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(Created page with "Most of our people love to travel and gain experiences from other groups and other cultures. For information on Future worlds Center's position, please visit the relevant [[Po...")
 
 
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Most of our people love to travel and gain experiences from other groups and other cultures.  
For information on Future worlds Center's position, please visit the relevant  [[Policy: International Travel | International Travel Policy]].
 
 
 
==Preparing for international travel==
<P Align="justify">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; reimbursement follows 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 the inviting organization reimburses the person traveling in cash, this money has to be deposited later by the person traveling in our organization's account and declared as income.</p>
 
The person traveling has to make sure to have the following ready before the travel:
# A Power Point presentation about Future Worlds Center and/or the respective project content;
# Materials to disseminate about Future Worlds Center and its relevant projects;
# Symbolic gifts for the hosts and possibly the participants.
 
 
==Application of external traveller==
<P Align="justify">External traveller participating in third type of travel shall submit a fully completed [[Media:FWC_International_Travel_Rules_Application.pdf|application form]] which also includes the [[Policy: International Travel|International Travel policy]] of the organization.</p>
 
 
 
==Financial procedure of international travel==
As it is stated above all costs related to the travel must be paid by the person traveling and reimbursed after the trip. However, in case of airfare the time span between the purchase and reimbursement can be long (the earlier the ticket is purchased, the cheaper can be), therefore the person traveling can choose from 3 options, payment types to buy a flight ticket:


For information on Future worlds Center's position, please visit the relevant  [[Policy: International Travel | International Travel Policy]].  
# To be charged on the personnel credit card of the travelers: in this case an extra 15 EUR can be claimed within the travel expense report ("credit card allowance") provided reimbursement is later than 30 days from the time of submission, in order to cover any bank penalties.
# To be charged on the credit card of another person who accepts this responsibility , and who will therefore be entitled to the credit card allowance, as explained above. However, this option can be used only:
## Once per any individual, to allow the [[Associate]] time to adjust to the rules of the organization
## Only for [[Policy: International Travel|first type of the international travels]]
## A penalty of 25 euro will be paid by the [[Associate]] using this method
# To be charged on FWC via the official travel agency of the organization (Top Kinisis): no extra costs can be claimed. However, this option can be used only under extremely special conditions and only in case of [[Policy: International Travel|first type of the international travels]]. This is available only to [[Project Coordinator|Project Coordinators]] and again, a penalty of 25 euro will be paid by the [[Associate]] travelling using this method. In this case, the [[Project Coordinator]] will in addition be responsible for the debit.
 
 
===Reimbursement===
To apply for reimbursement the traveling person will 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 and submit to the Financial Officer for control and payment.
 
''Please note that travels without boarding passes will not be reimbursed in compliance with the rules of the European Commission.''


We distinguish between two types of travel. Travel that is part of a regular project and travel that is considered as ‘opportunity’ resulting out of our strong network.  
Persons traveling under [[Policy: International Travel|third type of the international travels]] will be reimbursed only after the project/travel report is accepted by the EC which can differ per project.


The first type is considered necessary for the people who are involved in a specific project.  The Organization therefore, compensates 100% of the cost.  This includes airfare, hotel, food and transportation.  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 to be reimbursed:


* Title is: “International Travel – Destination  - Dates – Person – Project
* First Page: The original Boarding Passes stapled –no reimbursement without them!
* Next pages: Original tickets, Hotels etc.


The second type of travel is sometimes treated it in a case-by-case manner, but in all cases the following rules apply:


* The person traveling will usually be expected to contribute partly to the cost, because (a) the sponsor typically pays only part of the cost and (b) it is not a necessary trip for our projects; of course the organization values the participation.
[[Category:Procedures]]
* The person traveling (or being invited to travel) prepares to adequately represent the organization.
* The inviting organization is informed about our organization and is 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;
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