BEFORE TRAVELING – What you need to know

The full procedure is available at the following link.

The information hereunder emphasizes the most important and recurrent points; however, this list is not exhaustive.

One is strongly encouraged to consult the full procedure before initiating a professional trip. Your supervisor and the secretariat are also there to guide you throughout the different steps.

– A travel request (TRVL) has to be submitted before departure by all members of the personnel who undertake a duty travel.

– All fields are important and it is paramount to fill in the details of the travel accurately at this stage. This helps the secretariat very much in the overall process. In particular, we ask that you please add the INDICO link of the conference, and specify whether the fee is paid by us (bank transfer only), or by you.

– The reimbursement is done after the travel, and at any stage of the travel, either the secretariat or the traveler can ask to modify the document as necessary. After the travel, you will also have the possibility to check the boxes :

1- If you want to be refunded in real costs, then in this case you need to add the total of the accommodation (hotel) in this field. The per diem will not be modified if you select this option. To be able to also change the DTA, you must tick the box:

2- If you want to be refunded less than the amount indicated above (up to a maximum amount corresponding to 60% of the DTA) because you consider this amount does not reflect the reality.

You will never receive a refund exceeding the amount specified in the estimation.

ESSENTIAL / RECURRENT QUESTIONS

– Whether you request reimbursement on the basis of real cost or not, hotel invoices must be attached (except if all nights were provided to you at no cost).

– Travels fully covered by a third party: Both the TRVL and the EDH absence are needed, the total must be 0 CHF, and the mention “all travel expenses are covered by XXX” must be specified in the comment area.

– In order to pay the fees on time, and as the bank transfer is the preferable option, please send the secretariat the INDICO registration / notification received by email. This message must show your full name, the amount of the fees, as well as the bank details of the beneficiary.

– Claims for reimbursement of duty travel expenses shall be submitted within 6 months.

– Advance payment is no longer possible.

– Original receipts are no longer needed for reimbursement but must be kept by the traveler until the claim is fully approved in EDH.

– Private stay dates can be included in the TRVL and will be automatically removed from the overall cost estimated. However the transport costs of the real itinerary (including the private stay dates) will have to be compared to the costs of a transport based on the conference/meeting/official dates. The secretariat will then have to attach both offers and, if any, the extra will be charged to you.

– DOCT who travel to their University or PJAS, USER, VISC, COAS who travel to their Home Institution = the travel request is mandatory but no DTA is paid unless special agreement. The EP-DAO office is in charge of such travels.

– Rental car: The use of a rental car for duty travel may be authorized provided it is necessary and justified (equipment to be transported, no public transport available, cheapest for the Organization if several people travel together). The request must be made by the traveler (or the traveler arranger) via the form Car Rental Request and must be sent to the competent service 48h before the departure.

– Private car (only in exceptional circumstances): If the use of a private vehicle is duly justified and authorized, the traveler will be reimbursed an amount equivalent to the most cost-effective means of public transport (parking fees, fuel and motorway tolls are not reimbursed). The secretariat will then have to attach the offer of a train equivalent and the difference, if any, will be charged to you.

This page is regularly updated and often subject to changes.

Last update 12 Feb 2024