Please enable JavaScript.
Coggle requires JavaScript to display documents.
TRAVEL GUIDELINES wrap up March 2019 (Check list (Travel cost estimation…
TRAVEL GUIDELINES
wrap up
March 2019
Mtg with Mircea+BGO on 05072018
Reimbursement policy
experts invited
much more articuleted, need to simplify exp km reimbursements (see Rabat km costs)
experts contracted
Add in Travel Guidelines
Reimbursement: all supporting docs shall be delivered to participants within
10 calendar
:warning: days.
Afterwards?no longer reimbursable?
Declaration of honour/ that they do not receive reimbursements from other parties: included in the Reimbursement Form
CHECK!
Per diem (further 100 Km :warning:
esplicitare di più
) : semplificare (like EC!) Mircea to verify
Local transfer
car: eliminate km costs and use on line system
a. rule 1 not use the car
b. if they use the car, km reimb fine with prior agreement -
no cheapest option
:warning:
Benchmark in case of exceptions (identify categories categories) 20%, speakers, ecc.
:smiley: Leaflet about reimbursement - link in our website - See PMO model
Check points from JKB message 10.3.2017
Check exchange with FIN JKB message 02.08.2016about taxi reimbursement
Check list
Define best value
Consider the conditions of the context (for ex. security)
Specify the reasons why the exception is requested
Clarify responsibilities (PCO, ETF -EO/ACU)
Travel cost estimation in the budget - define rule for ceiling
Decide the celing (20%, 30%) margin for PCO autonomous deicsion
Flow:
Database invitees
Budget preparation (by country of origin/detsination)
Info/Registartion pax ==> proposal to pax
What to do if the ceiling is overcome?
Airport transfer when request of earlier arrival/late departure
NO
When asking for approval/informing, the PCO shall provide full information (no need for the EO to come back asking further questions) - useful to provide a model
Palestine: see Mara's email 08.01.2019
Reference documents:
EC, Annex I, Guide to missions and authorised travel (27.9.2017)
EC PMO, Reimbursement of expert's expenses (leaflet), 10.1.2008
ECHA, Guide for the reimbursement of travel adn accommodation expenses and payment of subsistence allowances, 25.9.2015
EFSA, Experts' compensation guide, 1 January 2017
ESMA, Reimbursement of travel and subsistence expenses for external persons, 2.12.2016
ETF, Mission guide (excerpt), email of 2.302016
Taiex (excerpt), 24.11.2014
Cases
No need for approval, just info on EMS
Ask to fly back the day after, pays his additional night, flight price is even cheaper
Pax preference is lower that the PCO options
Transfer from Malpensa (250€ per leg)
Organisation of new flight for lost connection for flight delay - cost recover in case of problem caused by teh career)