Manual for ESTRO Teachers

SOCIETY INSTRUCTION DOCUMENT CODE

8 (9)

Board / 2014 / 07

6. 7. 8. 9.

other costs on site related to work

sleeper tickets on trains

seat tickets

airport, bridge, road and parking charges

10. 11. 12. 13. 14.

fuel costs

vaccination

reasonable laundry expenses on trips exceeding 1 week cost incurred related to currency conversions (e.g. exchange fee)

visa costs

4.4.2. Travel expense reporting

The reimbursement form must be settled in documental and traceable manner for approval to the ESTRO staff member responsible for the travel. Deadline for submitting forms is 30 days after end of travel. Forms sent after the deadline are not reimbursed. However as long as the postal date is the day of deadline the form is valid even though arriving after deadline to the ESTRO office.

All original receipts must clearly show reason and date for the receipt and be attached to the reimbursement form.

4.4.3. Reimbursement of ESTRO Presidents in office

The Executive Assistant handles the travel bookings and is the person to whom reimbursement forms are sent. In case arrangements are done by oneself point 3 on Travel quality standards has to be followed and approval from the ESTRO office received beforehand.

Costs for registration to specific events and potential trainings might be covered by ESTRO upon approval of the Executive Council, in consultation with the management.

Travel to Board meetings annexed to the annual ESTRO congresses and ECCO congresses are covered for one night’s hotel stay, flights are covered only if the President does not attend the congress.

Reimbursable expenses 5-14 have to be reasonable and linked to the travel.

4.4.4. Reimbursement of ESTRO Board members

The Executive Assistant handles the travel bookings and is the person to whom reimbursement forms are sent. In case arrangements are done by oneself point 3 on Travel quality standards has to be followed and approval from the ESTRO office received beforehand. Travel to Board meetings annexed to the annual ESTRO congresses and ECCO congresses are covered for one night’s hotel stay, flights are covered only if the Board member does not attend the congress. Costs for registration to the annual ESTRO congress is not covered by ESTRO. Potential trainings to improve governance of the Society have to be pre-approved by ESTRO to be eligible for reimbursement.

Reimbursable expenses 5-14 have to be reasonable and linked to the travel.