Duty Travels

Admin e-guide here

Useful links : EDH Travel document, Duty Travel Coordination

How to submit a request/reserve means of transport? PowerPoint Presentation

Egencia web site 

GENERAL

  • Duty travel definition: authorised travel, outside the permitted driving area, undertaken at the request of the Organization or, in respect of associated members of personnel, travel authorised by their respective home institution and coordinated by the Organization.
  • AC 33 applies to ALL members of personnel who undertake duty travel, irrespective of the origin of the funds used for the travel.
  • Duty travel must be authorised prior to departure → No claims = No booking and no reimbursement
  • Main transport (plane, train, rental car)
  • Before your first travel please complete your profil on Egencia web site, it will be not necessary to complete it afterwards unless modified.
  • Download INTERNATIONAL SOS application on your smartphone (Welcome to CERN Global Risk Management and Assistance Programme)

TRANSPORT

  • Main transport (plane, train, rental car)
    – Once the travel claim completely approved, the traveller can order the tickets via Egencia (directly on the travel claim with the Egencia button
    in the left column or on the     Egencia web site ), no later than 14 days prior to departure (if possible).
    – one piece of hold luggage included/refunded
    – NO reimbursement of supplementary expenses for seat reservations, fast track services, priority boarding or upgrades.

Transport between CERN and Geneva airport/train station and between the arrival airport/train station and the final destination (hotel, conference venue, meeting place etc.) → reimbursed at actual cost, provided each individual item claimed exceeds 20 CHF. Public transport must be used whenever possible.

  • Local transport at final destination (between hotel and conference/meeting location) → covered by daily travel allowance. Can no longer be claimed separately.
  • The Organization will not pay or reimburse additional costs incurred in connection with duty travel due to travellers exercising a personal choice, including but not limited to, deviating from the most direct route, changing travel dates, or upgrading transport or accommodation. Example: For a private travel before or after the event, the difference with the most direct route will be deducted on your reimbursement at your come back.

DAILY TRAVEL ALLOWANCE (DTA)

  • A daily travel allowance (DTA) is paid to cover the cost of accommodation, meals and miscellaneous expenses. Detailed information about the calculation of DTA is available in the procedure “Daily travel allowance”.
Percentage of daliy travel allowance
Accomodation (including Breakfast and Local taxes)60%
Meals lunch10%
Meals dinner10%
Miscellaneous expenses20%
  • Nights spent in planes/trains, at family/friend’s homes or at the traveller’s own home are considered to be at no cost for the traveller and therefore must be deducted from the DTA.
  • Travellers can book their accommodation via Egencia web site ( hotel payment directly by Egencia) or they can book and pay themselves. On return and If they booked and paid themselves, they will be reimbursed on the basis of real costs up to a maximum amount corresponding to 60% of the DTA. The Proof of payment will be compulsory.

Miscellaneous expenses covered by DTA:

  • Local transport, incl. taxis, when at final destination
  • Parking, incl. at point of departure
  • Taxes (other than local taxes)
  • Tips
  • Telephone calls and communication for work purposes
  • Occasional drinks and snacks

OTHER NECESSARY EXPENSES

The following other expenses can be reimbursed at actual cost, provided each individual items claimed exceeds 20 CHF:

  • Visas, immigrations formalities, mandatory vaccinations
  • Registration fees for events (conferences, workshops, exhibitions…)
  • Rental car fuel and motorway tolls
  • Excess luggage charges
  • Laundry if staying more than 1 week

N.B. Items can be grouped to be reimbursed when they are of the same nature.

LOCAL DUTY TRAVEL

  • Local duty travel = travel within a 50-km radius of CERN or of a total duration of less than 6 hours.
  • Transport and other necessary expenses are paid when the cumulative amount exceeds 10 CHF
  • No DTA paid

PARTICIPATION TO A CONFERENCE – WORKSHOP

Once your participation to a conference/workshop is approved by the group leader, you can start the duty travel process and, in parallel:
1. Register to the event respecting early registration deadline. Please, ask for a payment of the fee by bank transfer
Summary table payment
2. Send by email to your group secretary: the confirmation of your registration + the event web link + any further relevant information (bank details if know)

ATTENDING AN EXTERNAL TRAINING

Prior to the below process and once your participation has been approved by the group leader, please fill in an EDH Training Request using the SY training budget code 60011.