As a VSV member, it is possible to request reimbursement for some expenses made for the VSV or VSV activities. This usually happens in the following two cases:

1. You are part of a VSV committee, and have made expenses for an activity you organize. These expenses should always have been discussed and budgeted beforehand with either your committee treasurer or the VSV board treasurer.
2. You have participated in a VSV activity for which travel costs can be reimbursed.

Reimbursement is done using an online platform, called “Declaree”. If you don't have an account yet, the VSV board treasurer can create an account for you if you want to reimburse an expense. For this, please contact them through [email protected]. Include your student number in the mail! Once an account is created, you will receive an invite. Follow the instructions in the invite mail, and you're good to go!

The bank account used is your IBAN from the VSV database. Please check if this is correct here.
If desired, you can switch Declaree to English by clicking on the UK flag in the top right corner.

All expense declarations should follow the following rules in order to be accepted:

• Always add the receipt. The VSV is not allowed to reimburse anything if you do not have a receipt.
• Only one expense per declaration.
• The receipt should be clearly readable, and all information should be clearly visible.
• Save the receipt until your expense declaration has been accepted, in case it is declined because of unclear imagery.

You can submit an expense either on the Declaree website by simply pressing the “add expense” button, followed by “Upload expense”, or in the Android or iOS Declaree apps.

Include the following information in your expense declaration:

• Description: [Name of supplier] - [amount]x [Description of purchase], e.g. “Jumbo - 1x Ice Airbase”
• Amount: Total amount to be reimbursed, in EUR
• Date: Date of purchase
• Category: Category of purchase; if no category is applicable, don't worry, just choose something
• Payment method: How the expense was paid for
• Image of the receipt

After you have submitted your request, it will be reviewed and processed by the VSV treasurer. If the declaration is accepted the due amount will be transferred to your bank account. If your expense declaration is rejected or needs to be modified, you will receive an e-mail notification.

Don't forget the receipt! This is also applicable for expenses paid for with a VSV debit/credit card!