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

1. Staff members, fellows and scientific associates

1.1 Benefits

1.1.1 Cost of the journey

At the time the member of the 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 CWT, 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, from the train station, airport or port closest to the place of residence of the member of the personnel.

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.

N.B. Any excess luggage registered at the time of check-in is not considered to be air freight. Consequently, the member of the 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 taking up appointment for family members of:

• staff members and fellows : provided that they take up residence with the member of the 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 the 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 CWT travel agency, the member of the 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 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).

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 (simple-way) for ADMI, TECH, DOCT (01.06.2023).

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.

3. Volontaires Internationaux

The procedure detailing the payment of travel expenses on taking up appointment for Volontaires Internationaux is available via Volontaire International Traineeship in the framework of an agreement with a national funding agency (TRNE "Special Programmes").

4. 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.

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

5. 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.

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.