Manual for ESTRO Teachers

SOCIETY INSTRUCTION DOCUMENT CODE

2 (9)

Board / 2014 / 07

CONTENTS

1. OBJECTIVES OF THE TRAVEL POLICY...................................................................................................... 3 1.1. Definition of society trip ........................................................................................................................ 3 1.2. Travel cost management ........................................................................................................................ 3 2. TRAVEL CONTRACT COMPLIANCE............................................................................................................ 3 2.1. Airline ..................................................................................................................................................... 3 2.2. Hotel........................................................................................................................................................ 4 2.3. Car rental ................................................................................................................................................ 4 2.4. Train........................................................................................................................................................ 5 2.5. Travel agency .......................................................................................................................................... 5 3. TRAVEL QUALITY STANDARDS.................................................................................................................. 5 3.1. Standards for air travel .......................................................................................................................... 5 3.2. Frequent flyer programmes ................................................................................................................... 6 3.3. Standards for accommodation .............................................................................................................. 6 3.4. Standards for car rental ......................................................................................................................... 6 3.5. Standards for trains ............................................................................................................................... 6 4. TRAVEL PROCEDURES................................................................................................................................. 6 4.1. Approving travel..................................................................................................................................... 6 4.1.1. Spouse travel ............................................................................................................................... 6 4.2. Procedures for booking a trip ................................................................................................................ 7 4.2.1. Using allocated travel agency ..................................................................................................... 7 4.2.2. On-line bookings ......................................................................................................................... 7 4.2.3. Trip bookers................................................................................................................................. 7 4.3. Reimbursement ...................................................................................................................................... 7 4.4.1. Reimbursable expenses............................................................................................................... 7 4.4.2. Travel expense reporting ............................................................................................................ 8 4.4.3. Reimbursement of ESTRO Presidents in office......................................................................... 8 4.4.4. Reimbursement of ESTRO Board members.............................................................................. 8 4.4.5. Reimbursement of other ESTRO functions ............................................................................... 9 5. TRAVEL SAFETY AND INSURANCE............................................................................................................ 9 5.1. Safety considerations ............................................................................................................................. 9 5.2. Travel insurance ..................................................................................................................................... 9