What documents do I need to present to be reimbursed for a business trip?
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I want to get reimbursement for …
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… if I paid in cash or by card in person: |
… if I paid online: |
I should not forget, that … |
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participation fee |
1. sales receipt 2. cashier’s receipt |
1. electronic payment confirmation 2. bank statement |
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hotel |
1. invoice 2. cashier’s receipt
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1. electronic booking confirmation or payment confirmation 2. invoice or an equivalent document confirming the fact of my residence in the hotel 3. bank statement
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Only lodging in an economy class hotel room will be reimbursed. The number of guests in supporting documents must not exceed one person. I need to make sure that confirming documents contain the hotel’s name, my full name, the number of guests, dates of check-in and checkout, cost of the stay, and the means of payment. |
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rented apartment |
PAYING TO THE AGENCY 1. original rental agreement signed by two parties 2. sales receipt (must contain my name and the dates of my stay) PAYING TO THE HOST 1. original rental agreement signed by two parties 2. note signed by hand from the host confirming the payment 3. copy of host’s passport (the main page with the signature). |
1. electronic agreement 2. electronic receipt 3. bank statement |
As lodging at a private apartment is not standard from the point of view of Russian legislation, it must be approved by the head of my department or director beforehand. |
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travel expenses |
1. plane tickets and boarding passes, or train tickets 2. sales receipt 3. cashier’s receipt
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BY AIR 1. electronic plane tickets 2. boarding passes 3. bank statement BY TRAIN 1. electronic train ticket 2. bank statement |
Only travel from the city of employment (Moscow, St. Petersburg, Nizhny Novgorod, Perm) to business trip destination will be reimbursed. Employee travel on a business trip directly from a vacation destination is considered on a case-by-case basis. It is recommended to book plane tickets (only econom class) through the websites of big airlines, such as Aeroflot (here tickets for flights of Skyteam aliance member airlines can be ordered). The electronic ticket must be entitled as “electronic ticket itinerary receipt”. If I travel by Russian Railways, I don’t need to provide a bank statement, only electronic tickets. |
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transfer |
taxi receipt specifying the route “airport – hotel” or “hotel – airport”
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1. Taxi booking confirmation 2. bank statement |
Taxi receipts must specify the date and route, as well as contain the driver’s signature. If I travel in Russia, taxi expenses will not be reimbursed If I take a train to travel abroad, transfer from and to the railway station won’t be reimbursed as it will be part of my per diem. |
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health insurance |
1. sales receipt 2. cashier’s receipt 3. health insurance card
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1. electronic health insurance card 2. bank statement |
The Voluntary Health Insurance (VHI) provided by HSE is valid on the territory of Russia. Thus it may only be used during your trips around Russia. Travelling abroad for business trips may require purchase of a travel insurance policy. See more details in the file below. Business trips insurance 2017 |
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per diem |
WHEN TRAVELING ABROAD Scanned copies of the following passport pages: 1. Pages with stamps confirming my entry and exit from Russia and entry and exit to the country of destination 2. Main page with the photo, 3. Page with the visa |
The cost of day depends on the country I'm travelling, so I should check the Business travel expenses.Business travel expenses | |
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visa |
1. invoice or sales receipt (or an equivalent document specifying payment reference) 2. cashier’s receipt 3. copy of my visa |
1. invoice (or an information email) 2. bank statement 3. copy of my visa |
Extended fees for urgent visa issuance will not be reimbursed. If I use a commercial visa service, a receipt specifying payment reference and a cashier’s receipt need to be provided. The university recommends using the PONY EXPRESS |
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