About the SSAI

• SSAI ethical code of conduct
• SSAI articles
• SSAI privacy policy
• SSAI diversity policy
• SSAI organisational overview
• SSAI board of directors
• SSAI committees
• SSAI meeting agendas and minutes
• SSAI reimbursement
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• National societies

Guidelines for Reimbursement of Expenses

The reimbursement policy of the SSAI is to facilitate SSAI activities while keeping costs and expenses as low as possible.

Main points

1. Reimbursement of expenses is offered only in connection with meetings and activities arranged or approved by The Board or the joint approval by the President, the Secretary-General and the Treasurer.
2. The chairs of the Educational, Clinical Practice, Research and NYA committees are responsible for their respective budgets and activities as decided by the Board.
3. Before activities (other than the individual courses of the SSAI advanced educational training programs) can be approved, the person responsible for organising the activity or meeting has to present a total budget for the arrangement for The Board or the above-mentioned officers of The Board. The budget should be conveyed to the Treasurer.
4. The costs of and income from the SSAI advanced educational training programs should be financially balanced within each program.
5. Every activity or meeting should be planned with the purpose of keeping expenses as low as possible.

Reimbursement

1. The official Reimbursement Form on the SSAI website should be used by all individuals claiming reimbursement.
2. Reimbursement will only be made to the person whose expenses are to be covered. Costs for flight tickets and taxi fares are refunded to this person and not e.g. to hospital or other employer. Cover or administration fees or taxes related to the use of services of third parties are not refunded.
3. Only expenses documented by original vouchers or receipts will be reimbursed (taxi, train, flights etc.). Only economy class flight tickets will be reimbursed unless otherwise agreed. Use of public transportation is encouraged. Individual restaurant bills or expenses for meals during travel are refunded if agreed on beforehand.  
4. The person in charge of the activity (e.g., committee chair, course director) must accept all reimbursement claims of all activities (incl. training program courses) before they are sent to the Treasurer. Each claimer’s all expenses related to the same event should be charged on one form. Reimbursement will be in one transaction.
5. Service providers such as hotels may send their invoices related to an activity directly to the Treasurer only after the person in charge of the activity has informed the Treasurer about accepting the bill.

When claiming reimbursement please comply with the following:

1. All necessary fields of the reimbursement form must be filled in. Payment can only be performed if the BIC-code of the bank and International Bank Account Number (IBAN No) have been stated. For Danish claimers, also the registry number of the bank and the Danish account number is needed.

2. Fill in the cost for each item as stated on the receipt in the first column. In the second column, fill in the currency of the cost. In the third column, enter the corresponding value in Danish crowns. Enter the total sum in Danish crowns to be reimbursed into the bottom field “Total to be reimbursed” and sign the form.

3. Scan in the reimbursement form and all receipts into ONE High-Quality pdf file – no paper copies are needed.

Reimbursements relating to The SSAI board and committees

1. Send the reimbursement form with the pdf via e-mail for acceptance to the person in charge of the activity (eg. chair of committee, President). He/she will check the form and send it to the SSAI Treasurer. He/She will forward the accepted form via e-mail to Azets and a person with power of attorney for reference and inform the claimer that the reimbursement is approved.
2. Azets execute the transaction and the transaction is approved by the person with power of attorney. Transactions will be performed every 14 days.
3. Reimbursement claims should be sent to the treasurer within 3 months of the activity.

NOTE: If the Reimbursement contains fees or compensation contact the SSAI Treasurer for further information.

General reimbursement process

1. Claimer of reimbursement (A) fills out the reimbursement form, scans the reimbursement form and all receipts into one pdf file, and sends it by email to the person in charge of the activity (B).
2. (B) checks the reimbursement form and the receipts and approves the reimbursement by co-signing the form.
3. (B) sends the pdf file to the SSAI Treasurer (C) by email and CCs the claimer (A) to inform them that the claim is approved.
4. (C) The SSAI Treasurer sends the approved Reimbursement form to AZETS who performs the transaction to (A)’s bank account within 30 days.

Reimbursements relating to The Advanced Educational Programmes

• Send the reimbursement form with the pdf via e-mail to AEP Treasurer/Secretary. The AEP Treasurer/Secretary will check the reimbursement form. He/she will forward the accepted form via e-mail to Azets and a person with power of attorney (AEP Chair) for reference and inform the claimer that the reimbursement is approved.

• Azets execute the transaction and the transaction is approved by the person with power of attorney. Transactions will be performed every 14 days.

• Reimbursement claims should be sent to the treasurer within 3 months after the activity.

AEP reimbursement process

(1) The claimer of Reimbursement or service provider sends their Reimbursement form / Invoice to the AEP Secretary/Treasurer (2). (3) The AEP Secretary/Treasurer checks the reimbursement form, appendix, or Invoice, marks it with the relevant AEP code and name, then sends it to AZETS (4) and informs the AEP Chair that the claim is coming. (5) AZETS register the claim in COZONE, where it is approved by the AEP Chairperson (5). (6) AZETS perform the payment to the claimer.

Fees and Compensation

If the Reimbursement contains fees or compensation, this is subject to taxation and will be reported to the Danish Tax authorities. Contact the SSAI Treasurer for further information.

The reimbursement form should be filled in electronically and then printed, signed and sent to the treasurer including the original vouchers.

For further inquiries please contact the treasurer: treasurer [at] ssai.info

Documents