Duty Travel

New procedure from January 2020 – Administrative Circular N°33

Admin eguide – Missions-january 2020

PREPARING YOUR TRIP

  1. As soon as you know of a travel you will have to make on CERN business, you need to fill in the Duty Travel Request form on EDH (Fill in and check all fields – more it is complete more it will be easier – Please attach guidelines, registration fee, website …)
  2. Confirm your request by signing this document, it should be approved by your secretary (by adding the appropriate estimation of your mission), your supervisor and the budget holder.
  3. You will receive again the EDH document to approve the conditions of travel. Once you will sign, the document will return to the travel arranger (your secretary).
  4. A travelDoo button will appear on your document:
    – Please make sure your Traveldoo profile is up-to-date (Top menu bar): TravelDoo – https://cern.ch/travel
    – and plan your trip (Top menu bar) by launching the search after checking that all information are correct (synchronised with your Duty Travel Request)
    – Pay close attention to symbols and the policy compliance
    – And add your preferred route by clicking on “Add to my selection”.
  5. Please create your leave request in EDH

What you need to know

  • Transport and accommodation shall be booked through CERN’s online booking tool or, failing that, its travel management company. Transport and accommodation should, to the maximum extent possible, be booked no later than 14 days prior to departure.
  • Public transportation should always be privileged. Please also note that to reach the airport during working hours, the CERN Airport Shuttle should be used.
  • Costs incurred for transport at destination (bus, metro, taxis, etc.) is covered by the share of the daily travel allowance corresponding to miscellaneous expenses.
  • Other necessary expenses incurred in the course of duty travel may be reimbursed at actual cost on presentation of the relevant receipts, provided each item claimed exceeds 20 CHF.
  • Overtime, work on official holidays or equivalent, Sunday work and night work performed during duty travel are not compensated or remunerated. However, in some cases, recovery periods might be granted after a long or night journey.
  • Claims for reimbursement of duty travel expenses shall be submitted within six months of the last day of travel. After this deadline, no reimbursement can be accepted.
  • When travelling to the USA, please remember to take your UNIQA card with you. More information available on the CHIS pages.
  • If you need a visa to travel to Russia, please follow the admin eGuide procedure.

Assistance before and during an official trip

  • 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 admin eGuide page.

Reimbursement claim

  • When you return from your trip, you will receive an email notification from EDH to confirm your itinerary. Please note that you must carefully answer all the questions at the bottom of the form: itinerary, meals, accomodation and “other expenses”, etc.
  • Until Travedoo becomes available to all and authorizes hotel bookings, you are asked to attach a scan of your hotel bill to your duty travel request.

USEFUL LINKS