Duty travel | IT Department

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js-form-item-keys form-no-label form-group"> <input title="Enter the terms you wish to search for." data-drupal-selector="edit-keys" class="form-search form-control" placeholder='E.G.BIRTH OF WEB, LHC PAGE 1, BULLETIN...' type="search" id="edit-keys" name="keys" value="" size="15" maxlength="128"> </div> <div id="edit-keys--description" class="description help-block">Enter the terms you wish to search for.</div> </form> </div> </div> </div> </li> </ul> </div>  </div>  </nav> </nav> </div> </div> <div class="wrapper-center col-md-9 col-sm-12 col-xs-12"> <div class="region region-content"> <div data-drupal-messages-fallback class="hidden"></div> <section class="language-switcher-language-session settings-tray-editable block block-language block-language-blocklanguage-content clearfix" id="block-languageswitchercontenu" role="navigation" data-drupal-settingstray="editable"> <ul class="links"><li data-drupal-link-system-path="node/19" class="en is-active"><a href="/staff/secretariat/duty-travel" class="language-link session-active is-active" data-drupal-link-system-path="node/19">English</a></li><li data-drupal-link-query="{"language":"fr"}" data-drupal-link-system-path="node/19" class="fr"><a href="/staff/secretariat/duty-travel?language=fr" class="language-link" data-drupal-link-query="{"language":"fr"}" data-drupal-link-system-path="node/19">Fran莽ais</a></li></ul> </section> <h1 class="page-header"> <span>Duty travel</span> </h1> <article data-history-node-id="19" about="/staff/secretariat/duty-travel" class="secretariat-pages full clearfix"> <div class="content"> <div class="field field--name-body field--type-text-with-summary field--label-hidden field--item"><p><span style="font-size:12pt"><span style="font-family:Aptos,sans-serif"><span style="font-size:11.0pt">As a reminder of 1 <span style="color:#212121">January </span>2024, <span style="color:#212121">transportation (flights, trains, car rental at destination)</span><b><span style="color:red"> must be booked through Egencia</span></b><span style="color:#212121">. <b>Travellers are no longer able to purchase their own transportation tickets and will not be reimbursed by the claim office if they do so.</b></span></span></span></span></p> <p><span style="font-size:12pt"><span style="font-family:Aptos,sans-serif"><span style="font-size:11.0pt"><span style="color:#212121">Egencia is CERN鈥檚<b> </b>Online Booking Tool (OBT) for all Official Duty Travel bookings. It proposes <b>Flights </b>(including low-cost), <b>Trains </b>(on-line request form), <b>Car rental</b> and <b>Hotels.</b></span></span></span></span></p> <h4><u>General recommendations:</u></h4> <h4>New recommendations for making environmentally responsible travel choices</h4> <h4><span lang="en">PREPARING YOUR TRIP</span></h4> <p><span lang="en">As soon as you know of a travel you will have to make on CERN business, you need to fill in the <a href="https://edh.cern.ch/Document/Claims/Travel" target="_blank"><u><strong>EDH Travel form</strong></u></a> (TRVL), including for missions in the local area.</span></p> <p><span lang="EN">Once your travel request has been approved by your Group Leader and the budget holder, you should:</span></p> <ul> <li><span lang="EN">Mark your absence in <a href="https://edh.cern.ch/Document/LeaveRequest">EDH </a></span></li> <li><span lang="EN">Update your profile in the Online Booking Tool (OBT)</span><span lang="EN"> on the Egencia <a href="https://cern.egencia.ch">website</a></span><a href="https://www.cern.egencia.ch/">,</a> or mobile app</li> <li><span lang="EN">The transport must be booked by CERN (via Egencia): book your flights, trains and/or rental cars (at destination)</span><span lang="EN"> directly on the <span lang="EN">Egencia</span> </span><a href="https://cern.egencia.ch/">website</a> or mobile app (e-learning available <a href="https://indico.cern.ch/event/1355658/">here</a>)</li> <li>For transport booking on Egencia: you will see a red on the flights that are considered as out of policy. If you choose to book it, please add a justification in the dedicated comment section on Egencia and it will be sent to the Travel Manager for approval or escalated.</li> <li>Accommodation can be booked through Egencia (preferable) or on your own. If you opt to book your accommodation on your own, proof of accommodation must be provided, and reimbursement will be made on the basis of real costs up to a maximum amount corresponding to 60% of the Daily Travel Allowance (DTA.</li> <li>For accommodation booking: you will see a red flag on the accommodations that are considered as out of policy. If you choose to book it, please add a justification in the dedicated comment section on Egencia. Your request will be sent to the Travel manager that will request the Department Head approval.</li> <li>Regarding the <strong>conference </strong>fees payment, there are two options. You can either send your invoice to the IT Secretariat and they will proceed with the payment with the Claim Office or pay the fees yourself and get reimbursed upon your return, provided that you attach the receipt/invoice and proof of payment to your travel claim.</li> </ul> <p><span lang="en"></span><span lang="en">Public transport must be used whenever possible. The use of taxi should be limited to duly justified cases (no suitable public transport, bulky equipment to carry, strenuous travel conditions). If taxi transfer to Geneva airport is necessary, please note that you should park at CERN; the secretariat will order a taxi voucher for you prior to departure.</span></p> <p>The use of private vehicle must be justified in the <span style="font-size:11.0pt"><span style="line-height:107%"><span style="font-family:"Aptos",sans-serif"><a href="https://admin-eguide.web.cern.ch/content/demande-de-mission-travel-request" style="color:#467886; text-decoration:underline" title="Demande de mission / Travel request"><span style="color:#2980b9;">Demande de mission/Travel request</span></a><font color="#2980b9">.</font> </span></span></span>(e.g. no suitable public transport/bulky equipment to transport and no rental vehicle available). If the use of a private vehicle is duly justified and authorized, the traveller will be reimbursed an amount equivalent to the most cost-effective means of public transport (parking fees, fuel and motorway tolls are not reimbursed).</p> <p><span lang="en">The roles and responsibilities of the traveller, travel arranger, travel manager, travel coordinator, group leader, and budget holder are detailed on the page of the <a href="https://fap-dep.web.cern.ch/duty-travel-coordination">Duty Travel Coordination</a>.</span></p> <p>If your destination country requires a VISA, please refer to <span style="font-size:11pt"><span style="line-height:107%"><span style="font-family:Aptos,sans-serif"><a href="https://cibtvisas.ch/portal?login=cern0213" style="color:#467886; text-decoration:underline"><span style="color:#2980b9;">CIBT</span></a><span style="color:#2980b9;"></span></span></span></span></p> <p style="margin-bottom:11px"><span lang="en">If you need a visa to travel to Russia, please follow the <a href="https://admin-eguide.web.cern.ch/en/procedure/requesting-visa-travel-russia" target="_blank">admin eGuide procedure</a>.</span></p> <p class="MsoNormal">Certain formalities must be completed for trips to Australia, Canada or the United States. For more details:</p> <ul> <li style="margin-bottom:11px"><span style="font-size:11pt"><span style="tab-stops:list 36.0pt"><span style="line-height:107%"><span style="font-family:Aptos,sans-serif"><a href="https://immi.homeaffairs.gov.au/visas/getting-a-visa/visa-listing/visitor-600" style="color:#467886; text-decoration:underline" target="_blank">ETA for Australia</a>;</span></span></span></span></li> <li style="margin-bottom:11px"><span style="font-size:11pt"><span style="tab-stops:list 36.0pt"><span style="line-height:107%"><span style="font-family:Aptos,sans-serif"><a href="https://www.canada.ca/en/immigration-refugees-citizenship/services/visit-canada/eta/apply.html" style="color:#467886; text-decoration:underline" target="_blank">eTA for Canada</a>;</span></span></span></span></li> <li style="margin-bottom:11px"><span style="font-size:11pt"><span style="tab-stops:list 36.0pt"><span style="line-height:107%"><span style="font-family:Aptos,sans-serif"><a href="https://esta.cbp.dhs.gov/" style="color:#467886; text-decoration:underline" target="_blank">ESTA for the United States</a>.</span></span></span></span></li> </ul> <p><span lang="en">When travelling to the USA, please remember to take your UNIQA card with you. More information available on the <a href="https://chis.cern/" target="_blank">CHIS pages</a>.</span></p> <p><span lang="en"><strong>Assistance before and during an official travel</strong>:</span></p> <p><span lang="en">CERN has partnered with a specialized travel assistance company, International SOS (ISOS), to provide medical and security assistance to its members of personnel traveling for official purposes. You can find the details of their services and practical information on the corresponding <a href="https://admin-eguide.web.cern.ch/en/content/assistance-related-duty-travel-provided-international-sos" target="_blank">admin eGuide page</a>.</span></p> <p><span lang="en"><strong>Cancellation</strong></span></p> <p><span lang="en">In case your trip is cancelled but expenses were already incurred and cannot be refunded (transport, registration, etc.), <strong>please do not reject or cancel the EDH TRVL</strong>. When the document returns to you, please contact the IT Secretariat for instructions.</span></p> <p> </p> <hr> <h3><span lang="en">REIMBURSEMENT CLAIM</span></h3> <p><span lang="en">When you return from your trip, you will receive a notification from EDH to confirm your itinerary. Please note that all the questions need to be answered carefully: itinerary, meals, hotel nights and other expenses, etc. The accommodation must be reserved on your own, you are requested to attach a scan of your hotel bill to your Travel request. For transport by train, please makde sure to attach your train tickets to the travel claim.</span></p> <p><span lang="en">NB: The same rules apply for lecturers invited by CERN. See "<a href="https://information-technology.web.cern.ch/staff/secretariat/reimbursement-formalities">Reimbursement formalities</a>" for additional information.</span></p> <p><strong>Private stay / Personal choices</strong></p> <p>"If travellers plan to add a private stay to their duty travel or to make their own travel arrangements (e.g. private vehicle) for private reasons, the Travel Arranger must search, prior to the travel, for a comparative lowest price public transport journey in the online booking tool or website, create a print screen of the price and attach it to the <a data-entity-substitution="canonical" data-entity-type="node" data-entity-uuid="f925306b-af62-4d34-92a1-809a954d8cc1" href="https://admin-eguide.web.cern.ch/content/demande-de-mission-travel-request" title="Demande de mission / Travel request">Demande de mission / Travel request</a> (TRVL) form. Any additional expenses resulting from a personal choice have to be deducted from the final reimbursement under the section Other expenses by adding a negative position."</p> <p style="margin-bottom:11px">For external trainings (including the local area), a travel request must be created. For that, please check the following procedure:</p> <p style="margin-bottom:11px"><span style="font-size:11pt"><span style="line-height:107%"><span style="font-family:Aptos,sans-serif"><a href="https://admin-eguide.web.cern.ch/en/procedure/learning-and-development-programmes-training-requests" style="color:#467886; text-decoration:underline">Learning and development programmes - Training requests | Admin e-guide (cern.ch)</a></span></span></span></p> <p> </p> </div> <div class="field field--name-field-useful-links field--type-link field--label-above"> <div class="field--label"><b>Useful links</b></div> <div class="field--items"> <div class="field--item"><a href="https://admin-eguide.web.cern.ch/en/procedure/duty-travel">Duty travel procedure</a></div> <div class="field--item"><a href="https://edh.cern.ch/Document/Claims/Travel">EDH Travel </a></div> <div class="field--item"><a href="http://www.cff.ch">cff.ch</a></div> <div class="field--item"><a href="https://admin-eguide.web.cern.ch/en/assistance-related-official-travel-provided-international-sos">Assistance related to official travel</a></div> <div class="field--item"><a href="https://cibtvisas.ch/?login=cern0213&utm_source=va">CIBT - Visa requirements</a></div> <div class="field--item"><a href="https://admin-eguide.web.cern.ch/en/procedure/request-visa-russia">Procedure for requesting a visa for Russia</a></div> </div> </div> </div> </article> </div> </div> </div> </main> <footer role="contentinfo"> <div class="row cern-footer"> <div class="col-xs-12 col-sm-3 col-md-3 col-lg-3 footer-first-col"> <div class="region region-footercolumn1"> <section id="block-cernclean-inpersonithelp" class="settings-tray-editable block block-block-content block-block-content6493ebb4-e07b-4955-970b-6dbbbded36e2 clearfix" data-drupal-settingstray="editable"> <h2 class="block-title">Drop-in IT Support Desk</h2> <div class="layout layout--twocol"> <div class="layout__region layout__region--top"> <div class="field field--name-body field--type-text-with-summary field--label-hidden field--item"><h4><a href="https://cern.service-now.com/service-portal?id=it_sos">IT-SOS | IT Support On Site</a></h4> <ul> <li>In Restaurant 2, <a href="https://maps.cern.ch/mapsearch/mapsearch.htm?n=['504/R-005']" rel="noopener" target="_blank" title="Go to CERN maps">504/R-005</a></li> <li>Mon-Fri, 8am-5pm non-stop</li> </ul> </div> </div> </div> </section> </div> </div> <div class="col-xs-12 col-sm-8 col-md-8 col-lg-8 footer-second-col"> <div class="row">  <div class="col-sm-5 col-md-4 col-md-offset-0 col-lg-4 col-lg-offset-0"> <div class="region region-footercolumn2"> <section id="block-cernclean-servicedesk" class="settings-tray-editable block block-block-content block-block-content16b90748-963c-40b7-8171-dadc04cb5f00 clearfix" data-drupal-settingstray="editable"> <h2 class="block-title">Help</h2> <div class="layout layout--twocol"> <div class="layout__region layout__region--top"> <div class="field field--name-body field--type-text-with-summary field--label-hidden field--item"><h4>Service Desk</h4> <ul> <li>telephone<strong>: 77777</strong></li> <li>website<strong>: <a href="https://cern.service-now.com/service-portal/">Service Portal</a></strong></li> </ul> </div> </div> </div> </section> </div> </div>  <div class="col-sm-6 col-sm-offset-1 col-md-4 col-md-offset-0 col-lg-4"> <div class=" mb-4"> <div class="region region-footercolumn3"> <section id="block-cern-overwrite-block-23" class="settings-tray-editable block block-block-content block-block-contentf0695b3f-83ca-4df8-885a-14c3c8c7b053 clearfix" data-drupal-settingstray="editable"> <h2 class="block-title">About this website</h2> <div class="layout layout--twocol"> <div class="layout__region layout__region--top"> <div class="field field--name-body field--type-text-with-summary field--label-hidden field--item"><ul> <li><span style="font-size:12px;"><a href="/accessibility-statement">- Accessibility statement</a></span></li> <li><span style="font-size:12px;"><a href="https://cern.service-now.com/service-portal?id=sc_cat_item&name=it-web-feedback&se=IT-administration">- Report an issue about this website</a></span></li> <li>- <span style="font-size:10px;">Former IT websites: <a href="https://it-dep-archive.web.cern.ch/default.asp">2006-2012</a>, <a href="http://it-d7-archive.web.cern.ch/it-d7-archive/">2013-2020</a></span></li> </ul> </div> </div> </div> </section> </div> </div> </div>  <div class="col-sm-6 col-sm-offset-6 col-md-4 col-md-offset-0 col-lg-4 col-lg-offset-0"> <div class=" mb-4"> </div> </div> </div> </div> <div class="col-xs-1 col-sm-1 col-md-1 col-lg-1 footer-last-logo"> <a href="https://home.cern/" title="CERN" target="_blank"><img src="/themes/custom/cern-theme/logo.svg" alt="CERN"/></a> </div> </div> <div class="copy-wrapper light"> <a href="https://copyright.web.cern.ch/"> Copyright </a>  © 2024 CERN</div> </footer> </div> <script type="application/json" data-drupal-selector="drupal-settings-json">{"path":{"baseUrl":"\/","pathPrefix":"","currentPath":"node\/19","currentPathIsAdmin":false,"isFront":false,"currentLanguage":"en"},"pluralDelimiter":"\u0003","suppressDeprecationErrors":true,"ajaxPageState":{"libraries":"eJxlj2EOgzAIRi9U5UiGtsR0Q2kKOnv72VWXJfsFjxe-gBcxtYIZsmTZqTj_nZgIW8ouUFmnSPukhrYpNB5OHjp3z4IxrfNHXn0XLcVjgV_4GI9KMLN45DOp8r0RmHD9E1IIYtky8hgTsswjPvBwdNjpn7e60DFW2WyKSUN7qoK9JAi7BU0WgV6cVjVaoB3yBvHcZ9I","theme":"cernclean","theme_token":null},"ajaxTrustedUrl":[],"matomo":{"disableCookies":false,"trackMailto":true},"data":{"extlink":{"extTarget":true,"extTargetNoOverride":false,"extNofollow":false,"extNoreferrer":true,"extFollowNoOverride":false,"extClass":"ext","extLabel":"(link is external)","extImgClass":false,"extSubdomains":true,"extExclude":"","extInclude":"","extCssExclude":"","extCssExplicit":"","extAlert":false,"extAlertText":"This link will take you to an external web site. 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