Réseau Européen de Formation Judiciaire

EXCHANGE PROGRAMME ONLINE PLATFORM

POST-ACTIVITY REPORTING AND EXPENSE CLAIM

USER GUIDE for AIAKOS foreign Exchange Participant

Completing the online post-activity reporting and expense claim is a mandatory part of your exchange. Post-activity reporting and expense claiming cannot be completed by others means (such as emailing or sending documents by post). By regulation, AIAKOS exchange participants will also additionally have to submit by post their original travel documents and expense claim forms. See the very end of this guide for details.

A. Gather needed documents Before completing the online reporting and expense claim form, ensure that you have gathered the needed documents:

the expense claim form and travel evidence (tickets, boarding passes and travel invoices)

B. Logging onto the online Exchange Programme platform Once the documents requested after the exchange) are ready, complete the following steps:

1. Go to the following URL: http://ejtn-exchange.azurewebsites.net/Participant/. You will be presented with the following prompt:

2. Click on the 2nd option: “Post-activity reporting and expense claim / Retour et demande de remboursement post-activité ”. You will be presented with the following prompt:

3. You must use the same data as used in your participation notification email. To make sure you are using the same data, we kindly advise you to review the notification e-mail you received from EJTN to confirm your selection.

The following data must be entered (see below): e-mail (1), last name (2), first name (3), application code (4). Please take into consideration that you should type your last name and first name exactly as mentioned into this email, including full names with accents, etc.…

4. Once you have successfully logged on, you will arrive at the below page. You are now ready to proceed to your post-activity reporting and expense claim.

C. Uploading the required documents In the section below, you may upload the documents required after the exchange.

Attention: Please note that you can upload documents only once a day. It is, therefore, strongly recommended to group all of the required documents and submit them all in one unique session.

The required documents to complete reporting and make a travel claim are the expense claim form

and the scanned copy of your travel evidence as well as your online evaluation form.

The required template for the expense claim form may be downloaded from the Exchange Programme section of the EJTN website at http://www.ejtn.eu/Exchange-Programme/Activities/AIAKOS-Programme/

1. Ensure that the subject line describes the type of document you wish to upload (as shown below):

Please note that you may increase the number of documents to be uploaded up to 10 as shown below:

2. In order to upload your documents, and ensuring the subject line name matches the type of

document being uploaded, click on « Browse » (1), go through your documents in the pop-up

window(2), select the appropriate document (3) and click on « Open » (4) as shown below:

Example for a participant in an AIAKOS exchange:

Upload of the expense claim form under the subject “Expense claim form / Formulaire de

remboursement”

Upload of your travel evidence under the subject “Travel evidence / Justificatifs de transport"

3. Then, click on “Upload / Télécharger”

You will then see the below screen and EJTN will have well received your uploaded documents.

D. Completing the online evaluation form Provide your feedback on the activity you participated in in this section. All fields in grey contain information about your exchnage and cannot be modified.

The questionnaire starts right after the grey fields section. 1. You must reply to all of the mandatory questions of the evaluation form.

2. At the bottom of the page, click on “Create”:

Attention: you must respond to all mandatory questions. If the needed questions have not been

replied to, you will not be able to see the confirmation screen and you will not be able to complete

your post-exchange reporting and expense claim. Unanswered questions will be indicated with

“required” in red:

If you have replied to all questions and pressed the “Create” button, the confirmation screen below

will be displayed:

Note: Participants who are making reimbursement claim for their personal travel costs are also required to send by post their original travel documents and expense claim form to the following address:

Finances Unit – Jolanta Szczebiot / AIAKOS Exchange – EJTN Rue du Commerce 123 - B-1000 Bruxelles