Travel Organisation and Reimbursement
Travel Organisation
General principles
STF/TTF experts shall always organise the travel for the cheapest overall cost (including transportation, accommodation and subsistence), which is compatible with the participation to the meeting/event for which the travel is requested.
ETSI encourages the use of public transport and the Secretariat may suggest alternative solutions.
A traveller can use a more expensive solution but he will be reimbursed for the cheapest one.
Accommodation
The accommodation cost must be limited to the maximum daily price (excluding breakfast) in the hotel allowance reference table for the destination country applicable from 01 February 2023.
Note that ETSI has negotiated prices with some Hotels in Sophia-Antipolis: ETSI Website see Hotels in the Area
Exceptions must be justified and explicitly authorised by the ETSI Secretariat in the Travel Order.
Travel by plane
Within Europe, low-cost companies must be used when available, and is reimbursed within the limit of the cost of the travel organisation agreed in the Travel Order. Tariff reference for the cheapest flight can be found on website dedicated to travel.
Outside Europe (flights longer than 6 hours), business class travels are authorised, whenever this is compatible with the STF/TTF budget and with the conditions stated in the agreement between ETSI and the organisation providing the STF/TTF funding (in particular, the use of business class is not authorised for STFs/TTFs funded by EC/EFTA).
The traveller cannot impose or exclude the use of an airline company. The same company shall be used outbound and return journeys, whenever possible.
When the planning of the activities is compatible with special conditions (e.g. modifications or restrictions) applicable to reduced price tickets, such tickets shall be purchased (especially for long haul).
Multiple booking for the same travel, same person, is not authorised.
Travel by train
First class is authorised for travel by train. Tickets must be booked by the traveller.
Travel by private vehicle
Private car may be used to join the airport or train station from the location where the travel starts and vice versa. If experts use their own car to join directly the meeting place, reimbursement will be limited to the price of the cheapest corresponding public transportation for the same journey. When more than one STF/TTF expert travel in the same car, the total cost of public transportation may be used for the comparison; however, only the owner of the car is entitled to claim the reimbursement for the travel cost.
Travel by rented vehicle
Vehicle rental is authorised when economically justified and approved in advance by the ETSI Secretariat, with the request and justifications indicated in the Travel Order. In principle, only a category B car may be rented. Exceptions (justified by the number of passengers, distance) shall be authorised in advance by the ETSI Secretariat.
Taxi usage
Taxi may be used from the airport to the hotel or the meeting venue and back for late arrival / early departure and whenever the public transport timetable does not allow reaching the meeting on time. Taxis shall be authorised in advance by the ETSI Secretariat.
Duration
Travel duration must be limited to the minimum time needed to perform the work for which the expert is representing the STF/TTF at the event/meeting.
If the duration of the travel is extended beyond the minimum period required to represent the STF/TTF, the additional cost will remain at the traveller's charge. If the incoming trip is made earlier than the day before the meeting and/or the outgoing trip is made after the day that follows the end of the meeting, the travel cost for the relevant leg will remain at the charge of the traveller if more expensive.
The ETSI Secretariat may agree to take charge of the travel costs of the incoming and outgoing trip if the extension of the travel duration is to attend other sessions of the same event/meeting on behalf of an ETSI Member. If the expert is not representing an ETSI Member in the meeting/event, then the travel cost for the extended duration will remain at the traveller's charge. The ETSI Secretariat may also agree to take charge of an extension of the travel duration if it induces a diminution of the global price of the travel. In any case, the authorisation to extend the duration of the travel must be requested in the Travel Order.
Departure/Returning place
Travels should normally be done starting from and returning to the Contractor's business location. Direct routing to and from the meeting place shall be used.
Exception cases:
- Exceptions must be authorised beforehand and justified in the Travel Order.
- The Secretariat may agree that the expert travels according to his/her preferred organisation, but will limit the reimbursement to the equivalent amount that would have been incurred.
- In emergency situations, the traveller must choose solutions that allow fulfilling the mission travel requirements with the minimum possible extra cost and provide justification for the changes when submitting the reimbursement claim for travel expenses.
Note: exceptions to the minimum cost principles should be judged with respect to a reasonable evaluation of elements like the travelling time saved with respect to the extra cost. A typical parameter for this evaluation is the daily cost of work (e.g. saving four hours travelling time may justify an extra cost of 300-400 €, but not an extra cost of EUR 1 000).
Insurance and other obligations of the traveller
STF/TTF experts remain employees of their original organisation. Therefore, during missions, they shall be covered by the mission insurance regime of their employer.
The traveller shall ensure that he/she is adequately covered by his/her insurance policy for business use, third-party claims against him and damage to the car. The responsibility of ETSI cannot be sought when using private cars for business travel under any circumstances.
If travelling by aeroplane, the traveller must take direct action to recover lost baggage and/or claim for damages.
The traveller is responsible for obtaining a Visa, vaccinations and for any additional formalities required for the travel.
Travel reimbursement rules
General principles
Travel costs will be reimbursed to the contracted Organisation after the end of the mission, upon registration of actual travel costs in the Travel Management Application, with a copy of the detailed bills to justify the expenses (to be sent in a separate email).
If the bills’ copies cannot be provided, then the cost can be claimed as "sworn statement" (no more than one declaration can be accepted for a single expense, for the whole travel). The invoice must make reference to the ETSI Travel Order number.
Per-Diem allowances are not reimbursed.
Exchange Rate
As a general provision, the exchange rate to be applied is the one corresponding to the date when the expenses are incurred.
The actual currency exchange rate incurred must be indicated on the related expense line in the Travel Management application. (See currency converter).
The exchange rate for payments made with a credit card will be applied. Bank charges for cash exchange can be reimbursed for limited amounts and must be documented.
If reimbursement is requested before the exchange rate applied by the bank is known, the typical credit card rate may be used.
Reimbursement rules by transportation mean
Provides general and reimbursement information depending on the transportation.
Travel by aeroplane: The tickets (including electronic tickets) and boarding passes must be attached to prove that travel has actually been made on the booked flights. Boarding passes must also be provided in case the ticket has been purchased by ETSI. Air transportation expenses will not be reimbursed without boarding passes. If paper boarding passes are not available, electronic boarding passes are acceptable as well.
Travel by train: Is reimbursed in first class. If the expert travels by train directly to the meeting place, the reimbursement will be limited to the price of the cheapest corresponding airline route. Train tickets must be annexed to the invoice for reimbursement. Electronic tickets are accepted.
Travel by private vehicle: This will be calculated based on 0.55 € per km, plus motorway and parking charges, using the shortest distance or fastest route. Parking and motorway tolls must also be provided to give evidence that the travel by car has actually been done. Car parking is reimbursed within reasonable limits (e.g. the cost of a taxi ride). The motorway and parking bills and the printout of the driving directions from a travel map service with the indication of departure, destination, route and total distance of the travel must be annexed to the reimbursement claim.
Taxi: If a taxi is shared with other participants to the meeting/event, the expert should keep a copy of the bill.
Reimbursement rules for Accommodation costs
It will be limited to the daily price (excluding breakfast) in the hotel allowance reference table for the destination country. Exceptions must be justified and explicitly authorised by the ETSI Secretariat in the Travel Order.
Accommodations other than a hotel may be reimbursed on the basis of actual expenses and within the limits of the maximum cost listed in the table.
Reimbursement of Daily subsistence costs
- Breakfast must not exceed 25 euros if it is not included in hotel price.
- Lunch and dinner are added, and the total cannot exceed 80 euros per day.
- Lunch OR dinner cannot exceed 40 euros for a half-day (breakfast reimbursement remains the same, it cannot exceed 25 euros).
The detailed bills for meals must be attached, indicating the number of persons and the date. If a meal is shared with other persons, then the expert must obtain an individual copy of the bill and can claim the proportional share of the total cost.
Special reimbursement conditions for Meetings in the ETSI headquarters of Sophia Antipolis
ETSI have negotiated special prices for the Members' delegates and STF/TTF experts in selected hotels in the area of Sophia Antipolis. The full list of negotiated prices includes hotels for meetings in other locations than the ETSI headquarters (e.g. Nice, Cannes, Antibes, Juan les Pins). Hotels at walking distance from ETSI are recommended for (see list, see map).
The hotel booking must be made directly by the expert. The expert will be responsible for any charges in case of “no show”. Since the negotiated prices are reserved to ETSI Members and experts, the hotel booking form must be downloaded from the password protected area of the ETSI Portal hotel booking form must be downloaded from the password protected area of the ETSI Portal (Traveling to ETSI).
Transportation costs between ETSI and the hotel during the meeting are not reimbursable.
A bus shuttle service exists between the area of Sophia Antipolis and Nice airport, taking about 30 minutes at the price of 1,50 €. The use of alternative transportation means (e.g., taxi, car rental, private car) is not reimbursed, unless required by the meeting schedule and/or due to late/early arrival/departure times of the flight.