Practical info for my group members -- travel and reimbursements

Before any payment is made, the travel should be requested and approved in the institute's internal AURA system. Once the trip is completed, a report must be written and uploaded to AURA, and all invoices should be provided to the Rényi Institute's Finance Office.
Warning! All these administrative steps must be completed within 30 days of the trip's end!

In order to complete any work trip and / or to get reimbursed it is vitally important to get a proper invoice; without a valid invoice the expenses cannot be properly paid by grant money or appropriately accounted for.

This applies in particular to

1. conference registration fee [even if paid by the institute's bank card]
2. train or flight ticket [the latter must be booked by the institute due to Hungarian financial regulations]
3. accommodation expenses [must be booked by the institute if the total cost exceeds about 500 EUR]
   Warning! Invoices are usually not provided by booking.com even if booked by the institute but must be requested, begged for, pleaded for, or otherwise obtained from the accommodation provider [it is usually best to get a printout on site].
   Warning! AirBnB usually cannot provide a proper invoice and thus should be avoided.

The invoice must be issued to the institute, not to the traveller and must contain all of the following:

1. The name of the services (flight ticket, accommodation, registration fee, etc.)
2. The amount paid and the currency used
3. The name of the institute [abbreviation is fine: HUN-REN RAMKI]
4. The address of the institute: Reáltanoda street 13-15, H-1053, Budapest, Hungary
5. The tax number of the institute [this, and the above two can be found on the Institute's business card]

Meals, Uber, and other local travel expenses are typically not reimbursed, but are usually covered from the daily allowance provided to each traveller.

To get further help contact one of the Rényi Institute's secretaries.

Warning! The above brief description only reflects my understanding of how to administer a simple, typical trip; the official rules can be found in the institute's "Kiküldetés szabályzat" [login is required for access; the document is in Hungarian].