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Policy: International Travel: Difference between revisions
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==Different types of travel opportunities== | ==Different types of travel opportunities== | ||
We distinguish between three types of travel: | We distinguish between three types of travel: | ||
====Type 1: Travel that is part of a regular project in which the Associate has a key role==== | |||
<P Align="justify">The '''first type''' is considered necessary/obligatory for the people who are involved in a specific project. The Organization therefore, compensates 100% of the cost. This includes airfare, hotel, food, transportation and a 50 euro per diem in order to cover the costs paid without invoices. In general, the organization does not cover taxis or personal expenses and does not provide any daily allowance. The person traveling has to prepare the travel documents in a standardized method and to submit all receipts, boarding passes and the filled and signed Reimbursement Forms in order to be reimbursed.</p> | <P Align="justify">The '''first type''' is considered necessary/obligatory for the people who are involved in a specific project. The Organization therefore, compensates 100% of the cost. This includes airfare, hotel, food, transportation and a 50 euro per diem in order to cover the costs paid without invoices. In general, the organization does not cover taxis or personal expenses and does not provide any daily allowance. The person traveling has to prepare the travel documents in a standardized method and to submit all receipts, boarding passes and the filled and signed Reimbursement Forms in order to be reimbursed.</p> | ||
====Type 2: Travel is important for the Organization and/or specific projects, but not necessary for the particular associate==== | |||
The '''second type''' is important but not obligatory. Therefore, the Organization expects the person traveling to contribute minimally and to demonstrate appreciation for the opportunity. | The '''second type''' is important but not obligatory. Therefore, the Organization expects the person traveling to contribute minimally and to demonstrate appreciation for the opportunity. | ||
====Type 3: Travel is considered as ‘opportunity’ resulting out of our strong network==== | |||
The Beneficiaries can be both members of Future Worlds Center or outsiders. | |||
The '''third type''' of travel is sometimes treated in a case-by-case manner, but in all cases the following applies: | The '''third type''' of travel is sometimes treated in a case-by-case manner, but in all cases the following applies: | ||
The person traveling will in most cases be expected to contribute partly to the cost, because: | The person traveling will in most cases be expected to contribute partly to the cost, because: | ||
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In all cases, the reimbursement will be made only after the project/travel report is accepted by the EC. Exemptions may be made in extraordinary cases for internal people. | |||
<span style="color:#FF0000" >In all cases, the reimbursement will be made only after the project/travel report is accepted by the EC. Exemptions may be made in extraordinary cases for internal people.</span> | |||
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Regardless the available project budget, [[Future Worlds Center]] shall reimburse all actual necessary cost occurred during the international travel based on the original invoices provided. The organization follows actual cost reimbursement policy and not flat per diem reimbursement unless it is justified by special circumstances and approved by the management. | Regardless the available project budget, [[Future Worlds Center]] shall reimburse all actual necessary cost occurred during the international travel based on the original invoices provided. The organization follows actual cost reimbursement policy and not flat per diem reimbursement unless it is justified by special circumstances and approved by the management. | ||
In the event when the project does not define maximum per diem can be claimed, the organization can charge the full amount of the international travel ensuring that the [http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/index_en.htm | In the event when the project does not define maximum per diem can be claimed, the organization can charge the full amount of the international travel ensuring that the [http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/index_en.htm current per diem ceiling of the European Commission] is not exceeded. | ||
==Preparing for international travel== | ==Preparing for international travel== | ||
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# Take materials to disseminate about Future Worlds Center and its relevant projects | # Take materials to disseminate about Future Worlds Center and its relevant projects | ||
# Take gifts to the hosts | # Take gifts to the hosts | ||
==What comes after your international travel== | |||
The participation in international travel comes with responsibility to maximize the benefit both for the individual and for the organization and even the country at large. To facilitate this, all people travelling are requested to submit a one-paragraph report with their reimbursement request plus record a short interview and upload on Youtube using Future Worlds Studio. | |||
====Points to include in the written/video report==== | |||
Country, city, when, with whom | |||
Project, partners, who is the coordinator | |||
Purpose of the meeting | |||
Who else was there? | |||
What was your personal contribution? | |||
What was the benefit for you? | |||
What did you bring up back for Future Worlds Center? | |||
Possible inspiration to do something that was not originally planned… | |||
