Manual for ESTRO Teachers

SOCIETY INSTRUCTION DOCUMENT CODE

6 (9)

Board / 2014 / 07

3.2. Frequent flyer programmes

The Society is enrolled in the Star Alliance Company Plus programme and all bonuses gained from this programme are its property, however simultaneously collected individual frequent flyer programme bonuses are travellers’ property. The bonus points accrued from the Star Alliance programme, possible free tickets and other services must be used for future society travel or to upgrade flight classes. This bonus programme must not influence the decision when choosing an airline, hotel or other services. The tax costs (eg. airport tax) of the free tickets as well as reference of using such a ticket must be added in the travel reimbursement form.

3.3. Standards for accommodation

The standard for hotel accommodation is standard single or double room in moderate class hotels; max 3 star hotels for others and for the Presidents in office 3-4 star hotels, price still being the first nominator.

3.4. Standards for car rental

Society´s preferred car rental company is SIXT, which is a partner of the Star Alliance programme. The standard for car rental is not higher than mid-sized car, e.g. Ford Mondeo and Opel Vectra.

3.5. Standards for trains

Bookings are to be made in 2nd class, only Board and council members are allowed to book tickets in 1st class.

Non compliance will result in non-reimbursement.

4.

TRAVEL PROCEDURES

4.1. Approving travel

The traveller shall submit by email a travel request to ESTRO staff member in charge of the trip’s budget regarding any business travel before the trip. The traveller and the ESTRO staff member in charge must evaluate the use of alternative methods of travel. The travel details must be presented as early as possible in order to acquire the most economical way of travel. The level of approval will be specified when necessary with e.g. travel restrictions.

Non compliance will result in non-reimbursement.

4.1.1. Spouse travel

Allowed, when approved, and travel arrangements can be done by ESTRO office, but all costs are paid by the spouse her/himself.