Payment of travel expenses on termination of contract

Applicable to:  Members of the personnel

General

1. Preconditions

Entitlement to payment of travel expenses is governed by the provisions of article R V 1.09 of the Staff Rules and Regulations as well as by Administrative Circular No. 30.

Under these provisions, entitlement to payment of travel expenses on termination of contract is subject to the following conditions:

  • Staff members, fellows, scientific associates or students appointed before 1st January 2007 (excluding former local staff members)

    • their home station must be outside a radius of 20 km from CERN, and

    • they must establish their new place of residence at least 20 km in a straight line from the previous place of residence within two years of contract termination;

  • Staff members, fellows, scientific associates or students appointed on or after 1st January 2007 (including former local staff members)

    • their home station must be outside a radius of 70 km from CERN, and

    • they must establish their new place of residence outside a circle with a radius of 70 km with its centre at CERN within two years of contract termination.

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 they take up their appointment.

2. Deferral of payment of travel expenses

If the member of the personnel is awarded a new contract with CERN, the Organization pays travel expenses on termination of contract once only for the member of personnel and the members of his family, subject to the following conditions:

  • his entitlement to travel expenses is deferred until he no longer holds a contract for a working week longer than 20 hours. From that point in time, the journey must be made within two years.
  • if the working week is less or equal to 20 hours, his journey must take place within two years of termination of the contract that granted him entitlement to payment of travel expenses.

 

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

Procedure

A member of personnel’s entitlement to travel expenses is taken by HR Department on termination of his contract and can be consulted by departmental secretariats in HRT (Planning Menu; reports: Arrival entitlements and Departure entitlements).

It is the responsibility of the departmental secretariat to check whether the new place of residence has been established outside a radius of 20 or 70 km, depending on the applicable regulation. The following function can be used for this purpose: Calculation of the distance in a straight line from CERN.

In addition, the departmental secretariat must check with the member of personnel that his bank account is still open. If this is not the case, the member of personnel must communicate his bank account details which the secretariat must enter on the Voyage officiel / Official travel claim in EDH (type = manual payment).

1. Staff members, fellows and scientific associates

1.1 Benefits

1.1.1 Cost of the journey

On termination of contract, the cost of the journey corresponds to the cost of the return journey from CERN to the home station or to the new place of residence provided that the latter cost does not exceed the cost of the journey to the home station.

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 termination of his contract.

  • scientific associates

    • holding a contract of at least six months;

    • provided that they take up residence with the member of personnel within two years of termination of his contract.

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.

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 departure or as soon as the departmental secretariat receives the receipted invoices (and at the latest within two years of his termination of contract).

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

  • effective date = last day of the contract
  • type of journey = departure
  • 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

Students’ travel expenses on termination of contract must be paid as a lump sum.

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

Travel expenses on departure are paid to the place of residence, which is determined when the student takes up his appointment. Where the student returns to a new place of residence, the departmental secretariat must contact the responsible Students Programmes Coordinator to authorise and request the corresponding change to the details of entitlements on termination recorded in the personnel database. In no circumstances may the payment of the cost of the journey on departure exceed that for a journey to the place of residence established at the time the student took up his appointment.

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

2.2 Payment of travel expenses

Reimbursements are paid on submission of a claim by the student to his departmental secretariat either on his departure or at the latest within two years of termination of his contract.

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 departure travel

  • beneficiary = name of the student

Effective date, contract dates, former residence (at taking up appointment), 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)

In case the new place of residence is different, departmental secretariats must contact the responsible Students Programmes Coordinator to authorise and request the corresponding change to the details of entitlements on termination recorded in the personnel database.

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 termination of contract 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 Suppression of the sentence: "travel expenses on termination of contract are not paid should the member of the personnel resign during his first year of service" following corrigendum of AC 30 (Rev. 2/Corr.) Sepember 2009
2 New lump sum system for arrival and departure travel of students 01.08.2014
3 Application of the new lump sum system to all students, independently on their date of taking up appointment 01.07.2016
4 Suppression delay of submission for the reimbursement requests for the students 18.04.2017