Version November 2010 ESPON 2013 Programme TRAVEL REIMBURSEMENT RULES

version november 2010 espon 2013 programme travel reimbursement rules sounding board - kss experts these new updates travel rul

Version November 2010
ESPON 2013 Programme
TRAVEL REIMBURSEMENT RULES
Sounding Board - KSS Experts
These new updates Travel Rules have been approved by the Monitoring
Committee
on 15-16 November 2010.
I.
General rules
Sounding Board (KSS) Experts will be granted for each travel (listed
in Annex 3 of relevant service contract) a total amount of 300 EUR for
travel up to 300 km one way (between the country of residence and the
location of the meeting) and 750 EUR for any other travel over a
longer distance. The costs have to be included in the invoices to the
MA.
However, Sounding Board (KSS) Experts have the possibility to claim
travel costs on the basis of real costs incurred and according to the
standard travel reimbursement rules applicable (as described in Annex
4 of the relevant service contract).
Reimbursement of travel expenses can be claimed - as described under
§3 of the relevant service contract - at any moment after the travel
has ended but at the latest together with the payment of the balance
of the contract. All requests for payments or travel reimbursements
have to be submitted at the very latest within 30 days from the date
of the Final Delivery.
A. Administrative procedures of reimbursements
A.1 Principles
By processing the travel costs reimbursements, the ESPON CU commits
itself to respect the principle of sound financial management related
to the monitoring of the ESPON 2013 Programme budget and Partner State
Budget.
Should some particular case deviate from the present general travel
rules, it will be treated by the ESPON CU on case by case basis.
Generally speaking, here are the basic principles to be respected in
order to be eligible:
*
Travel costs must be directly related to a meeting foreseen in the
Annex 3 of the relevant KSS Expert’s Service Contract (e.g. TPG
Meetings);
*
Should the travel costs concern as well other meetings (not
related to ESPON) where the representative participates,
his/her travel costs reimbursed under the ESPON programme must
be reduced proportionally. The ESPON CU foresees to apply this
reduction on a case by case basis.
*
Travel costs must be directly and only related to the KSS Expert
contracted for the relevant project. The traveller should be
identifiable on supporting documents whenever it is possible.
*
Travel costs must be incurred in the eligible period, for the
dates related to the concerned meetings and within the territorial
geography of the MS/PS of ESPON.
*
The supporting documents are submitted, complete and signed.
A.2 Key documents to be submitted
Following forms and supporting documents must be submitted:
“Travel Expenditure Declaration” – TED - blank template send by the CU
after the meeting
duly filled in and signed by the traveller
“Financial Identification Form” – FIF - blank template send by the CU
after the meeting
duly filled in and signed by the traveller or the financial department
of the employing organisation
!! please note that the FIF should be submitted with the 1st TED OR in
case of bank details change
!! Please note that the FIF person declared is the person who
travelled.
All original supporting documents
with explanation notes when necessary
All requests together with the forms and supporting documents for
payments or travel reimbursements have to be submitted at the very
latest within 30 days from the date of the Final Delivery.
II.
Specific rules for the different Committees
Type of costs
Reimbursement
Travel costs
As a general rule, the most economic means of transport must be used.
Exceptions to this would have to be justified in writing.
Economic flight
- only economy class ticket
- including flight prices, airport taxes and booking fees
- from MS/PS to meeting location
Exceptions: any deviation of economy class or locations must be
motivated in writing in TED (best choice in terms of prices and flight
connections).

Train, Bus
- journey, dates must be explained by traveller

Taxi (only motivated exceptional cases)
- journey, dates must be explained by traveller

Personal car
- only for distance no higher than 150 Km, one way from/to the meeting
place, evidenced in written
- reimbursed as the equivalent of 1st class train ticket on the basis
of written price statement.

Public parking fee
- not eligible for reimbursement
NO
Accommodation costs
As a general rule, the max. amount for accommodation must be respected
and number of nights is allowed from the night before the event (if
located far from the MS/PS) or day of the event start until the event
ends.
For meeting lasting one day
1*
For meeting lasting two days
2*
* Additional nights can be reimbursed in relation to the Agenda
timetable, the location and flight connections: written motivation is
required for an additional night in TED.
No room service/mini bar or extra personal expenditures like laundry
or telephone costs can be reimbursed.
Subsistence costs
*
Spending on lunch and dinner has to stay within the fixed amount
per meal including beverage indicated for the country of
destination (see table below).
*
Alcoholic drinks like beer and wine accompanying a meal can be
accepted.
*
Meals and beverages during travel are reimbursable in case of
delays and/or no serving during travel (written motivation is
required).
Table of Maximum Amount for hotel accommodation costs per night &
Maximum meals costs in the country of destination (taken from the
rules of the EC1)
Country
Maximum Amount (accommodation)
Maximum Amount
(meals)
Austria
130,00 €
25,00€
Belgium
140,00 €
25,00€
Bulgaria
169,00 €
33,50€
Cyprus
145,00 €
40,00€
Czech Republic
155,00 €
45,00€
Denmark
150,00 €
45,50€
Estonia
110,00 €
27,00€
Finland
140,00 €
40,00€
France
150,00 €
30,00€
Germany
115,00 €
25,00€
Greece
140,00 €
25,00€
Hungary
150,00 €
30,00€
Ireland
150,00 €
32,50€
Iceland
160,00 €
40,00€
Italy
135,00 €
34,50€
Latvia
145,00 €
27,00€
Liechtenstein
95,00 €
40,00€
Lithuania
115,00 €
27,00€
Luxembourg
145,00 €
30,00€
Malta
115,00 €
30,00€
Norway
115,00 €
40,00€
Poland
145,00 €
30,00€
Portugal
120,00 €
26,00€
Romania
170,00 €
31,50€
Slovakia
125,00 €
22,50€
Slovenia
110,00 €
29,00€
Spain
125,00 €
29,00€
Sweden
160,00 €
40,00€
Switzerland
140,00 €
37,50€
The Netherlands
170,00 €
32,50€
United Kingdom
175,00 €
45,00€
Other expenses
No daily allowance will be paid
No exchange fee can be reimbursed
No other specific costs will be considered eligible
Annexes:
1.
Travel reimbursement declaration
2.
Financial identification form
3.
the 10 GOLDEN Rules
4.
Checklist before sending documents to the CU
Annex 3 Basic steps to help you when submitting a travel expenditure
declaration
The 10 GOLDEN RULES to ensure a smooth and quick reimbursement
BEFORE THE MEETING
1.
Keep the invitation, agenda and practical information of the
meeting (electronic format)
2.
Start planning your travel and check the most economic way of
travel / accommodation. Keep evidence of your choice for the best
option in terms of money and time. Keep written communication with
travel agencies (if any) or travel department
3.
Keep pre-booking information: the passenger receipt (generally
sent by email before travelling) and booking confirmation of the
hotel
DURING THE TRAVEL
4.
Keep the original boarding passes, the boarding stubs, the train
tickets, the taxi. For air companies using the “no paper
principle”, keep printed copies of electronic boarding documents
5.
Ask for the invoice of the hotel when checking-out
AFTER THE TRAVEL AND MEETING
6.
Collect the original invoices for the hotel, for the travel
agency, for the flight tickets, the original travel tickets
7.
Provide notes/explanation for the journeys, dates and purposes if
not detailed on the tickets
8.
Fill-in the Travel Expenditure Declaration (TED)
9.
Fill-in the Financial Identification Form for 1st reimbursement or
change of financial information
10.
Send all collected documents to the ESPON CU as soon as possible
and at the very latest within 30 days from the date of the Final
Delivery.
Annex 4 Checklist before sending documents to the CU
*
Travel Expenditure Declaration dated and signed
*
If needed, Financial Identification Form dated and signed
*
Original invoices (hotels, travel agency, ...)
*
Original travel tickets (boarding passes, stubs, taxi tickets, bus
tickets,...)and passengers receipts. In case you receive
electronic passenger receipts and boarding passes, a declaration
of honour confirming that the costs related to this travel will
not be claimed to any other institute.
*
Written justification of any deviation of these present travel
rules in TED, if needed.
TRAVEL EXPENDITURES DECLARATION FORM
Please submit your duly signed reimbursement claim with requested
supporting documents
by post mail within 8 weeks at latest after the meeting to:
ESPON Coordination Unit, CRP HT P.O. Box 144, L-4221 Esch-sur-Alzette
– Luxembourg
Meeting concerned : Insert Meeting purpose, dates and place
Name of Delegate:
Country Represented:
Organization:
City & Post code:
Address :
Email :
Tel/Fax :
TRAVEL EXPENSES will be reimbursed according to ESPON 2013 Travel
Reimbursement Rules,
any deviation needs further explanation/justification:
Currency*
Amounts
Comments / Justifications
Hotel :
 Original invoice
Flight or Train ticket :
 Original or Electronic Passenger Receipt
 Original or Electronic Boarding Pass/ Stubs
 Original Train tickets
Local Travel : (Train, bus, taxi)
 Original ticket(s)/ receipt(s),
 If not indicated on ticket/receipts, price listing
Subsistence costs :
 Original ticket(s)/ receipt(s)
Use of private car: (Reimbursement on basis of train ticket)
 Price statement of train ticket as basis of reimbursement
* The correct exchange rate, will be applied by the ESPON Managing
Authority, following the ERDF provisions when payment is being
processed
The ESPON Financial Identification Form is to be completed for initial
& new ESPON reimbursements, any changes must be notified to the CU
using the Financial Identification Form.
Date & Signature : ......./......./..........
I confirm that these expenditures are true and exact.
Please fill in a Financial Identification Form only for:
a) Initial reimbursements or b) Change of bank details
FINANCIAL IDENTIFICATION FORM
Project / Meeting :
Details of the person/company who/which engaged the expenditure
LAST NAME, FIRST NAME:
INSTITUTION:
ADDRESS OF INSTITUTION:
POST CODE & TOWN OF INSTITUTION:
COUNTRY OF INSTITUTION:
TVA/VAT ID NUMBER (if relevant) :
TELEPHONE NUMBER:
REIMBURSEMENT TO A PERSONAL ACCOUNT:
 YES
 NO
REIMBURSEMENT TO AN INSTITUTIONAL ACCOUNT:
 YES
 NO
Details of the ACCOUNT HOLDER
NAME OF ACCOUNT HOLDER* :
ADDRESS OF ACCOUNT HOLDER :
POST CODE & TOWN OF ACCOUNT HOLDER :
TVA ID OF ACCOUNT HOLDER (if relevant) :
BANK NAME:
BANK CODE/SWIFT:
BANK AGENCY & COUNTRY:
IBAN**:
*Please ensure that the name of the account holder is correct,
otherwise the payment may be rejected
** The IBAN is mandatory
SIGNATURE : _____________________________________________________
NAME : ______________________________DATE:____________________
COMPANY STAMP : ______________________________________________
1 EC rules shall be subsequently updated each time.
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