Procedure: International Travel: Difference between revisions

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==Preparing for international travel==
==Preparing for international travel==
We distinguish between three types of travel:
The person traveling is responsible to find and buy her/his ticket and make necessary hotel and other reservations.
# Travel that is part of a project in which the Associate has a key role
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.
# Travel that is important for the Organization and/or specific projects, but is not necessary
# Travel that is considered as ‘opportunity’ resulting out of our strong network (Beneficiaries can be both members of Future Worlds Center or outsiders)


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,  transportation and a small per diem.  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:
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


* Title is: “International Travel – Destination  - Dates – Person – Project
==Preparing your reimbursement request==
* First Page: The original Boarding Passes stapled –no reimbursement without them!
To apply for reimbursement you need to fill-in the relevant Reimbursement Form and attach all '''original''' receipts, boarding passes etc and copies of the program and/or participation certificates.
* Next pages: Original tickets, Hotels etc.


The second type is important but not necessary. Therefore, the Organization expects the person traveling to contribute minimally and to demonstrate appreciation for the opportunity.
The third 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.
* 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;


[[Category:Procedures]]
[[Category:Procedures]]

Revision as of 18:48, 9 July 2011

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:

  1. A Power Point presentation
  2. Materials to disseminate about Future Worlds Center and its relevant projects
  3. Symbolic gifts for the hosts and possibly the participants

Preparing your reimbursement request

To apply for reimbursement you need to fill-in the relevant Reimbursement Form and attach all original receipts, boarding passes etc and copies of the program and/or participation certificates.

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