Procedure: International Travel
For information on Future worlds Center's position, please visit the relevant International Travel Policy.
Preparing for international travel
The person traveling is responsible to find and buy her/his ticket and make necessary hotel and other reservations. All costs related to the travel must be paid by the person traveling and reimbursed after the trip. If the travel is made through an inviting party, the inviting organization must be informed about our organization and asked to deposit the reimbursement in the account of our organization; If they reimburse the person in cash, this money has to be deposited later in our account and declared as income.
Before the travel make sure you also have the following ready:
- A Power Point presentation
- Materials to disseminate about Future Worlds Center and its relevant projects
- Symbolic gifts for the hosts and possibly the participants
Financial procedure of international travel
The issue of financing the international travels has come up time to time to be solved. In case of the airfare, a new regulation has been introduced in order to release a little burden from the shoulder of the travelers. You can choose from 3 options, payment types when you are going to buy a flight ticket:
1. to be charged on the personnel credit card of the travelers: in this case an extra 15 EUR can be added to the travel expense report in order to cover any potential penalty regarding delaying repayment (if no delay, the traveler is still entitled to this extra 15 EUR)
2. to be charged on Yiannis` credit card who will get the extra 15 EUR, as explained above.
3. to be charged on CNTI: no extra costs can be claimed
Please note that a couple of advantages can be won in case of using credit card, such as free travel insurance, earning extra miles, get free airfare ticket. You can check these options with your personnel banker.
To apply for reimbursement you need to fill-in the relevant Reimbursement Form (Intern_Travel_Claim) and attach all original receipts, boarding passes etc and copies of the program and/or participation certificates.
Please note that travels without boarding passes will not be reimburses in compliance with the rules of the European Commission.
