You will soon attend a conference, a workshop or any visit outside CERN?
Please read the information below carefully:
| General |
Pursuant to article R
V 1.11 of the Staff Regulations:
“Duty travel” is travel undertaken at the request of the
Organization or, in respect of associated members of the personnel,
travel authorised by their respective home institution and
coordinated by the Organization.
Duty travel may not be undertaken without prior approval.
This procedure applies to all members of the personnel who undertake
duty travel irrespective of the origin of the funds used for the
duty travel.
The Organization pays members of the personnel the travel expenses
for a return journey between the duty station, or any other duly
authorised location, and the duty-travel destination, as well as
associated expenses such as visa or entry fees and luggage charges.
You can find all the up-to-date information in the CERN Admin
e-guide:
https://admin-eguide.web.cern.ch/en/procedure/duty-travel
| 1. Standard conditions |
1.1 Mandatory things to do prior
leaving
-
Complete a Duty Travel Request (TRAVEL) in EDH, giving as many useful information as possible such as the website of the event, the amount of registration fees (if applicable), to be paid by CERN or by the traveler, preferred itinerary and means of transport...
Please note that a travel should be sent before any duty travel, no matter if a reimbursement will be claimed to CERN or not (in this case, please mention "no cost for CERN" in the remarks field). -
In parallel, enter a leave request in EDH.
-
The plane/train tickets must be ordered by the secretariat or the traveller through the Egencia online booking tool.
You are not authorized to book your means of transport by yourself - if you do so, no reimbursement can be claimed.
Rental car at destination can be booked through Egencia. -
Hotel can be booked through Egencia or the traveller books via the hotel of their choice or via any other online booking tool and attaches the hotel invoice to the EDH travel document upon their return, to claim reimbursement.
Reimbursement will be on real cost if lower than the DTA for accomodation.
-
The Organization pays a Daily Travel Allowance (DTA) to cover accommodation, meals and miscellaneous expenses where the travel destination is outside a 50 km radius of CERN and the duration of travel is more than 6 hours.
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Other necessary expenses incurred in the course of duty travel may be reimbursed at actual cost on presentation of the relevant receipts, provided each item claimed exceeds 20 CHF.
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Upon your return, you will receive a notification by email from EDH, which will allow you to finalize the TRAVEL.
Answer the questions to inform us whether or not your itinerary has changed, and if meals and/or accommodation were paid by another source and/or were included in the registration fees. -
Attach the invoice of accommodation to the TRAVEL, it's mandatory.
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If you did the payment of the registration fees, please attach a scanned copy to the TRAVEL.
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Reimbursement of daily allowance and travel expenses will be paid by bank transfer in CHF.
1.2 Things to do upon your return
1.3 Additional information
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In exceptional circumstances, you may be authorized to use your own car (reimbursement on a 2nd class train ticket equivalent). During the official travel, the private car that being used is insured by the collective insurance (CASCO) contracted by CERN. Read for more information.
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Check here if you're not sure about the visas requirements: www.cibtvisas.ch. "Canton of residence" should be Geneva, even if you live in France.
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CERN, has partnered with a specialized travel assistance company, International SOS (Intl.SOS), to provide medical and security assistance to its members of personnel traveling for official purposes. More information in the admin e-guide: https://admin-eguide.web.cern.ch/en/assistance-related-official-travel-provided-international-sos
If you have any further question, don't hesitate to email us ship.secretariat@cern.ch or by phone + 41 22 766 91 63