If you have made any purchases relating to the Guild’s activities, like bought food for the Guild’s sauna evening or paid a rental fee to AYY to some of the Guild’s events, you can get your money easily back using the expense compensation. In general, you have to get an approval from your closest Board member before making any purchases for the Guild, or before you use your personal car for the Guild’s purposes (these expenses can also in some cases be compensated). This is to make sure that there won’t be any unpleasant surprises for either the Guild or yourself, and you’ll be able to get your money back.

The electric expense compensation form can be found here.

Instructions in short:

  • Fill in your name, account number, and a brief explanation of the reason for the expenses in the form.
  • Scan the receipt using a scanner or a mobile scanning app, and attach it to the form as a PDF file or an image. Make sure that all of the receipt is in the image and the details are clearly readable.
  • If you made the purchases online, attach both the transaction receipt and proof of payment from your online bank. Additionally, if you paid through a payment service provider (e.g., Paytrail), include the payment confirmation from the provider for the reimbursement.
  • Briefly itemize the contents of the receipts. You can include all receipts for the same event in the same expense as separate attachments.
  • Add the receipts and their amounts. For cash payments, round to the nearest five cents to ensure you are reimbursed for the exact amount spent.
  • If additional attachments are included on the form (e.g., online bank payment confirmation), select “Extra attachment” for these.
  • If the receipt includes personal purchases, clearly separate these in the expense description and use the reimbursable amount on the form.
  • You can and should use the same form to claim multiple expenses. In such cases, ensure that the costs for each separate item are detailed in different sections of the form, and provide accurate descriptions for each.

Special cases

Travel expenses: You can reimburse Guild related trips made with your own car from the guild. This can be done using the electronic expense compensation form with mileages. The guild’s mileage reimbursement for the year 2024 is 0.25 €.

Please calculate the distance using for example Google Maps. The mileage a car shows can be imprecise.

Travel tickets: HSL travel tickets can be reimbursed by the guild. Remember to justify the purpose and time of your trip.

Tori.fi purchases: If you purchase a used item, for example, from Tori.fi or another marketplace service, you can verify the transaction with a handwritten receipt. Please include details such as the date, a breakdown of what was sold, the sum, the names of the seller and buyer, and their signatures.

Meeting budget: All divisions of the Guild of Physics can make use of the meeting budget. The budget is €2 per on-site participant and covers food and drinks only. Please also attach the minutes of the meeting or at least a list of participants and the topic of the meeting when claiming reimbursement from the meeting budget.

Project budget: Before utilizing the project budget, the person using it must first obtain approval from the board. The board grants a specific amount that can be utilized. When seeking reimbursement from the project budget, remember to include, for example, a photo or social media post from an event where the project was presented or utilized.

Fuksi group budget: Each fuksi group has a budget of 30 € in the fall and 30 € in the spring. Remember to use it!

Alcohol: Finnish alcohol can be reimbursed and served at events. Alcohol purchased elsewhere cannot be reimbursed.

Annual ball representations: For AYY special status associations and SFMO member associations, the reimbursable amount is 75% of the ticket price. For other associations, the reimbursable amount is 50% of the ticket price. When seeking reimbursement for annual ball representations, the email of the invitation, a whole email confirmation of registration (by transforming the email in to a pdf) and a picture of payment, such as a screenshot from online banking, are required. You should reimburse the representation only after it has happened.

Lost receipt (?!): If you lose your receipt, please contact the treasurer @rahaministeri.

Reimbursable maximum amounts may change annually according to the approved budget. The above instructions apply to the calendar year 2024.