Reimbursements

Summary

This video provides a comprehensive guide to travel and reimbursement procedures for camp staff. It covers reimbursement for personal vehicle travel, detailing the per-kilometer rate and meal stipends for long journeys. Additionally, it outlines reimbursements for first aid courses, police check administration fees, and worksheet photocopies. Staff are advised to submit itemized receipts directly to the director and avoid self-made or tampered receipts. Clear instructions are given for reimbursement eligibility and handling of personal purchases. The video also includes tips to simplify the process and ensure compliance with the reimbursement rules.

Takeaways

• 😀 Reimbursements for travel to or from camp using your own vehicle are 25 cents per kilometer, up to the value of the cheapest bus or train ticket for the same journey.
• 😀 If your bus or train journey takes longer than 3 hours or occurs over a meal time, you'll receive a meal stipend, with €0 for breakfast, €0 for lunch, and €1.15 for dinner.
• 😀 Receipts are not needed for meal stipends, but they are required for other reimbursable expenses.
• 😀 Reimbursement covers the cost of an in-person First Aid course, the German police check administration fee, and photocopies for English class worksheets (up to €1.15 per camp).
• 😀 To process reimbursements, always hand over itemized receipts to your director while at camp. Do not send them via email to the office.
• 😀 It's essential to keep receipts intact and avoid tampering with them, as tampered receipts are not eligible for reimbursement.
• 😀 Only proper, official receipts will be accepted. Self-made receipts are not valid for reimbursement.
• 😀 Personal items like toothpaste, pens, medication, and bottle deposits are not eligible for reimbursement.
• 😀 Before purchasing materials for camp projects, check with your director to confirm eligibility for reimbursement.
• 😀 If you buy extra items for camp that are not on the approved list, you will not be reimbursed, but you can use the receipts for your yearly freelance tax return.

Q & A

What should I do if I want to travel to or from Camp using my own vehicle?

You should arrange this with Oscar Learn English ahead of time. They reimburse 25 cents per kilometer up to the value of the cheapest bus or train ticket for the same journey.

What happens if the train or bus journey takes longer than 3 hours and overlaps with meal times?

If your train or bus journey takes longer than 3 hours and overlaps with a meal time, a stipend for your meal will be included in your pay. You will receive €0 for breakfast, €0 for lunch, and €1.15 for dinner.

Do I need to provide receipts for meals if I am traveling during meal times?

No, you do not need to provide receipts for meals during travel, as the stipend for the meals is included in your pay.

What will Oscar Learn English reimburse for regarding training and documents?

Oscar Learn English will reimburse you for the cost of an in-person First Aid course, the administration fee for your German police check, and photocopies for English class worksheets up to €1.15 per camp.

How do I submit receipts for reimbursement during camp?

You should hand over itemized receipts directly to your director while you're at camp. Avoid sending receipts to the office via email, as they cannot be processed for small amounts that way.

What should I do before buying specific materials for camp projects?

Check with your director before buying specific materials to ensure reimbursement eligibility.

What makes a receipt ineligible for reimbursement?

A receipt becomes ineligible for reimbursement if it is tampered with or if it's a self-made receipt. Only proper receipts are accepted.

What types of personal items are not covered for reimbursement?

Personal items such as toothpaste, pens, medication, and bottle deposits are not covered for reimbursement.

What should I do if I buy extra items for camp that are not on the reimbursement list?

If you buy extra items that are not on the reimbursement list, you will not be reimbursed by Oscar Learn English. You should keep the receipts for your yearly freelance tax return instead.

How can I ensure my receipts are eligible for reimbursement?

To ensure your receipts are eligible for reimbursement, keep them intact and ensure they are proper receipts. Avoid any tampering with the receipts and always ask for guidance if you are unsure about reimbursement eligibility.