Appendix ANNEX VII OFFICIAL DUTY EXPENSES

Contract staff members travelling on official Institute duty shall be entitled to reimbursement of all their travel costs and to a daily allowance to cover subsistence when away from their place of duty in accordance with the provisions of Article 18 of the Staff Regulations.

Travel by contract staff members on duty shall be performed by the most economic means available, subject to the derogations provided for in this Section.

Air and rail travel are considered to be the normal means of transport. The Director may, however, authorise contract staff members on official duty to use a private or official car.

Except where authorised by the Director, all air travel shall be in ‘economy’ class or the equivalent.

Grades A shall be entitled to first-class rail travel and grades B and C to second-class rail travel.

Contract staff members may be authorised to travel by private car in the interests of the Institute. In such cases, they shall be entitled to an allowance per kilometre calculated on the basis of the quickest usual route. The allowance shall be calculated on the basis of the rate applying in the country where the contract staff member's duty station is located, irrespective of the country or countries where the travel takes place.

The total sum paid for a road journey may not exceed the amount that the Institute would otherwise have had to disburse.

The Director may decide to extend the application of this Section to temporary staff.

Contract staff members travelling on official Institute duty shall be entitled to subsistence allowance at the rates approved each year by the Board on the basis of the proposal made by the Coordinated Committee on Remunerations.

Subsistence allowance shall be calculated as follows:

1. (a)

   If the mission involves hotel accommodation, the contract staff member concerned shall be paid the full daily allowance upon submitting the corresponding invoice.

2. (b)

   If the mission does not involve hotel accommodation, no subsistence allowance shall be payable for periods of less than 4 hours, and where the period of duty is between 4 and 8 hours, the contract staff members shall be entitled to 25 % of the daily allowance. For a period of more than 8 hours but less than 24, the contract staff member shall be entitled to 50 % of the daily allowance. Partial periods over and above any complete period of 24 hours shall be treated likewise.

3. (c)

   Official journeys carried out at or between duty stations shall not give entitlement to payment of a subsistence allowance. In those cases, transportation expenses such as car parking fees and public transportation, shall be paid upon receipt of proof of payment.

4. (d)

   a notional period shall be added to the actual journey time for the purpose of calculating subsistence allowance to allow for travelling time to the main station or airport.

The allowance shall be reduced:

1. (a)

   where the journey involves meals or overnight accommodation, by 15 % for each main meal and by 50 % for overnight accommodation provided in the fare;

2. (b)

   by three-tenths if a staff member travels by night ferry, sleeping berth or compartment, by rail or air, for the period covered by the travel;

3. (c)

   by three-quarters when accommodation is provided by an external body.

The allowance shall be deemed to cover all the expenses liable to be incurred by a contract staff member travelling on duty, except the expenses listed below, for which additional reimbursement may be claimed:

1. (a)

   visa fees and similar charges arising directly from travel on official duty;

2. (b)

   excess luggage charges expressly authorised by the Director;

3. (c)

   duly justified communication charges such as internet, postal and telephone charges, incurred for official purposes;

4. (d)

   hospitality expenses incurred by staff members;

5. (e)

   taxi fares, provided the Director has given his or her prior approval and evidence of the expenditure is produced.

The Director shall adopt implementing rules of these provisions.