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 one-way 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 one-way journey to the home station.

Members of the personnel organise their travel and the Organization will pay the cost of the cheapest form of public transport, according to the travel classes below, taking into account travel time, to the train station, airport or port closest to the place of residence of the member of the personnel.

Travel classes:

1. Plane: economy or equivalent
2. Train: first-class, sleeper or couchette
3. Boat: cabin berth or equivalent

1.1.2 Luggage expenses

The Organization will reimburse luggage expenses:

• up to a maximum of 30 kg,
• by CARGO air freight,
• from the departure airport to the airport of arrival.

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. In the same way, express shipping services are not considered as air cargo.

Special case: When no CARGO service is available for the transport of equipment on behalf of individuals, as this is the case for example from some airports in the United States, members of the personnel are invited to contact HR.Official.Travel@cern.ch before incurring any costs with a CARGO air freight company. The service may in this case recommend, where possible, that additional luggage (up to 30 kg) be taken in charge during the travel to CERN (not to be confused with excess luggage charges). 

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 the personnel within two years of the member of the personnel termination of contract.
• scientific associates
  • holding a contract of at least six months;
  • provided that they take up residence with the member of the personnel within two years of termination of the member of the personnel contract.

1.3 Payment of travel expenses

Travel expenses are paid at the request of the members of the personnel to their departmental secretariat (DAO), on their departure and on presentation of their travel tickets and receipted invoices, and at the latest within two years of his termination of contract.

2. Graduates and students (technical, doctoral or administrative)

Members of the personnel organise their travel and travel expenses are paid on a lump-sum basis, regardless of the means of transport used.

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 (01.06.2024). 

Travel expenses are paid at the request of the members of the personnel to their departmental secretariat (DAO), on departure, at the latest within two years of ending up their contract.

2.1 Benefits

A lump sum for travel expenses is paid for the graduates' and students’ journey from the place of residence at the time of their taking up appointment to CERN. If the new place of residence is different, the lump sum applicable is based on the country of the new destination, but shall not exceed the cost of a travel to the place of residence determined at the time of taking up appointment.

2.2 Members of the family

• Graduates: Travel expenses of their family members who travel with them within two years of the member of the personnel ending up appointment are paid under the same conditions. 50% of the lump sum is paid for children under the age of 2.

• Students: Travel expenses are not paid for members of the family.

2.3 Payment of travel expenses

Travel expenses are paid at the request of the graduates or the students to their departmental secretariat (DAO), on their departure and on presentation of their travel tickets and receipted invoices, and at the latest within two years of their termination of contract.

3. Summer students

The travel expenses (round-trip equivalent) of summer students are paid as a lump sum once when the contract starts.

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.