Advance payment procedures

1. Approved trip (if the travel dates are not known yet, you can enter estimated dates and update them in AEDO 5 days prior to departure + have them re-approved – also for insurance purposes).
2. Approved AEDO order. If payment is made in a foreign currency, use that currency. As for Booking.com, choose the address in Brussels. Especially for card payments fill in a higher than estimated price. The accommodation´s and flight tickets´ price may often rise before you realize the payment itself. If the accommodation is sold out at the time of booking, you can subsequently use Send back for editing to modify the supplier or price (with clarification) and have the order approved again.
3. Invoice (the order must precede the invoice). If you do not have any invoice yet, attach available documentation.
4. Signed Payment request
5. Submit the tax invoice issued to: CTU in Prague, Faculty of Civil Engineering, Thákurova 7, 166 29 Prague 6, VAT: CZ68407700, ideally with the traveler’s name. A so-called “receipt” is not sufficient for reimbursement.
6. Payment can be processed immediately if all documents are correct.

Expenses paid by the employee him/herself on-site or in advance (e.g., train tickets, taxis, etc.) must be listed before departure on Before trip/Expected expenses during the trip. For proper accounting, submit a tax invoice issued to CTU in Prague, Faculty of Civil Engineering, Thákurova 7, 166 29 Prague 6, VAT ID: CZ68407700 + ideally the traveler’s name, or a simplified tax document (for cash payments up to 10.000, - CZK).
In exceptional cases where an invoice cannot be obtained, a screenshot documenting this attempt - for example, from the ordering process or email correspondence - may be used as proof. For payments made by credit card or bank transfer enclose a bank statement.

 

DETAILED PROCEDURES:
FLIGHT TICKETS - ACCOMMODATION - REGISTRATION FEE