EASL Travel Expense Reimbursement

Beneficiary Type

👤

Individual

Reimbursement to a person

🏛

Organization

Reimbursement to a hospital, university, institution…

Purpose of the Trip

Purpose of the Trip * ?

Beneficiary Information

First Name * ?

Last Name * ?

Email Address * ?

Bank Holder's Name (if different from above) ?

Address of the Beneficiary * ?

Street Name *

Number *

Postal Code *

City *

Country * ?

Banking Details

SWIFT / BIC Code * ?

Bank Name * ?

Bank Address * ?

Expense Details

At least one complete expense line is required (Date + Description + Amount). Exchange rates will be filled automatically based on the expense date.

#	Date	Designation	Original Amount	Currency	Rate / 1 EUR	Amount in EUR

💡 Exchange rates are filled automatically (official ECB rates). You can override any rate manually if needed.

Total in Euros € 0.00

Additional Information

Additional Notes (optional) ?

Receipts & Supporting Documents

At least one receipt is required. All expense items should be supported by a corresponding receipt or invoice.

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Drag & drop files here or click to browse

Accepted: PDF, JPG, PNG, max 10 MB per file

Declaration & Signature

Privacy Notice & Data Processing

1. Data Controller

The data controller is EASL, European Association for the Study of the Liver, headquartered in Geneva, Switzerland. Contact: easloffice@easloffice.eu.

2. Purpose of Processing

Your personal and banking data are collected solely to process your travel expense reimbursement request, execute the corresponding bank transfer, and comply with applicable accounting, tax, and audit obligations.

3. Legal Basis

Processing is based on (i) the performance of a contractual or pre-contractual obligation, (ii) compliance with EASL's legal obligations under Swiss accounting law (Code of Obligations art. 958f), tax law, and other applicable regulations, and (iii) EASL's legitimate interest in administering reimbursements properly.

4. Data Collected

Identity (name, address, email), banking information (IBAN, SWIFT, account numbers), expense details, supporting documents (receipts, invoices), and electronic signature.

5. Hosting & Storage

Your data is stored on EASL's accounting system (servers located in Switzerland) and within EASL's secure email and document management environment. It is handled in compliance with the Swiss Federal Act on Data Protection (nLPD) and the EU General Data Protection Regulation (GDPR). As this form is sent to EASL by email, your data may transit through standard email infrastructure, and EASL applies appropriate safeguards to protect it.

6. Retention Period

In accordance with Swiss accounting law (Code of Obligations art. 958f) and applicable tax regulations, your data and supporting documents are retained for a period of 10 years from the end of the financial year in which the reimbursement was processed. After this period, data is securely deleted unless a longer retention is required by law or by an ongoing legal proceeding.

7. Recipients

Your data is accessible only to EASL's finance team, authorized accounting staff, and, where strictly necessary, EASL's external auditors and competent tax or regulatory authorities. Banking data is transmitted only to EASL's banking partner for the sole purpose of executing the payment.

8. Your Rights

Subject to applicable law, you have the right to access, rectify, restrict, or object to the processing of your data, request its portability or erasure (subject to EASL's legal retention obligations), and lodge a complaint with the competent supervisory authority (in Switzerland: Federal Data Protection and Information Commissioner, edoeb.admin.ch). To exercise these rights, contact easloffice@easloffice.eu.

9. Automated Decision-Making

No automated decision-making or profiling is performed on your data.

* I hereby certify that the information provided in this form is true and accurate, and that the expenses listed were incurred in connection with EASL-related activities. I confirm that I have not been, nor will I be, reimbursed for these expenses by any other organisation.

* I have read and accept the Privacy Notice above and consent to the processing of my personal and banking data by EASL in accordance with Swiss law (nLPD) and the GDPR, for a retention period of 10 years as required by Swiss accounting law.

Date *

Full Name * ?

Handwritten Signature * ?

Your personal and banking data are processed by EASL solely to handle your reimbursement request. They are stored on EASL's accounting system (servers located in Switzerland) and within EASL's secure email and document management environment, and retained for 10 years in accordance with Swiss law (Code of Obligations, art. 958f). Data is handled in compliance with the Swiss nLPD and the EU GDPR.
By sending this form by email, you acknowledge this processing. Contact: easloffice@easloffice.eu