TERENA Travel Rules (Extracts)

(Also available are the rules in full)

All travel has to be authorised prior to incurring expenditure. Travel insurance must be arranged by the traveller and is not reimbursed.

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 23h00 and 7h00

Additional permitted costs:

  • Costs of seat reservations
  • Costs for luggage transport

Monies for rail expenses not invoiced 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 sea 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 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 where no rail is available. 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. Monies for taxi expenses will be reimbursed against receipts (originals) presented with the travel claim
  • Pivate Car

    A private car can only be used with prior authorisation. A kilometric allowance in euro per kilometre will be granted. Parking fees will be reimbursed separately against original parking receipts.



    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 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 is published published on the Website (please contact the TERENA Secretariat for the rates of areas not mentioned on the list).

    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 11 pm, 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.

    Subsistence Allowances

    The Daily Subsistence Allowances for a specific year and a specific city or country are published on the Website.

    Dinner Allowance

    A traveller is entitled to a Dinner Allowance for a day if no dinner was provided to him/her and if the period from 19:00 until 21:00 hours entirely was spent away from home and away from the normal place of work. If the period from 19:00 until 21:00 hours entirely is spent aboard an plane then the Dinner Allowance will not be given if the airline has provided the dinner.

    Lunch Allowance

    A traveller is entitled to a Lunch Allowance for a day if no lunch was provided to him/her and if the period from 12:00 until 14:00 hours entirely was spent away from home and away from the normal place of work. If the period from 12:00 until 14:00 hours entirely is spent aboard a plane then the Lunch Allowance will not be given if the airline has provided the lunch.

    Sundries Allowance

    A traveller 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.

    Expense Claims

    Expense claims must be presented on a TERENA Travel Expense Claim form, completed and signed. 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
    • Hotel bills, taxi fare receipts and any other relevant evidence

    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.