Payment of travel expenses on taking up appointment

Applicable to:  Members of the personnel

General

Entitlement to payment of travel expenses is governed by the provisions of article R V 1.08 of the Staff Rules and Regulations as well as by Administrative Circular No. 30.

Under these provisions, entitlement to payment of travel expenses on taking up appointment is subject to the following conditions:

  • members of the personnel must reside over 70 km from CERN (in a straight line) at the time of their appointment,
    (the place of residence corresponds to the address of the member of personnel either on the date of the selection board or, where no selection board was convened, on the date of the offer of the contract. This place of residence does not have to be situated on the territory of a Member State or an Associate Member State.)
    and

  • must establish their new place of residence within a radius of 50 km from CERN within two years of taking up their post.

NB. : the paid amount of travel expenses must be paid back where the criteria have not been met.

 

Follow this link to the table providing an overview of the conditions applying to the payment of travel expenses. (French only)

Procedure

The HR Department will establish whether the person concerned is entitled to travel expenses when the latter's contract is drawn up.

Departmental secretariats may consult information on entitlement to travel expenses in HRT (Planning Menu; reports: Arrival entitlements and Departure entitlements).

Departmental Secretariats are responsible for checking whether the second condition (establishment of the new place of residence within a radius of 50 km from CERN) is met. The following function can be used for this purpose: Calculation of the distance in a straight line from CERN.

1. Staff members, fellows and scientific associates

1.1 Benefits

1.1.1 Cost of the journey

At the time the member of personnel takes up his appointment, the cost of the journey corresponds to the travel expenses for the outward journey from the home station or from the place of residence at the time of his recruitment (choice to be left to the member of personnel) to CERN.

For staff members and fellows, definition of the home station is governed by the provisions of Article R II 1.25 of the Staff Regulations and its location is determined when their contract is drawn up. For associated members of the personnel, the home station is replaced by the place of residence determined at the time that they are recruited.

If the journey is organised by CERN through Carlson Wagonlit Travel, tickets will be issued for the following travel classes:

  • Plane: economy or equivalent

  • Train: first-class, sleeper or couchette

  • Boat: cabin berth or equivalent

If the member of the personnel opts to make his own travel arrangements, the Organization will pay the cost of the cheapest form of public transport, taking into account travel time.

1.1.2 Luggage expenses

The Organization will reimburse luggage expenses:

  • up to a maximum of 30 kg,

  • by CARGO air freight,

  • for the journey from the airport from which the member of the personnel leaves CERN to the airport he uses to reach his place of residence.

CERN will also reimburse the luggage expenses of family members up to a maximum of 30 kg per person.

To obtain this reimbursement, the member of the personnel must submit a receipted invoice from the CARGO service of a passenger transport or freight airline company (e.g. Swiss World Cargo in the case of Swiss International Airlines).

The invoice must show the following information:

  • the number of kilos of luggage transported by the carrier,

  • the departure and arrival airports,

  • any costs arising from import/export formalities and customs duties, and

  • details of any additional services invoiced (e.g. special insurance, etc.).

The Organization will reimburse only the cost of air freight. It will therefore not reimburse:

  • the cost of delivery (from or to the place of residence) or packaging,

  • any costs arising from import/export formalities and customs duties, and

  • any additional service.

NB.: Any excess luggage registered at the time of check-in is not considered to be air freight. Consequently, the member of personnel will not be reimbursed for any excess baggage surcharge by an airline company.

1.2 Members of the family

The same conditions apply to the payment of travel expenses on termination of contract for family members of:

  • staff members and fellows : provided that they take up residence with the member of personnel within two years of him taking up his appointment.

  • scientific associates

    • holding a contract of at least six months;

    • provided that they take up residence with the member of personnel for at least six months within two years of him taking up his appointment.

1.3 Payment of travel expenses

If the journey is organised by CERN through the Carlson Wagonlit travel agency, the member of personnel will receive his travel documents directly.

This procedure particularly applies to staff members who have returned their employment contract duly signed in sufficient time to allow the travel agency to issue them with their travel documents before they take up their appointment.

In this case the travel agency forwards the invoice to the departmental secretariat which completes a Demande de paiement au tiers / Third-party payment request in EDH, providing the following information:

  • the supplier = Carlson Wagonlit
  • budget code = group budget (by default)
  • account to be debited = depending on the member of the personnel status
  • account to be credited = Carlson Wagonlit

Further information is available in the Quick Reference Guide of the EDH document (French only).

In other cases, travel expenses are paid on the submission of a claim by the member of the personnel to his departmental secretariat, either on his arrival or as soon as the departmental secretariat receives the receipted invoices (and at the latest within two years of him taking up his appointment).

The departmental secretariat completes an Voyage officiel / Official travel claim in EDH, providing the following information:

  • effective date = first day of the contract
  • type of journey = arrival
  • arrival destination = Geneva
  • itinerary and cost of the journey

Further information is available in the Quick Reference Guide of the EDH document (French only).

2. Students (technical, doctoral or administrative)

2.1 Benefits

A lump-sum for travel expenses is paid for the students’ journey from the place of residence at the time of his taking up appointment to CERN.

The amounts per country are indexed every year: consult the table annexed to the memo Payment scheme for student travel (10.06.2016).

Students are not entitled to travel expenses for family members or to luggage expenses.

2.2 Payment of travel expenses

Reimbursements are paid on the basis of a claim submitted by the student to his departmental secretariat either on his arrival (once his permanent address is known) or at the latest within two years of him taking up his appointment.

Departmental secretariats must complete the Demande de paiement de voyage pour les étudiants / Travel claim for students in EDH with the following information:

  • claim type = student's arrival travel

  • beneficiary = name of the student

  • new residence = complete the city, postal code and country.
    (Checking that the new place of residence is situated within a radius of 50 km from CERN)

Effective date, contract dates, former residence, budget code and debit account are automatically displayed in the claim.

  • Add a new line item.

  • Copy in this new line item the country of the former place of residence, the budget code and debit account displayed in the travel fees part (= yes).

  • Enter in the new line item the amount applicable to the country concerned (consult the complete list of countries to determine the correct amount.)

  • Close the travel fees part (= no)

If the former residence displayed in the claim is not correct, departmental secretariats must contact the responsible Students Programmes Coordinator.

Further information is available in the Quick Reference Guide of the EDH document (French only).

3. Summer students

The travel expenses of summer students are paid once when the contract expires. The HR Department service responsible for summer students automatically makes the necessary arrangements for the payment of a lump sum amount. The same lump sum is applied for technical, doctoral and administrative students.

Summer students are not entitled to travel expenses for family members or to luggage expenses.

4. Users and non-scientific associates

Travel expenses on taking up appointment may be paid at the discretion of the Director-General if the preconditions are met, as a function of the date that the contract of association is drawn up and within the limits defined in paragraph 1.1.1 Cost of the journey.

In this case, the members of the personnel concerned must apply to their departmental secretariat.

Users and non-scientific associates are not entitled to travel expenses for family members or to luggage expenses.

Revisions 

No revision Modifications Approuved
1 New lump sum system for arrival and departure travel of students 01.08.2014
2 Application of the new lump sum system to all students, independently on their date of taking up appointment 01.07.2016
3 Suppression delay of submission for the reimbursement requests for the students 18.04.2017