this authority) decides so and informs the participants in advance. However, the same maximum amount shall be applicable to all eligible participants attending a given event.
What is the maximum amount of kilometers that can be claimed under Long Distance Car Travel?
Long distance car travel is limited to a maximum distance of 1000 km for the entire journey from any point of departure to the event venue and return to the point of arrival.
What documents do I need to claim Long Distance Car Travel?
You will need:
- A parking receipt showing the parking date(s). If parking is paid by SMS, a print screen of the SMS shall be uploaded on e-COST. If you stayed in a hotel with free parking, ask for a declaration that you used the parking from the reception desk;
- The distance declaration in km from the point of departure and the event venue, automatically calculated with the distance calculator on e-COST.
No other form of proof (e.g., tolls, fuel) is accepted to claim Long Distance Car Travel.
If the participant parked for free, how can they claim Long Distance Car?
If the parking is included in the accommodation price, the participant must ask the accommodation provider to mention this on the accommodation invoice. The participant then submits the invoice showing the use of parking and can claim the car reimbursement.
If the participant parks for free at the train station/airport before continuing their journey to the meeting city, a ticket is still required for the reimbursement of the car travel. Without a parking ticket or proof of parking (whether free or paid), the use of Long Distance Car Travel cannot be reimbursed.
Grants
Who makes decisions about the Grants?
The Grant Evaluation Committee evaluates the applications.
Can a person apply for more than 1 grant per Grant Period?
Yes, provided that the dates are not overlapping with each other to avoid double funding.
How do I know if I am eligible for a specific grant?
Please consult our Am I eligible tool.
How to submit a grant application?
All applications for COST grants must be submitted via e-COST through the applicant’s profile via the following route: COST Actions –› My Grant Applications –› Apply for a grant.