General terms and conditions for the reimbursement of travel and subsistence expenses to outside persons

Transcription

1 subsistence expenses t utside persns 1. Intrductin This dcument explains the terms and cnditins fr the reimbursement f travel and subsistence expenses t utside persns invited by the ( Agency ) as experts, members f the Management Bard, members f ther Bards and Cmmittees, r t utside persns in the cntext f standardisatin activities. This dcument des nt cver the eligibility t reimbursement f travel and subsistence expenses f utside persns. The eligibility t reimbursement f these expenses are determined separetely n the basis f applicable regulatins and ther Agency decisins. The fllwing terms and cnditins apply t reimbursement f travel and subsistence expenses t utside persns (taking the eligibility t reimbursement int accunt), such as: GROUP 1: when invited by the Agency ( invitees ) t participate t a meeting, such as: Members f the Management Bard (and their alternates); Members f Cmmittees (and their alternates); Only in exceptinal cases 1 : experts wh are members t Rulemaking grups that cmply t the criteria defined in Wrk Instructin R.I028 - Prcedure fr the determinatin f the membership f rulemaking grups. GROUP 2: in case f participatin f authrised persnnel and/r natinal crdinatrs f Member States in the cntext f standardisatin activities (in applicatin f article 6 par.6 f the Cmmissin Regulatin (EC) 736/2006 f 16 May 2 ). In exceptinal cases, that d nt fall under the abve 2 grups, an utside persn wh has been invited by the Agency as an expert t fulfil an essential and leading rle in an activity that is rganised by the Agency and in the interest f the Agency, such as a facilitatr t a wrkshp, speaker t a cnference r prvider f a presentatin, and the cncerned activity des nt fall under an existing cntractual bligatin f the persn cncerned r f his/her rganisatin twards the Agency. In these cases, the reimbursement f travel and subsistence expenses f the cncerned utside persn must be based n a frmal decisin by the respnsible authrising fficer r authrising fficer delegated prir t the invitatin in the frm f a nte t the cmmitment file. The terms and cnditins as defined fr grup 1 need t be fllwed. 1 Based n the MB Decisin f 16 September 2008 t cease reimbursement f experts participating in Rulemaking grups. 2 OJ L 129, , p. 10, All rights reserved. Prprietary dcument. Printed cpies are nt cntrlled. Cnfirm revisin status thrugh the EASA-Internet/Intranet. Page 1 f 16

2 Travel and subsistence expenses will NOT be reimbursed: GROUP 1: When it is nt explicitly mentined in the invitatin t the meeting frm the Agency; GROUP 2: The cncerned expenses will nt be reimbursed fr team members participating in training curses and fr bservers; Imprtant ntice: These terms and cnditins d nt cver the reimbursement f travel and subsistence expenses in case f participatin f authrised persnnel f NAA in the cntext f certificatin activities based n the framewrk cntracts with NAAs (in applicatin f article II.7 f the cncerned framewrk cntracts and annex IV). The travel and subsistence expenses related t these activities need t be inviced accrding t the prvisins f the cncerned framewrk cntracts. Hwever, the basic principles with regard t the reimbursement f the cncerned expenses are the same., All rights reserved. Prprietary dcument. Printed cpies are nt cntrlled. Cnfirm revisin status thrugh the EASA-Internet/Intranet. Page 2 f 16

3 2. Expenses valid fr reimbursement 2.1. Travel expenses Travel expenses are reimbursed n the fllwing basis: GROUP 1: expenses f natinal r internatinal travel incurred frm the place f residence r the nrmal place f wrk f the cncerned persn (pint f departure) t the meeting place; GROUP 2: expenses f natinal r internatinal travel frm the place f residence r the nrmal place f wrk f the cncerned persn (pint f departure) t the lcatin f the assignment. Travel frm anther lcatin ther than the place f residence, nrmal place f wrk r the lcatin f the assignment may be reimbursed under certain cnditins n a case by case basis and when clearly specified and agreed upn in advance. The fllwing travel expenses can be reimbursed: Air travel: (authrised nly if distance >400 km r bliged t make a sea crssing): In ecnmy class, at the lwest available rates within this class available at the mment f the invitatin, taking int accunt: GROUP 1: the time f the meeting, allwing participatin t the meeting and travel during the wrkweek and less than 4 hurs cntinuus flying time; GROUP 2: the times f meetings and/r special features f the assignment fr all segments that invlve less than 4 hurs cntinuus flying time. In business class r equivalent, at the lwest available rates available at the mment f the invitatin, taking int accunt: GROUP 1: the time f the meeting, allwing participatin t the meeting and travel during the wrkweek, if the travel includes at least ne segment invlving at least 4 hurs cntinuus flying time; GROUP 2: the times f meetings and/r special features f the assignment fr all segments if the travel includes at least ne segment invlving at least 4 hurs cntinuus flying time. BOTH GROUPS: where there is a physical need recgnised by the Medical fficer f the Institutin (fr which supprting evidence needs t be prvided t the Agency tgether with the applicatin fr reimbursement frm); If, exceptinally, fr reasns beynd the cntrl f the invitee, seats have t be bked in business class and/r higher rate within ecnmy class and the travel des nt include at least ne segment invlving at least 4 hurs f, All rights reserved. Prprietary dcument. Printed cpies are nt cntrlled. Cnfirm revisin status thrugh the EASA-Internet/Intranet. Page 3 f 16

4 Travel by train: cntinuus flying, the expert must prduce with the ticket supprting evidence frm the travel agency. By lack f evidence, the travel expenses will nly be reimbursed up t the level f an average price f an ecnmy class ticket fr the cncerned flight 2 mnths frm the time the applicatin fr reimbursement was received by the Agency. On the basis f the shrtest and mst ecnmical rute in 1st class rail (all supplements included). Where the jurney includes mre than 6 hurs f night travel between 22:00 hurs and 7:00 hurs the cst f a twin sleeper will be reimbursed. The cst f seat reservatins and transprt f necessary luggage as well as supplements fr special fast trains will als be reimbursed up t the amunt f a first class rail fare. Travel by car: If the persn uses his/her wn car r a car prvided by his/her emplyer, the travel expenses will be reimbursed n the basis f the kilmetric allwance (0,22 per kilmetre). In this case the persn must indicate the registratin number f the vehicle used n the applicatin frm fr reimbursement and the full address f the pint f departure. The ttal distance (in km) that needs t be indicated in the applicatin frm, is t be calculated n the basis f the recmmended rute n the Viamichelin -website 3. Travel by bus r shuttle during main jurney: If the persn uses bus, shuttle r ther similar types f public transprt during the main jurney frm the pint f departure t the airprt r train statin (bth ways), and frm the place f the meeting r assignment t the airprt r train statin (bth ways), these expenses will be reimbursed n the basis f the ticket. Bus, shuttle r ther similar types f public transprt within the place f the meeting r assignment will nt be be reimbursed (see belw). Travel by taxi Taxi csts may nly be reimbursed in case f early departure befre 7:00 frm the place f residence t the airprt r train statin and/r late return after 20:00 frm the airprt r train statin t the place f residence. Prf by means f receipts need t be attached t the applicatin fr reimbursement frm. Lcal transprt by taxi within the place f the meeting r assignment will nt be reimbursed (see belw). Travel by sea: All rights reserved. Prprietary dcument. Printed cpies are nt cntrlled. Cnfirm revisin status thrugh the EASA-Internet/Intranet. Page 4 f 16

5 Travel csts related t sea crssing will be reimbursed. Travel by sea, the apprpriate class and cabin supplements need t be specified by the persn and authrised by the Agency at the latest 2 weeks befre the meeting/assignment takes place, taking the characteristics f the meeting and/r assignments int accunt in line with the length and cst f the trip. N reimbursement authrised fr: Lcal transprt (bus, taxi, subway and s n) within the place f the meeting r assignment will nt be reimburseable separately as they are cvered by the daily subsistence allwance; Travelling time csts; Mtrway tlls and parking fees; Cst f transprting a car by car-ferry. Public transprt shuld be used as the methd f lcal transprtatin at the place f the meeting r assignment. These csts will be cvered by the subsistence allwance. Fr GROUP 2: Where public transprt is unsuitable, hwever, the hiring f an apprpriate vehicle may be prpsed, but shuld be specified and agreed upn in advance with the Agency. After explicit agreement, these csts wuld then be included under the reimbursable expenses and be subject t the terms f payment., All rights reserved. Prprietary dcument. Printed cpies are nt cntrlled. Cnfirm revisin status thrugh the EASA-Internet/Intranet. Page 5 f 16

6 2.2. Subsistence expenses The subsistence allwance is paid as a flat-rate amunt and is cnsidered t cver all expenses incurred at the place f the meeting r assignment, including the csts f accmmdatin, meals and lcal travel (such as use f taxi, public transprt and s n). Where the pint f departure is 100 km r less frm the place f the meeting r the assignment, n allwance will be paid Subsistence expenses reimbursed t utside persns f GROUP 1 The amunt f the subsistence allwance per day f meeting is the standard rate published by the Eurpean Cmmissin ( ) fr the cuntry where the meeting r assignment takes place. Cnditin sine qua nn: The persns invited may receive the allwance fr subsistence expenses prvided that this is stated in the invitatin and that they can declare that they have nt received an allwance r are nt entitled t a similar allwance frm anther rganisatin r persn fr the same trip (declaratin integrated in the applicatin frm) Subsistence expenses reimbursed t utside persns f GROUP 2 The amunt f the subsistence allwance is the standard rate published by the Eurpean Cmmissin ( ) fr the cuntry where the meeting r assignment takes place. The full amunt will be paid fr assignments f mre than ne day fr thse days which include an vernight stay. Fr ne-day assignments f mre than 6 hurs duratin, when the departure frm the place f residence is earlier than 07:00 hurs r the return at pint f departure is later than 20:00 hurs, 25% f a full per diem will be paid. Fr the day f return (which includes n vernight stay) frm assignments f mre than ne day (which include an vernight stay) and when the return t the pint f departure is later than 20:00 hurs, 25% f a full per diem will be paid. Specific remarks fr GROUP 2: htel bkings fr the duratin f the assignment will be dne under the respnsibility f the Agency. Hwever, when travelling t Clgne NAA staff will make their wn arrangements. Travel arrangements when visiting reginal ffices r undertakings (transprt and any further accmdatin) within the territry cvered by the visited NAA will be made by that NAA r by the Agency, which will be agreed upn well in advance. Reimbursement f travel csts and subsistence expenses will fllw the same rules., All rights reserved. Prprietary dcument. Printed cpies are nt cntrlled. Cnfirm revisin status thrugh the EASA-Internet/Intranet. Page 6 f 16

7 Exceptins ( Bth grups) In the fllwing case, an additinal subsistence allwance can be paid: If the persn invited travels with a reduced price ticket requiring spending mre days at the meeting place, a supplementary allwance may als be paid. The ttal amunt f the additinal subsistence allwances and the flight ticket reimbursed may nt exceed the full return fare in ecnmy class. This supplementary allwance is paid nly if requested by the persn invited and n presentatin f supprting evidence frm the travel agency (certifying different fares applicable in bth cases). If exceptinal circumstances prevent him/her frm leaving the place f the meeting r assignment, fr which additinal prf is required when submitting the applicatin frm. Where the interval between 2 meetings r assignments is insufficient fr the persn t return t his/her pint f departure. The cncerned persn has t submit his/her substantiated request fr this exceptinal subsistence allwance t the cntact persn f the Agency at the latest 2 weeks befre the meeting/assignment takes place. The Agency will infrm him/her abut its decisin in due time. The ttal amunt f the abve mentined exceptins may nt exceed the price f the return air fair between the place f the meeting r assignment and the pint f departure., All rights reserved. Prprietary dcument. Printed cpies are nt cntrlled. Cnfirm revisin status thrugh the EASA-Internet/Intranet. Page 7 f 16

8 3. Administrative frmalities Attentin is drawn t the need t cmply strictly with the fllwing frmalities. When submitting invitatins t utside persns, it is imprtant t explicitly mentin in the invitatin that travel and subsistence expenses are reimbursable r nt, and t infrm the invitee(s) abut the required frmalities in case these expenses are reimbursable. In rder t be able t reimburse the eligible utside persns, the fllwing frms, tgether with the supprting dcuments, need t be submitted t the respnsible staff member within the Agency in due time: Applicatin frm fr reimbursement f expenses; Supprting travel dcumentatin; Financial identificatin frm (when applicable, see sectin 3.3.). These dcuments have t be submitted within a timelimit f 3 mnths after: GROUP 1: the date f the meeting; GROUP 2: the cmpletin f the whle standardisatin visit cycle (pre-briefing, visit and de-briefing); After this due date, the utside party will need t prvide a duly substantiated explanatin why the claim has nt been prvided in due time. In case f submissin f the abve dcuments after the due date, the Agency can nt ensure that the payment f the cncerned expenses will be dne in due time and within the cncerned financial year Applicatin frm fr reimbursement f expenses The Applicatin frm fr the reimbursement f expenses (Frm A.F181-1 fr Grup 1 and Frm A.F182-1 fr Grup 2) shall be cmpleted and duly signed by the persn cncerned. The applicatin frm fr reimbursement needs t be submitted, tgether with the supprting dcuments and financial identificatin frm (when applicable, see sectin 3.3.). All amunts mentined n the applicatin frm need t be mentined in the riginal currency, as the cnversin f ther currencies t eur will be dne by the Agency (see sectin 4, 1 st bullet). The accunt t be used fr the reimbursement f the cncerned travel and subsistence expenses needs t be cnfirmed by indicating the name f the accunt hlder and the accunt number (IBAN-number) as it is stated n the financial identificatin frm (see 3.3.). The actual rutes, type(s) f transprt, departure and arrival times f the transprt used shuld be indicated n the frm., All rights reserved. Prprietary dcument. Printed cpies are nt cntrlled. Cnfirm revisin status thrugh the EASA-Internet/Intranet. Page 8 f 16

9 3.2. Supprting travel dcumentatin The fllwing supprting dcuments need t be prvided and submitted t the respnsible staff member within the Agency (tgether with the applicatin frm): Fr air travel: The electrnic bking; The travel agency s invice (when applicable); The barding passes; Any ther dcumentary evidence in case f exceptinal cases mentined in sectin 2.1. Fr travel by train: The train tickets; Fr travel by bus r shuttle (nly during main jurney t the place f meeting r assignment): The bus r shuttle ticket; Fr travel by car: N supprting dcuments required. Hwever, the applicatin frm has t cntain detailed infrmatin cncerning travelling times and lcatin. The full address f the pint f departure and the license plate number must be indicated n the applicatin frm. Any ther receipts r prf cnfirming travel expenses incurred n the day f departure and the day f return. The submissin f riginals f the abve mentined supprting dcuments is cmpulsry, except when natinal, legal requirements n bkkeeping prevent the cncerned party (nly fr public r private rganisatins) t submit the riginal supprting dcuments. In that case, the cncerned public r private rganisatin, t whm the travel and subsistence expenses will be reimbursed, has t prvide cpies f the required supprting dcuments, duly certified by the persn within the rganisatin that is authrised t certify such dcuments. The abve exceptin des nt apply t: Persns that are self-emplyed; Persns that request reimbursement f the travel and subsistence expenses n their persnal bank accunt., All rights reserved. Prprietary dcument. Printed cpies are nt cntrlled. Cnfirm revisin status thrugh the EASA-Internet/Intranet. Page 9 f 16

10 3.3. Financial identificatin frm The financial identificatin frm (Frm A.F183) shuld clearly state t whm and t which bank accunt the reimbursement f cncerned expenses shuld be paid. In principle, this shuld be the rganisatin that is represented by the cncerned persn, except in the fllwing cases: When the persn is self-emplyed; When the persn tk part t the meeting r assignment n a persnal basis and requests reimbursement f the travel and subsistence expenses n his/her persnal accunt ; Or when the persn has an explicit agreement with the rganisatin he/she represents that the cncerned expenses can be reimbursed t his/her persnal accunt. This explicit agreement, in the frm f a frmal statement signed by the authrised persn within the rganisatin represented, needs t be attached t the financial identificatin frm. The "financial identificatin frm" shuld be cmpleted by the accunt hlder, signed and stamped by the accunt hlder and the bank, and submitted tgether with the signed applicatin frm, when: It is the first time that the cncerned rganisatin (r persn in the three exceptins mentined abve) (accunt hlder) requests reimbursement f travel and subsistence expenses fr a meeting rganised by the Agency and the accunt hlder has never submitted the cncerned frm t the Agency befre; there has been a change in infrmatin f the accunt hlder s r bank accunt details previusly prvided, such as the address, bank accunt number, accunt hlder s name, etc. In rder t register a new bank accunt (i.e. fr the first payment by the Agency int the cncerned accunt) r t amend banking data, the fllwing must be submitted in paper frm t the respnsible staff member within the Agency: Either a dcument (r cpy) issued by the bank and cntaining the fllwing data: the number and hlder f the bank accunt (accunt statement, prf f pening f the accunt r accunt identificatin number,...), tgether with the attached financial identificatin frm; Or, if the abve is nt pssible, the attached financial identificatin frm duly cmpleted and signed by the accunt hlder and the bank. This/these dcument(s) must be prvided t enable the Agency t reimburse the travel and subsistence expenses t the crrect bank accunt., All rights reserved. Prprietary dcument. Printed cpies are nt cntrlled. Cnfirm revisin status thrugh the EASA-Internet/Intranet. Page 10 f 16

11 4. Other prvisins 1. Reimbursement f expenses will be transferred by bank in Eur. When the amunt stated n the applicatin frm has been expressed in a different currency, the reimbursement f expenses will be transferred by bank in Eur at the rate ruling n the day when the cnversin is calculated using the daily eur rate published in the C series f the Official Jurnal f the Eurpean Cmmunities ( ). A standard infrmatin (such as invited persn s name, meeting date) will be added t the payment cmmunicatin. If the accunt hlder needs mre precise infrmatin, please specify it clearly n the applicatin frm. 2. Financial department may at any time crsscheck the statements made in an applicatin fr reimbursement with ther signatries f the applicatin; 3. The recipient will be required t repay any sums paid in errr. 4. N mral, material r bdily harm incurred by the persn in the curse f the jurney r stay in the place f the meeting r assignment may be the subject f a claim against the Agency. 5. Persns using a vehicle will remain fully liable fr any accidents in which they may be invlved. 5. Imprtant ntice Organisatins r persns applying fr the reimbursement f travel and subsistence expenses are asked t sign and return a frmal declaratin t the respnsible staff member within the Agency that they agree with the abve terms and cnditins fr the reimbursement f travel and subsistence expenses f utside persns, and that they agree with the cnditin that the applicatin frms, must be submitted, tgether with the supprting dcuments, within 3 mnths after the meeting(s) r the assignments. This frmal declaratin nly needs t be signed and returned nce by the authrised persn within an rganisatin f which representatives are invited by the Agency t a meeting r t an assignment () r by persns invited by the Agency t a meeting r t an assignment n a private basis, as self-emplyed r requesting reimbursement f expenses n a private basis, as self-emplyed r requesting reimbursement n a persnal accunt (Annex 2). The frmal declaratin f agreement with the abve terms and cnditins is attached: In annex 1 fr private and public rganisatins f which representatives are invited by the Agency; In annex 2 fr persns invited by the Agency and participating t a meeting r assignment n a private basis, as self-emplyed r requesting reimbursement f expenses n a private basis, as self-emplyed r requesting reimbursement n a persnal accunt)., All rights reserved. Prprietary dcument. Printed cpies are nt cntrlled. Cnfirm revisin status thrugh the EASA-Internet/Intranet. Page 11 f 16

12 6. Administrative frms t be used: A.F Applicatin frm fr reimbursement f expenses t utside persns - Meetings A.F Applicatin frm fr reimbursement f expenses t utside persns - Standardisatin activities A.F Financial identificatin frm - reimbursement f expenses t utside persns, All rights reserved. Prprietary dcument. Printed cpies are nt cntrlled. Cnfirm revisin status thrugh the EASA-Internet/Intranet. Page 12 f 16

13 ANNEX 1: Declaratin t be signed by the authrised persn within rganisatins (private r public) f which representatives are invited by the Agency t participate t a meeting., All rights reserved. Prprietary dcument. Printed cpies are nt cntrlled. Cnfirm revisin status thrugh the EASA-Internet/Intranet. Page 13 f 16

14 TO BE RETURNED TO THE RESPONSIBLE AGENCY STAFF MEMBER BY MAIL THIS FORMAL DECLARATION ONLY HAS TO BE SIGNED AND RETURNED ONCE SUBJECT: Frmal declaratin f agreement with the terms and cnditins fr the reimbursement f travel and subsistence expenses f utside persns (ref. nr. 2008/035/ADM ) Last name, First name:... authrised t sign the belw declaratin n behalf f the fllwing rganisatin: Name f the rganisatin:... Official adress:... Twn/City:.. Cuntry:... VAT number: I, the undersigned, Declare that we have received and read the terms and cnditins fr the reimbursement f travel and subsistence expenses, explained in the dcument nr.. We agree with the cnditin that the applicatin frms fr the reimbursement f travel and subsistence expenses, incurred fr meetings r assignments t which representatives f ur rganisatin participate n the invitatin f the, must be submitted, tgether with the supprting dcuments, within 3 mnths after the meetings r the assignments t which ur representatives participate. After this timelimit, ur rganisatin will nt claim any travel and subsistence expenses incurred by ur representatives fr the cncerned meetings r assignments and accept that the Agency will cancel the cncerned budgetary reservatin. Dne at... n / / Signature,, All rights reserved. Prprietary dcument. Printed cpies are nt cntrlled. Cnfirm revisin status thrugh the EASA-Internet/Intranet. Page 14 f 16

15 ANNEX 2: Declaratin t be signed by persns invited by the Agency and participating t a meeting n a private basis, as self-emplyed r requesting reimbursement f expenses n persnal accunt., All rights reserved. Prprietary dcument. Printed cpies are nt cntrlled. Cnfirm revisin status thrugh the EASA-Internet/Intranet. Page 15 f 16

16 TO BE RETURNED TO THE RESPONSIBLE AGENCY STAFF MEMBER BY MAIL THIS FORMAL DECLARATION ONLY HAS TO BE SIGNED AND RETURNED ONCE SUBJECT: Frmal declaratin f agreement with the terms and cnditins fr the reimbursement f travel and subsistence expenses f utside persns (ref. nr. 2008/035/ADM ) Last name, First name:... Please further cmplete the name f the bdy r meetings in which yu participate: Acting as a member r expert f/fr.. Please indicate what applies t yu: Participate t meetings/assignments as self-emplyed expert Participate t meetings/assignments n a private basis Request reimbursement f the cncerned expenses n my persnal accunt I, the undersigned, Declare that I have received and read the terms and cnditins fr the reimbursement f travel and subsistence expenses, explained in the dcument nr.. I agree with the cnditin that my applicatin frm fr the reimbursement f travel and subsistence expenses, incurred fr meetings r assignments t which I participate n the invitatin f the, must be submitted, tgether with the supprting dcuments, within 3 mnths after the meetings r the assignments t which I participate. After this timelimit, I will nt claim any travel and subsistence expenses incurred fr the cncerned meetings r assignments and accept that the Agency will cancel the cncerned budgetary reservatin. Dne at... n / / Signature,, All rights reserved. Prprietary dcument. Printed cpies are nt cntrlled. Cnfirm revisin status thrugh the EASA-Internet/Intranet. Page 16 f 16