Réseau Européen de Formation Judiciaire
EXCHANGE PROGRAMME ONLINE PLATFORM
POST-ACTIVITY REPORTING AND EXPENSE CLAIM
USER GUIDE
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).
Attention: By regulation, one-week exchange activity 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:
 For two-week exchanges: the report and the certificate of attendance
 For one-week exchanges: 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 you used in your original application. 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 original application.
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 you typed in your application, 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 noted below. The required
templates (for the report, certificate of attendance and expense claim form) may be downloaded from
the Exchange Programme section of the EJTN website (at http://www.ejtn.eu/ExchangeProgramme/Activities/Short-term-exchanges/ ) :
For two-week exchanges
- Report*
- Scanned copy of your certificate of
attendance*
- Online evaluation
For one-week exchanges
- Report
- Expense claim form*
- Scanned copy of your travel evidence
- Online evaluation
*template available from EJTN’s website
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 a two-week exchange:
Upload of the report under the subject “Post-exchange report / Rapport de stage”
Upload of the certificate of attendance under the subject “Certificate of attendance / Attestation de
présence"
3. Then, click on “Upload / Télécharger”
You will then see the below screen.
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 “Save Changes”:
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 “Save changes” button, the confirmation screen
below will be displayed:
Note to one-week exchange participants:
Participants taking part in one-week exchange activities are also required to send by post their original
travel documents and expense claim form to the following address:
Finances Unit – Jolanta Szczebiot / Short Term Exchange – EJTN
Rue du Commerce 123 - B-1000 Bruxelles