News:

Submitting Receipts for Reimbursement

Thank you for supporting our community! To keep our budget healthy and fund more projects, we need receipts that are accepted by the German tax authorities. A rejected receipt means lost VAT — and that money can't go towards future grants.

These guidelines apply to any agreed expenses you'd like to have reimbursed.

How Much Will You Receive?

Your reimbursement will be the lower of these two amounts:

  • The total of your submitted receipts, or
  • Your approved amount

Example: approved for €400 but only spent €280? You'll receive €280.

We want to keep bureaucracy reasonable for everyone. We appreciate every effort to get receipts right and won't expect you to spend excessive time on it.

Before You Spend — Check This List First

The easiest way to get a valid receipt is to ask the right questions before you pay. A few expense types need a little attention upfront.

Single receipts above €250

For any receipt above €250, make sure an invoice is issued to Python Software Verband e.V. using the address below. It's usually easy to arrange at the time of purchase — but very hard to fix afterwards.

Hotels

Ask the hotel to issue the invoice to Python Software Verband e.V. (address below) at check-in. Do this upfront — correcting it afterwards is difficult.

Restaurants & food

For group meals, one receipt covering everyone is fine. When you submit, please add a note with the number of people, their names, and the occasion.

Pizza delivery & catering

Same rules as restaurants. If the total exceeds €250, make sure the invoice is addressed to Python Software Verband e.V. when placing the order.

Flights

Your booking confirmation or e-ticket is sufficient — no special action needed.

Trains

The ticket itself is not a valid receipt. You need to request a separate invoice from Deutsche Bahn — this is a self-service process on their website.

Invoice address

Python Software Verband e.V.
p. Adr. Pioneers Hub gGmbH
Friedrich-Ebert-Anlage 27
69117 Heidelberg
Germany

VAT DE287430795

For expenses in Poland only: PL5263778159

What Makes a Receipt Valid?

Two things are required on every receipt, regardless of amount:

  1. The VAT rate shown as a number — e.g. 7% or 19%. Vague phrases like "prices include statutory VAT" are not accepted.
  2. For receipts over €250: the invoice must additionally name Python Software Verband e.V. as the recipient and show the VAT amount as a separate line item.

How to Submit

  1. One PDF per receipt — do not merge multiple receipts into a single file.
  2. Photo quality matters — a clear, straight-on photo is fine. Please avoid wide-angle shots of the whole table or surroundings.
  3. Send all receipts in one email to: reimbursements@pysv.org

We aim to process everything within five working days.