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Procedure: International Travel: Difference between revisions
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Procedure: International Travel (view source)
Revision as of 11:34, 2 September 2013
, 2 September 2013→Financial procedure of international travel
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For information on Future worlds Center's position, please visit the relevant [[Policy: International Travel | International Travel Policy]]. | For information on Future worlds Center's position, please visit the relevant [[Policy: International Travel | International Travel Policy]]. | ||
==Preparing for international travel== | ==Preparing for international travel== | ||
The person traveling is responsible to find and buy her/his ticket and make necessary hotel and other reservations. | <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> | ||
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. | |||
The person traveling has to make sure to have the following ready before the travel: | The person traveling has to make sure to have the following ready before the travel: | ||
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# Materials to disseminate about Future Worlds Center and its relevant projects; | # Materials to disseminate about Future Worlds Center and its relevant projects; | ||
# Symbolic gifts for the hosts and possibly the participants. | # 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== | ==Financial procedure of international travel== | ||
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===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. | 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.'' | ''Please note that travels without boarding passes will not be reimbursed in compliance with the rules of the European Commission.'' | ||
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 | 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. | ||
