finding and booking a flight
First, check the entry conditions with your passport/ID to Turkey. You can do it for example here or on your embassy's / foreign affairs ministry's websites. Check your passport expiry date and renew it if needed (we cannot reimburse this expense). If you are coming from Ireland, Spain or Turkey, start with your e-visa application.
As the training course takes place in Ankara, you will need to fly to Ankara Esenboğa Airport (ESB). Please take the most direct and economic option between your home and Ankara. We cannot reimburse first class tickets and unreasonable spendings. You have to come from your home directly to Ankara and also directly back, no layovers are allowed. We and your sending organisation are here to help with finding the best option for you. It takes time to get from the airport to the hotel and vice versa. Therefore, we ask you to arrange your travel in a way that you arrive not later than 16.00 on 25 August to Ankara Esenboga Airport. We suggest to find a flight which leaves later than 10.00 on 5 September to arrive comfortably to the airport. (Take into consideration that there is no metro service before 6.30 am!)
When you book your flight, take care that you get an invoice. See more details on how the reimbursement below.
As the training course takes place in Ankara, you will need to fly to Ankara Esenboğa Airport (ESB). Please take the most direct and economic option between your home and Ankara. We cannot reimburse first class tickets and unreasonable spendings. You have to come from your home directly to Ankara and also directly back, no layovers are allowed. We and your sending organisation are here to help with finding the best option for you. It takes time to get from the airport to the hotel and vice versa. Therefore, we ask you to arrange your travel in a way that you arrive not later than 16.00 on 25 August to Ankara Esenboga Airport. We suggest to find a flight which leaves later than 10.00 on 5 September to arrive comfortably to the airport. (Take into consideration that there is no metro service before 6.30 am!)
When you book your flight, take care that you get an invoice. See more details on how the reimbursement below.
When in Turkey
After landing at Ankara Esenboga Airport, you can use the Havas or Belko Air shuttle service to Aşti, the main bus terminal of Ankara. Both leave from the airport and one ticket is 11 TRY (Turkish lira, the local currency). You can buy the ticket on the bus with cash. The shuttle bus arrives to Aşti in approximately 45 minutes, depending on weather and traffic conditions. For Havas it is the last stop, for Belko Air it is the third to last stop. Havas has an app (both IOS and Android), which will be in Turkish but you can change it to English in the settings.
At Aşti, find and follow the signs to the green metro line. A one-way ticket costs 3 TRY (you need cash). Take the metro in the direction of Dikimevi (only direction from Aşti) and get off at Maltepe Station (5 stations and 7 minutes). Exit through the Gülseren exit and after you climbed up the stairs, you will find Akar Hotel behind you. If you need, you can find metro maps here.
This is the route we suggest, you might find other alternatives as well. However, please note that we cannot reimburse taxis or taxi-like services. For the trip from and to the airport, you will need at least 28 TRY (less than 5€). We exchange money before your travel to avoid different exchange rates at the airport.
On departure day, you can take the metro to Aşti and use one of the shuttle services again.
At Aşti, find and follow the signs to the green metro line. A one-way ticket costs 3 TRY (you need cash). Take the metro in the direction of Dikimevi (only direction from Aşti) and get off at Maltepe Station (5 stations and 7 minutes). Exit through the Gülseren exit and after you climbed up the stairs, you will find Akar Hotel behind you. If you need, you can find metro maps here.
This is the route we suggest, you might find other alternatives as well. However, please note that we cannot reimburse taxis or taxi-like services. For the trip from and to the airport, you will need at least 28 TRY (less than 5€). We exchange money before your travel to avoid different exchange rates at the airport.
On departure day, you can take the metro to Aşti and use one of the shuttle services again.
how the reimbursement will work
Generally, we can reimburse all your travel costs from your home to the venue and back up to the reimbursement limit if you provide us with documents for every expense.
What documents do we need?
What is an invoice? Invoice is an official document issued by your service provider (e.g. the bus company) which includes:
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If you are coming from Ireland, Spain or the United Kingdom, we will reimburse your e-visa cost up to 25€. It is separate from the travel reimbursement limits and calculations.
TIMELINE OF REIMBURSEMENT
before
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After you find your flight, you book it and request an invoice. As soon as you have the confirmation email of the flight, forward it to us. (You help us a lot by just simply forwarding the email without any added message in the forwarded email, so your itinerary can be printed nicely for our final report.) Please do not send screenshots or snippets, we need the original emails.
As you receive the flight invoice, you also need to send it to us. The invoice is very important and essential part of your reimbursement. In most cases you request an invoice already when buying a ticket, not after. If you missed to request an invoice, it is your responsibility to fix it. If you check-in online, you can also send us your boarding pass as soon as you have it. if you have an electronic boarding pass, the best if you send it as PDF file, but we can also accept screenshots of mobile boarding passes if every data is visible on them. |
at arrival
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When you arrive on 25 August, we are going to have a registration after dinner. This is your turn to provide us with any hard copies for your travel reimbursement (hard copy = you never received in email / downloaded it, someone gave it to you, it is an original copy). You can also have a look all your travel reimbursement documents and calculations we have at this point, to be sure that we did not miss anything.
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during THE TC
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During the training course our team will check and process your documents. During this time you can also add additional ones and have a look on our calculations.
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after
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You probably will have additional documents after you have arrived home. If they are electronic, you simply send it us by email. If they are hard copies, first scan them and send a it to us via email. Then, you will need to send them by regular post to:
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Finally
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When all your documents are ready, we are going to make a group transfer. It means that you will delegate a person from your country group or your sending organisation to receive the reimbursement money of the whole group. Why? Individual transactions are costly and not beneficial neither to you nor the sending organisation due to bank costs and exchange rates.
Everyone in the group will be notified when the reimbursement is made and you will be provided with a detailed reimbursement sheet for each person. We will do our best to reimburse your flight tickets as soon as possible, but for this we also need your cooperation. Sending all travel documents to us as soon as you get them is much easier than looking through all your emails in the last minute. The latest date we can reimburse you is 31 October 2019. |