Guidelines for travel arrangements and reimbursement of travel expenses of ELI ERIC Peer Review Panel Members
General information:
· The travel and accommodation costs related to your participation in the meetings of the ELI ERIC Peer-Review Panel (PRP) will be borne by ELI ERIC.
· In addition to your travel to Szeged, ELI ERIC will cover the costs of:
o Your transfers between Budapest airport airport and the hotel/facility
o All transfers between the hotel and facility
o Transfers from the meeting venue to the restaurant for dinner and to the hotel
· ELI ERIC grants a daily allowance of 45 Euro. The allowance applies to the meeting days and travel days. No daily allowance is eligible for extended stay due to private reasons. The allowance is intended to compensate for the subsistence costs associated to your trip (meals, refreshments), transportation by private car, taxi, or public transport between airport in the country you are travelling from and place of your stay, and additional petty expenses associated to your trip.
Travel bookings:
· The choice of your means of transport (plane, rail, bus, car) shall be supported by a sound weighting of the costs relative to the time of travel and convenience. Wherever reasonable, the most environmentally-friendly means of transport should be considered.
· Air travel:
o The standard class is economy class. The choice of your flights shall be done following the principle of cost-efficiency. Please, ensure that you consider the lowest proposed air fare indicated by the booking channel.
o Your plane tickets should be booked through the online booking system (www.smartterminal.cz) using the following identifiers:
- User name: PRP
- Password: Hungary1223PRP
o The issuance of the ticket will be confirmed to you by Renata Ryndová (renata.ryndova@eli-laser.eu).
o In exceptional cases and after the prior written approval by ELI ERIC, a different booking channel can be used. To request such exception, please contact Renata Ryndová. No plane tickets booked and paid directly by the PRP members will be eligible for reimbursement.
· Rail/coach travel:
o PRP members traveling by bus or train should book their tickets by themselves and apply for reimbursement after their trip is over.
o By default, the standard booking class shall be economy class. For train or bus travels lasting longer than two hours, or when duly justified and after written consent by ELI ERIC, a higher class can be considered.
· Other means of travel: please, contact Renata Ryndová in case you plan to travel by other means of transport (use of private car or car rental).
Accommodation:
· Accommodation costs will be borne directly by ELI ERIC.
· Private expenses (minibar and other services not included in the initial accommodation booking) shall not be borne by ELI ERIC and are not eligible for reimbursement.
· ELI ERIC will book your accommodation based on your travel arrangements.
Cancellation:
· If you need to cancel your trip or a part of it, please inform Renata Ryndová without undue delay to minimise cancellation costs.
Reporting and reimbursement:
· For PRP members traveling by plane, please, communicate your boarding passes (electronic version or scanned version) no later than 15 calendar days after completion of your trip. Boarding passes shall be sent to Renata Ryndová (renata.ryndova@eli-laser.eu).
· For PRP members traveling by train or coach: please, request reimbursement or your tickets no later that 15 calendar days after completion of your trip. Request should be made by using the reimbursement form that will be communicated to you and submitted together with the electronic tickets or scanned copies to Renata Ryndová (renata.ryndova@eli-laser.eu). Reimbursement will be made in EUR based on the applicable exchange rate communicated by the Czech National Bank.
