Travel rules and regulations (effective from 1 March, 2000, amended 1 January 2006 and 1 January 2009)

1.    Introduction

These notes describe TERENA rules covering the reimbursement of travel expenses incurred by

TERENA employees and by persons undertaking travel on behalf of TERENA.

The reimbursement rules cover two kinds of expenses:

-   Non-local and local travel costs, including hotel costs, refundable against tickets or receipts;

-   Meals and sundry expenses refunded in the form of fixed subsistence allowances.

These rules describe the allowable and preferred forms of transport, rules for the choice of ticket class, and rules for the payment of subsistence allowances.

It is the responsibility of the traveller to ensure that only reasonable costs are incurred and he/she should in all cases exercise sound judgement.

2.     Scope and Authorisation

Persons covered under these rules are:

- Secretariat employees;

- TEC and TTC members attending TEC or TTC meetings;

- Persons attending meetings organised by TERENA, in cases when TERENA has agreed to reimburse their expenses;

- Persons representing TERENA at the request of the TEC;

- Persons undertaking travel as part of a contractual agreement with TERENA.

TERENA accepts no liabilities for persons undertaking travel on behalf of TERENA.

All travels have to be authorised prior to incurring expenditure. Authorisation may only be obtained from the TERENA Secretary General, the TERENA Chief Technical Officer or the TERENA Chief Administrative Officer.

3.      Permitted Modes of Transport

Rail

- Used for journeys up to 400 km (one way, shortest route);

- First class tickets may be used;

- Express trains may be used;

- Sleeping berths are permitted if the journey lasts longer than 4 hours, and takes place between the times of 23h00 and 7h00.

Additional permitted costs:

- Costs of seat reservations

- Costs for luggage transport

Monies for rail expenses not invoiced directly to TERENA through a travel agency or central office will be reimbursed against receipts (originals) presented with the travel claim.

Air

- Not to be used for journeys less than 400 km (one way), except for journeys over a sea (for example between the UK and Continental Europe) or in cases where one would have to leave their domicile before 06h00 in order to arrive in time for business - in this case prior authorisation is required;

- Economy class tickets should be used whenever possible.

Monies for air expenses (not invoiced directly to TERENA through a travel agency or central office) will be reimbursed against receipts (originals) presented with the travel claim.

Local Public Transport

Local public transport should be used for short distances. Monies for public transport expenses will be reimbursed against receipts (originals) presented with the travel claim.

Taxis

Taxis should be used as the means of last resort. They are not generally reimbursable. They may be reimbursed on special request in the following situations:

- Taxis take the place of public transport, for example, at very late or early hours;

- The use of a taxi reduces the overall travel expense;

- Too much time would be lost using other means.

Monies for taxi expenses will be reimbursed against receipts (originals) presented with the travel claim.

Private Car

A private car can only be used with prior authorisation. A kilometric allowance in euros per kilometre tax-free will be granted. The kilometric allowance is equal to the maximum amount that can be reimbursed tax-free to persons who are subject to Dutch income tax. That amount is set by the Dutch authorities and is subject to change yearly. In addition, parking fees will be reimbursed separately against original parking receipts. For information on the current kilometric allowance, contact the TERENA bookkeeper.

Hire car expenses

A hire car can only be used with prior authorisation. Charges will only be reimbursed for trips specifically undertaken on TERENA business.

4. Hotel expenses

Hotel expenses, including the cost of a normal breakfast, are reimbursed up to a certain maximum against receipts (originals) presented with the travel claim. The TERENA secretariat may assist in arranging hotel accommodation. The traveller normally pays the bill directly to the hotel.

The maximum reimbursable hotel expense amounts for a specific year and a specific city or country will be equal to the maximum UN hotel rate as published by the International Civil Service Commission in January of that year. Rates for key countries will be published on the TERENA web site. Rates for other countries will be available from the Secretariat on request. Maximum reimbursement rates can be adjusted during the year in accordance with changes in UN rates only in exceptional circumstances.    

If a person would be required to leave his/her domicile before 06h00 in order to arrive in time for business (and using public transport) then he/she may leave the day before and claim reimbursement of hotel expenses for the overnight stay.

If a person would be required to arrive at his/her domicile after 11pm, having left at the end of business (and using public transport) then he/she may leave the day after the end of business and claim a hotel allowance for the overnight stay.

On the day of travel to the hotel, a person is expected to leave his/her domicile or normal place of work as late as possible (consistent with arriving not later than midnight at the hotel) to avoid having to claim additional allowances. On the day of leaving the hotel, a person is expected to arrive at his/her domicile or normal place of work as early as possible (consistent with leaving the hotel not earlier than 06.00) to avoid having to claim additional allowances.

5. Subsistence Allowances

There are three kinds of allowance: the Dinner Allowance, the Lunch Allowance and the Sundries Allowance; these three allowances together add up to the Subsistence Allowance.

The daily Subsistence Allowance for a specific year and a specific city or country will be equal to 70% of the UN rate for other expenses than accommodation (rounded to the nearest euro) as published by the International Civil Service Commission in January of that year. Rates for key countries will be published on the TERENA web site. Rates for other countries will be available from the Secretariat on request.

A "day" is defined as a period from 0:00 till 23:59 hours (local time).

Dinner Allowance

The Dinner Allowance is 60% of the Subsistence Allowance (rounded to the nearest euro). A traveler is entitled to a Dinner Allowance for a day if no dinner was provided to him/her and if the period from 19:00 till 21:00 hours entirely was spent away from home and away from the normal place of work. If the period from 19:00 till 21:00 hours entirely is spent aboard an aeroplane then the Dinner Allowance will not be given if the dinner has been provided by the airline.

Lunch Allowance

The Lunch Allowance is 25% of the Subsistence Allowance (rounded to the nearest euro). A traveler is entitled to a Lunch Allowance for a day if no lunch was provided to him/her and if the period from 12:00 till 14:00 hours entirely was spent away from home and away from the normal place of work. If the period from 12:00 till 14:00 hours entirely is spent aboard an airplane then the Lunch Allowance will not be given if the lunch has been provided by the airline.

Sundries Allowance

The Sundries Allowance is 15% of the Subsistence Allowance (rounded to the nearest euro).   A traveler is entitled to a Sundries Allowance for a day if he/she spends more than 4 hours of that day away from home and away from his/her normal place of work.

6.     Leave and Travel Arrangements

It is permitted to combine leave with TERENA business trips.

If leave is taken before or after the business, subsistence allowances and reimbursement of hotel costs are generally limited to the duration of the business.

Leave of 3 days or less

Travel expenses will be reimbursed on the basis of a return journey between the normal place of work and the place where the business of the trip is to be undertaken. Any expenses arising from the extension of the stay for leave purposes will not be reimbursed.

However, if the stay is extended in order to reduce the total costs to TERENA, the necessary hotel costs and subsistence allowance will be reimbursed provided that the total trip cost is less than it would have been using normal travel arrangements.

In principle, any combination of tickets for transport may be substituted for the normal travel arrangements, up to the value of the tickets for the normal travel arrangements.

Leave of more than 3 days

For leave before the trip, travel expenses will be reimbursed from the place of leave to the place where the business of the trip is to be undertaken, and then to the normal place of work, provided it does not exceed the limits of a return fare between the place of work and the place of business.

For leave after the trip, travel expenses will be reimbursed from the place of employment to the place where the business of the trip is to be undertaken, and then to the place of leave, provided it does not exceed the limits of a return fare between the place of employment and the place of business.

7.     Expenses Claims

It is the responsibility of the individual to settle all bills and payments directly with hotels, travel companies etc. It is the responsibility of the individual to ensure that only reasonable costs are incurred.

Expense claims forms must be presented on a TERENA Travel Expense Claim form, completed and countersigned. Expense claims should be submitted whenever possible by the end of the month in which the expenses were incurred, and not later than one month after the journey. Expense claims received by the TERENA Secretariat three months or more after the end of the journey are not valid and shall not be processed.

Documentary evidence normally required to support the claim consists of:

       Originals (not photocopies) of the tickets for fares. Receipts for tickets invoiced directly to TERENA through an agency should not be submitted;

       Hotel bills, taxi fare receipts and any other relevant evidence.

If trip plans are changed or modified, resulting in unused tickets, then these tickets must be cancelled with the granting agency-airline, railway-as soon as possible, to minimise avoidable cancellation costs. Voided tickets must be returned with the statement of expenses.

In exceptional cases, where payment of the maximum hotel rate or subsistence allowances are demonstrably inadequate, a supplementary claim may be submitted, with the prior consent of the person authorising the travel and on production of relevant invoices.

8. Excluded expenses

Non-reimbursable expenses include:

       Currency exchange costs;

       All travel and related expenses incurred for personal reasons;

       All costs by or because of the presence of an accompanying person;

       All costs relating to any travel accident insurance, luggage insurance or any other property and effects insurance; all costs of damages or claims arising from any accidents or loss;

       All costs of insurance, fines, accidents, loss, damage services or other running expenses related to the use of a personal car;

       Costs related to health insurance or health care;

       Any unexplained expense.